How to organise an alumni barbecue

An alumni barbecue works best when you separate guest planning, food preparation and site setup. Start by confirming the date and location, then send invitations early enough to collect registrations and dietary requirements. Use the confirmed guest count to calculate food, drinks, seating and equipment rather than guessing. On the day, set up shelter, tables, the buffet and reception area before guests arrive, while keeping the barbecue and chilled drinks easy to reach.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

1
Confirm date and location
2 people
2
Reserve venue
3
Draft invitations
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Confirm registrations
8
Determine menu and quantities
2 people
9
Check barbecue and gas
2 people
10
Create a music playlist
11
Prepare name badges
2 people
12
Do the shopping
3 people
13
Chill drinks
2 people
14
Wash and cut vegetables
3 people
15
Make salads and side dishes
3 people
16
Portion meat and vegetarian items
2 people
17
Set up tables and chairs
4 people
18
Build party tents
4 people
19
Set up the barbecue
3 people
20
Set up buffet tables
3 people
21
Lay out crockery and cutlery
2 people
22
Hang decorations
2 people
23
Test music and lighting
2 people
24
Set up the reception table
2 people

Event

25
Welcome guests
3 people
26
Serve welcome drinks
2 people
27
Refill drinks
2 people
28
Refill snacks
2 people
29
Light the barbecue
2 people
30
Prepare barbecue dishes
4 people
31
Serve barbecue dishes
3 people
32
Keep the buffet and tables clean
2 people
33
Serve coffee and tea
2 people
34
Announce the final round

Aftercare

35
Collect waste
3 people
36
Safely turn off the barbecue
2 people
37
Wash dishes and cutlery
3 people
38
Dismantle furniture
4 people
39
Clean the venue
4 people
40
Return materials
2 people
41
Store leftover groceries
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
High tablesqty 4

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable drinking glassesqty 100
Reusable wine glassesqty 40
Cutlery setsqty 70
Serving spoonsqty 10
Small bowlsqty 12

Catering

Groceries

Equipment

Gas barbecuesqty 2
Gas cylindersqty 4
Coolersqty 6
Ice spoonsqty 3
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Mixing bowlsqty 8
Serving plattersqty 12
Barbecue tongsqty 6
Aluminum traysqty 12
Ice packsqty 20

Decorations

Name badgesqty 60
Tableclothsqty 8
Buntingqty 8
Balloonsqty 50
Balloon pumpqty 2
Tapeqty 4

Lighting

LED light stringsqty 6
Battery lanternsqty 6

Cleaning

Broomsqty 2
Trash binsqty 6
Mop setsqty 2
Spongesqty 8
Cleaning glovesqty 6

Other

Ropeqty 2
Scissorsqty 3
Markersqty 2
Registration formsqty 70

Tips

Set a registration deadline at least 10 days before the barbecue. Use the final list to confirm attendance, dietary requirements and the number of name badges instead of preparing everything from the invitation count.
Plan the menu only after registrations close. For the first hour, allow roughly 2 to 3 drinks per person, then add non-alcoholic options and extra portions for vegetarian or dietary-specific items.
Check gas barbecues, gas cylinders, extension cords and power strips at least 3 days beforehand. A barbecue that has not been tested, or a speaker that needs a missing cable, is difficult to fix once guests are arriving.
Prepare salads, washed vegetables and portioned meat or vegetarian items on the day before where possible. Keep perishable food chilled in coolers with ice packs until it goes onto the barbecue or buffet.
Give setup a fixed start time at least 3 hours before welcome time. Put up party tents first if rain is possible, then arrange tables, chairs, the reception table, name badges, buffetware and tested music and lighting.

Frequently asked questions

How far in advance should I invite alumni to a barbecue?: Send the invitations 4 to 6 weeks before the event and set a registration deadline at least 10 days before it. This gives you time to confirm numbers, dietary requirements and the final shopping list.
How much food do I need for an alumni barbecue?: Use the confirmed guest count and plan about 300 to 400 grams of main food per adult, including meat and vegetarian items, plus salads and side dishes. Add around 10% extra for unexpected guests or larger appetites.
How many drinks should I buy for an alumni barbecue?: For the first hour, allow 2 to 3 drinks per person, then around 1 drink per person per hour. Include water and other non-alcoholic drinks, and chill the drinks several hours before guests arrive.
When should I set up an alumni barbecue?: Start the physical setup at least 3 hours before the welcome time. Put up party tents and arrange tables and chairs first, then set up the barbecue, buffet, reception table, tableware, name badges, music and lighting.

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.