How to organise an autumn barbecue

An autumn barbecue needs more planning than a summer one because daylight, temperature and weather can change quickly. Start with guest numbers and dietary requirements, then work backwards from serving time for shopping, food preparation and refrigeration. On the day, set up shelter, lighting, seating and buffet space before you light the barbecue. This order keeps raw meat cold, prevents last-minute trips indoors and gives you a safe, comfortable setup when 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
Check the weather forecast
5
Check the shopping list
6
Check the barbecue and gas
2 people
7
Clear out the refrigerators
8
Do the shopping
2 people
9
Store meat refrigerated
10
Wash vegetables
2 people
11
Prepare salads
2 people
12
Make marinades
13
Set out desserts
14
Set up party tent
3 people
15
Set up tables
2 people
16
Set up chairs
2 people
17
Place the BBQ in a safe spot
2 people
18
Hang lighting
2 people
19
Hang autumn decorations
2 people
20
Set up buffet tables
2 people
21
Chill drinks
2 people
22
Lay out crockery and cutlery
2 people

Event

23
Light the BBQ
2 people
24
Welcome guests
2 people
25
Serve snacks
2 people
26
Grill meat and vegetables
3 people
27
Serve salads and bread
2 people
28
Refill drinks
29
Refill buffet
2 people
30
Serve coffee and tea
31
Serve dessert
2 people
32
Announce the final round

Aftercare

33
Let the BBQ cool down
2 people
34
Collect waste
2 people
35
Wash dishes
2 people
36
Clear tables and chairs
3 people
37
Take down the party tent
3 people
38
Clean the venue
2 people
39
Store leftover food
40
Check materials
41
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
Buffet tablesqty 2
Folding table

Tableware

Platesqty 50
Dessert platesqty 50
Glassesqty 60
Coffee cupsqty 30
Forksqty 50
Knivesqty 50
Spoonsqty 50
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 8
Serving trays with lidsqty 4
Aluminum traysqty 8
Pliersqty 4
Oven mittsqty 3

Equipment

Barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Coffee maker
Kettle
Extension cordsqty 3

Lighting

String lightsqty 4
Outdoor lightsqty 4

Decorations

Autumn leavesqty 3
Table runnersqty 6
Lanternsqty 8
LED candlesqty 20

Cleaning

Waste binsqty 4
Bucketsqty 2
Spongesqty 6
Dish brushesqty 2

Catering

Groceries

Tips

Send invitations early enough to collect registrations and dietary requirements before you shop. Use the final guest count to check quantities, seating and crockery rather than guessing on the day.
Check the weather forecast twice: once several days ahead and again on the morning of the barbecue. If rain is possible, set up the party tent and keep the barbecue in a safe, well-ventilated position away from the shelter.
Check the barbecue and gas before shopping, not when guests are arriving. A barbecue that is empty, dirty or short on gas can delay cooking when the first food is ready.
Prepare salads, marinades and washed vegetables ahead of time, but keep meat refrigerated until it is needed. Use separate cutting boards and serving equipment for raw meat and ready-to-eat food.
Autumn darkness arrives early, so hang string or outdoor lights before the barbecue is lit. Set out tables, chairs, buffet tables, chilled drinks, crockery and serving utensils before welcoming guests.

Frequently asked questions

How far in advance should I plan an autumn barbecue?: Send invitations at least 2 to 3 weeks ahead so guests can register and share dietary requirements. Finalise the shopping list 2 to 3 days before the barbecue, then check the weather again on the day.
What time should I start setting up an autumn barbecue?: Allow 2 to 3 hours for setup, including the party tent, tables, chairs, lighting, buffet area and chilled drinks. Aim to have the barbecue ready at least 30 minutes before guests arrive.
How do I keep food safe at an autumn barbecue?: Keep meat refrigerated until cooking and prepare salads and vegetables separately from raw meat. Do not leave perishable food at room temperature for more than 2 hours; use coolers or refrigeration when needed.
How much seating and tableware do I need for an autumn barbecue?: Plan one seat, plate, glass, fork and knife per guest, plus around 10% extra for breakages or replacements. Provide separate dessert plates and enough serving spoons for each buffet dish.

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