How to organise an Argentine barbecue for 40 guests

Start with the final guest count, then work backwards from the serving time. For 40 people, the main risks are ordering the wrong amount of meat, discovering dietary requirements too late and underestimating the grill and table setup. Confirm portions and rentals early, prepare chimichurri and sauces ahead, and keep chilled meat and drinks under control on the day. A simple timeline also prevents the outdoor area, seating and serving equipment from becoming a last-minute scramble.

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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
Compile the guest list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Determine menu and portions
2 people
6
Order meat and cheese
7
Confirm rental items
8
Record the Final Guest Count
9
Check the grill and gas
2 people
10
Check dishes and glassware
11
Determine the table layout
12
Do the shopping
2 people
13
Prepare chimichurri
2 people
14
Make sauces and dressings
2 people
15
Set out dry goods
16
Chill drinks
2 people
17
Receive meat chilled
2 people
18
Prepare salads
2 people
19
Label meat portions
2 people
20
Check the weather forecast
21
Clear the outdoor area
2 people
22
Set up party tents
3 people
23
Set up tables and chairs
3 people
24
Set up the grill safely
2 people
25
Set out tableware and cutlery
2 people
26
Set up the buffet and drinks station
2 people
27
Hang up decorations
2 people
28
Set out salads and sauces
2 people
29
Light the charcoal
2 people
30
Remove the meat from the cooler
2 people

Event

31
Welcome guests
2 people
32
Serve the Aperitif and Empanadas
2 people
33
Prepare first grilling round
3 people
34
Keep side dishes warm
2 people
35
Serve barbecue dishes
3 people
36
Refill drinks
2 people
37
Collect used dishes
2 people
38
Serve coffee and dessert
2 people
39
See off the last guests
2 people

Aftercare

40
Store food safely
2 people
41
Sort and dispose of waste
2 people
42
Let the grill cool down
43
Wash dishes and glassware
3 people
44
Clean tables and chairs
2 people
45
Clean the outdoor area
2 people
46
Take down party tents
3 people
47
Check and pack materials
2 people
48
Return rental items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 44
Buffet tablesqty 2
High tablesqty 4

Tableware

Dinner platesqty 50
Dessert platesqty 50
Bowlsqty 50
Forksqty 50
Knivesqty 50
Spoonsqty 50
Water glassesqty 50
Wine glassesqty 44
Coffee cupsqty 40

Equipment

Charcoal grillsqty 2
Plancha
Coolersqty 4
Meat thermometersqty 2
Coffee maker

Kitchen

Barbecue tongsqty 4
Cutting boardsqty 4
Chef's knivesqty 3
Mixing bowlsqty 6
Serving plattersqty 8
Serving tongsqty 6
Aluminum traysqty 8
Hot traysqty 4
Measuring cupsqty 2

Decorations

Tableclothsqty 8
Argentine flagsqty 6
Menusqty 6

Lighting

String lightsqty 4
Outdoor lightsqty 4

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Dish brushesqty 3
Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries

Tips

Close registrations and record the final guest count at least 5–7 days before the barbecue. Use that number to confirm meat, cheese, tableware, chairs and drinks rather than relying on the original invitation list.
Plan the menu by portion before ordering meat. For 40 guests, separate meat portions by type and label them; this makes dietary adjustments visible and prevents one cut from being cooked far ahead of the others.
Prepare chimichurri, sauces, dressings and dry goods the day before. Make salads closer to serving time, and keep meat chilled until it goes onto the grill or plancha.
Check the grill, charcoal or gas, tongs and meat thermometers at least 2 days in advance. On the morning itself, set up the grill safely before guests arrive and leave clear space around hot equipment.
Set up tables, chairs, buffet surfaces, tablecloths and tableware before the cooking starts. Chill drinks early, but keep separate coolers for drinks and raw meat so the serving area stays organised and food-safe.

Frequently asked questions

How much meat do I need for an Argentine barbecue for 40 people?: Use the confirmed menu and guest count to calculate portions, allowing for the fact that several cuts may be served. Finalise the quantity at least 5–7 days before the event, after collecting dietary requirements and children’s portions.
When should I buy or receive the meat for an Argentine barbecue?: Arrange delivery or collection so the meat arrives chilled on the day before or the morning of the barbecue. Keep it refrigerated until preparation, and label portions before cooking begins.
How early should I set up the grill for 40 guests?: Check the grill, fuel and thermometers 2 days beforehand, then set up the cooking area at least 60–90 minutes before serving. This leaves time to light charcoal or prepare the equipment without guests standing around waiting.
What should I prepare the day before an Argentine barbecue?: Make the chimichurri, sauces and dressings, check rental items and tableware, and organise dry goods the day before. Prepare salads closer to serving, chill drinks overnight and confirm the weather before setting up tents and outdoor furniture.

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