How to organise a winter barbecue

A winter barbecue needs more planning than a summer cookout, mainly because guests need shelter, warmth and reliable lighting as well as food. Start with the guest list and dietary requirements, then fix the menu, portions and equipment before the weather turns. Set up the tent, heaters, tables and lights before cooking begins. The usual problems are running out of gas, leaving vegetarian food too close to the meat, and discovering too late that guests have nowhere warm to eat or wait.

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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
Create final guest list
5
Determine the menu and portions
2 people
6
Reserve the barbecue and gas
7
Reserve a party tent
8
Check the weather forecast
9
Do the shopping
2 people
10
Chill drinks
2 people
11
Marinate the meat
2 people
12
Cut vegetables
2 people
13
Prepare salads
2 people
14
Set out bread and spreads
15
Keep vegetarian products separate
16
Set up tables and chairs
3 people
17
Set up party tent
4 people
18
Place patio heaters
2 people
19
Hang lighting
2 people
20
Hang up decorations
2 people
21
Set up the barbecue
2 people
22
Set out fuel and fire starters
23
Set up buffet and drinks bar
2 people
24
Set out tableware and cutlery
2 people
25
Check toilets
26
Conduct a safety check
2 people

Event

27
Welcome guests
2 people
28
Serve hot drinks
2 people
29
Serve snacks
2 people
30
Light the barbecue
2 people
31
Grill meat and vegetables
3 people
32
Restock the buffet
2 people
33
Refill drinks
2 people
34
Clear tables
2 people
35
Serve coffee and tea
2 people
36
Serve dessert
2 people
37
Announce the final round
38
See off guests
2 people

Aftercare

39
Store leftovers in the fridge
2 people
40
Safely turn off the barbecue
2 people
41
Collect waste
2 people
42
Wash dishes
2 people
43
Clear tables and chairs
3 people
44
Take down the party tent
4 people
45
Store patio heaters away
2 people
46
Clean the venue
2 people
47
Put stock back
48
Return borrowed items
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 40
High tablesqty 3
Tableclothsqty 6

Lighting

String lightsqty 6
LED lanternsqty 8
Extension cordsqty 4
Power stripsqty 4

Equipment

Gas barbecueqty 2
Patio heatersqty 3
Gas cylindersqty 3
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Cutting boardsqty 4
Chef and serving knivesqty 8
Mixing bowlsqty 6
Aluminum grill traysqty 8
Barbecue tongsqty 4
Serving spoonsqty 8
Food warmersqty 4
Ice packsqty 12
Bottle openersqty 3
Cut-resistant glovesqty 2
Oven mittsqty 4
Kitchen timersqty 2

Tableware

Platesqty 50
Bowlsqty 50
Glassesqty 60
Coffee cupsqty 40
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving boardsqty 6
Pitchersqty 4

Decorations

Winter table decorqty 8
Table runnersqty 6
Menusqty 6
Name badgesqty 40

Cleaning

Waste binsqty 4
Bucketsqty 3
Cleaning clothsqty 12
Washing-up tubsqty 2
Dustpans and brushesqty 2
Mopsqty 2

Catering

Groceries

Tips

Confirm registrations and dietary requirements at least one week before the barbecue, then use the final guest count to calculate portions and tableware. Keep a small margin for extra servings rather than shopping from an early estimate.
Check the forecast 48 hours beforehand and decide where the party tent, barbecue and buffet will go. Leave enough covered space for guests to eat and move around without standing next to the grill.
Reserve the gas barbecue, gas cylinders, party tent and patio heaters early, especially if the event is held during a busy winter weekend. Check the gas supply on the day before; a barbecue that runs out during the main course is difficult to recover from.
Prepare marinades, chopped vegetables and salads ahead of time, but keep vegetarian products separate from meat throughout preparation and cooking. Chill drinks before guests arrive and place bottle openers, serving spoons and ice packs where people can find them.
Set up lighting, extension cords and power strips before dark, and keep cables away from wet ground and walking routes. Light the barbecue only after the tables, buffet, drinks bar, toilets and tableware are ready, so cooking does not become the first task guests see.

Frequently asked questions

How far in advance should I plan a winter barbecue?: Start planning four to six weeks ahead if you need to reserve a party tent, gas barbecue or patio heaters. Confirm the final guest list and dietary requirements about one week before the event, then shop from that count.
How much food do I need for a winter barbecue?: Plan roughly 300 to 400 grams of main food per adult, including meat and vegetarian alternatives, plus bread, salads and vegetables. Add about 10 percent if guests are staying for several hours or if the barbecue is the main meal.
How do I keep guests warm at a winter barbecue?: Provide a covered tent and place patio heaters where people will sit or queue for food, rather than only beside the barbecue. Set them up at least 60 minutes before guests arrive so you can check warmth, fuel and safe clearance.
When should I check the weather for a winter barbecue?: Check the forecast 48 hours before the event and again on the morning itself. Use the first check to adjust the tent and heating plan, and the final check to confirm clothing advice, lighting and the cooking setup.

Start this plan in Lizzt

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