How to organise a wild barbecue without last-minute chaos

A wild barbecue needs more planning than a standard cookout because game meat, outdoor equipment and weather all affect the schedule. Start by confirming the barbecue location, guest numbers and dietary requirements before buying food. Then organise chilled storage, marinades, side dishes and the equipment needed to cook safely. On the day, build in time for the party tent, coolers, buffet and charcoal so cooking does not begin while guests are still arriving.

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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
Reserve the barbecue area
5
Check the weather forecast
6
Create final guest list
7
Check the shopping list
8
Pick up the barbecue and coolers
2 people
9
Do the shopping
2 people
10
Store game meat chilled
11
Wash and cut vegetables
2 people
12
Prepare marinades
2 people
13
Marinate game meat
2 people
14
Make salads and side dishes
2 people
15
Set out dessert and fruit
16
Set up tables and chairs
3 people
17
Set up party tent
3 people
18
Dress the buffet tables
2 people
19
Hang up decorations
2 people
20
Hang lighting
2 people
21
Fill coolers
2 people
22
Set out tableware and cutlery
2 people
23
Set up barbecue safely
2 people
24
Light the charcoal
2 people
25
Set up the buffet and drinks
2 people

Event

26
Welcome guests
2 people
27
Serve aperitifs and snacks
2 people
28
Grill game meat
3 people
29
Grill vegetarian dishes
2 people
30
Restock salads and bread
31
Refill drinks
2 people
32
Collect tableware and waste
2 people
33
Serve dessert
2 people
34
See off the last guests
2 people

Aftercare

35
Let the barbecue cool down
2 people
36
Store food chilled
2 people
37
Take down tables and chairs
3 people
38
Take down the party tent
3 people
39
Wash the dishes and kitchenware
2 people
40
Clean the venue
3 people
41
Sort and remove waste
2 people
42
Clean the barbecue and equipment
2 people
43
Return borrowed items
2 people

What to bring

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

Furniture

Party tent
Buffet tablesqty 3
Dining tablesqty 5
Chairsqty 45
Beer tablesqty 2

Tableware

Dinner platesqty 50
Dessert platesqty 50
Bowlsqty 50
Cutlery setsqty 50
Glassesqty 60
Coffee cupsqty 30
Serving plattersqty 10
Serving platters for saladsqty 6

Equipment

Barbecuesqty 2
Coolersqty 4
Meat thermometersqty 3
Barbecue lightersqty 3
Extension cordsqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Barbecue tongsqty 6
Barbecue brushesqty 3
Aluminum tray pansqty 20
Serving tongsqty 8
Measuring cupsqty 2
Ice packsqty 20
Kitchen glovesqty 4

Decorations

Tableclothsqty 8
Napkin holdersqty 8
Welcome sign
Menu boardsqty 3

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries

Tips

Confirm the final guest list and dietary requirements before shopping. This gives you a reliable quantity for game meat, vegetables, salads, drinks and tableware instead of forcing a last-minute extra shop.
Keep game meat chilled from collection until cooking, and prepare marinades early enough for the meat to absorb flavour. Do not leave chilled meat in a warm car or outdoors while setting up.
Check the weather forecast the day before and on the morning itself. A party tent, lighting and extension cords need to be ready before rain or early darkness becomes a problem.
Set up the barbecue on a stable, non-flammable surface with clear space around it. Light the charcoal before guests expect food, and keep barbecue tongs, heat-resistant gloves and a meat thermometer within reach.
Separate the buffet setup from the cooking area. Put salads, fruit, dessert, plates, cutlery and drinks out before serving, while keeping raw meat tools and serving utensils from being mixed.

Frequently asked questions

How far in advance should I organise a wild barbecue?: Start at least 2 to 3 weeks ahead by reserving the barbecue location and sending invitations. Finalise registrations and dietary requirements about 5 to 7 days before the event, then shop and prepare according to the confirmed numbers.
How much game meat do I need for a wild barbecue?: Plan roughly 200 to 250 grams of uncooked meat per adult when salads, vegetables and side dishes are served as well. Add about 10% if the barbecue is the main meal and guests are likely to eat large portions.
When should I marinate game meat for a barbecue?: Prepare the marinade and coat the meat 4 to 12 hours before cooking, depending on the cut and recipe. Keep it covered and chilled throughout; take it out only shortly before the barbecue is ready to use.
How early should I set up the barbecue and buffet?: Begin outdoor setup about 2 hours before guests arrive. Put up the tent, tables, lighting, coolers and tableware first, then light the charcoal around 30 to 45 minutes before you want to serve the first food.

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