How to organise a welcome barbecue

A welcome barbecue works best when you separate guest planning, food preparation and site setup instead of leaving everything until the day itself. Start by collecting registrations and dietary requirements, then use the confirmed number of guests to set the menu and quantities. Arrange the party tent, extra tables and other rental items early. On the day, chill drinks, prepare salads and vegetables, check power and the grounds, and allow enough time to light the barbecue before guests arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Determine menu and quantities
2 people
5
Confirm attendance
6
Reserve a party tent
7
Reserve extra tables
8
Check the weather forecast
9
Do the shopping
2 people
10
Check materials
2 people
11
Pick up rental items
2 people
12
Chill drinks
2 people
13
Marinate the meat
2 people
14
Wash and cut vegetables
2 people
15
Prepare salads
2 people
16
Set out sauces and bread
17
Check the grounds and power
2 people
18
Set up party tent
4 people
19
Set up tables and chairs
3 people
20
Set up the barbecue and fuel
2 people
21
Set up the buffet and drinks station
2 people
22
Hang decorations
2 people
23
Lay out salads and bread
2 people

Event

24
Light the barbecue
2 people
25
Welcome guests
2 people
26
Refill drinks
2 people
27
Prepare barbecue dishes
3 people
28
Refill the buffet and tableware
2 people
29
Collect trash and empty bottles
30
See off the last guests
2 people

Aftercare

31
Clear away food and drinks
3 people
32
Wash dishes
2 people
33
Clean the barbecue
2 people
34
Clean the grounds
3 people
35
Take down the party tent and furniture
4 people
36
Take out the trash
2 people
37
Return rental items
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 45
Buffet tableqty 2
Drinks table

Tableware

Platesqty 50
Cutlery setsqty 50
Glassesqty 60
Coffee cupsqty 40
Serving plattersqty 12

Equipment

Barbecueqty 2
Coolersqty 4
Coffee maker
Kettle
Extension cordsqty 3
Power stripsqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Serving tongsqty 6
BBQ tongsqty 4
Measuring cupsqty 2

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 40
Name badgesqty 50

Lighting

String lightsqty 4
Lanternsqty 6

Cleaning

Waste binsqty 4
Hand soap dispensersqty 2

Catering

Groceries

Tips

Confirm attendance and dietary requirements before buying food. Use the final guest count to calculate portions, and keep vegetarian or other special options separate from the main barbecue food.
Reserve the party tent and extra tables as soon as the date is fixed. Waiting until the weather forecast looks uncertain can leave you without cover or enough serving space.
Do the materials check before shopping and before collecting rental items. Barbecue tools, serving platters, extension cords, power strips and enough tableware are easy to overlook.
Prepare food in stages: marinate meat and wash and cut vegetables ahead of time, then prepare salads and set out sauces and bread closer to serving. Chill drinks several hours before guests arrive, not just when setup starts.
Check the grounds and power before putting up the tent or connecting the coffee maker and lighting. Set up the barbecue, fuel, buffet and drinks station before lighting the grill, so someone can welcome guests while cooking can begin.

Frequently asked questions

How far in advance should I plan a welcome barbecue?: Send invitations about 3 to 4 weeks before the barbecue and set a response deadline at least 7 days before it. Use the final registrations to confirm food quantities, dietary requirements, tables and chairs.
How much food and drink do I need for a welcome barbecue?: Base food quantities on the confirmed guest count and include separate portions for dietary requirements. For drinks, plan roughly 2 to 3 drinks per person for the first hour, then adjust for the event length and weather.
When should I start setting up the barbecue?: Begin site setup at least 3 hours before guests arrive if you need to put up a party tent, arrange tables, connect power and prepare a buffet. Light the barbecue only when the buffet, drinks station and serving utensils are ready.
What should I prepare the day before a welcome barbecue?: Marinate the meat, wash and cut vegetables, check the materials and confirm rental pickup the day before. Also review the weather forecast and move drinks into coolers several hours before serving.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.