How to organise an Easter barbecue

Start your Easter barbecue plan with the guest list, not the food. Send invitations early, record dietary requirements and use the final guest count to calculate meat, vegetarian portions, drinks and seating. Then work backwards from serving time: check the weather and barbecue equipment, shop and prepare food in advance, and leave setup for the day itself. The details most often missed are chilled drinks, enough serving space, safe lighting and a backup plan for rain.

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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
Determine the final number of guests
5
Plan vegetarian portions
6
Check the weather forecast
7
Check barbecue and gas
2 people
8
Do the shopping
2 people
9
Chill drinks
2 people
10
Prepare the meat and vegetables
3 people
11
Make marinades and sauces
2 people
12
Sort Easter decorations
13
Set up tables and chairs
3 people
14
Set up party tents
4 people
15
Connect lighting and power
2 people
16
Set up buffet tables
2 people
17
Lay out crockery and cutlery
2 people
18
Hang Easter decorations
2 people
19
Make salads and side dishes
3 people
20
Set out bread and toppings
2 people
21
Set out meat and vegetarian food
3 people
22
Set up the coffee and tea station
23
Light the barbecue
2 people

Event

24
Welcome guests
2 people
25
Serve welcome drinks
2 people
26
Serve snacks
2 people
27
Grill meat and vegetables
3 people
28
Serve barbecue dishes
3 people
29
Restock salads and bread
2 people
30
Refill drinks
2 people
31
Collect tableware and waste
2 people
32
Serve coffee and tea
2 people
33
Serve dessert
2 people
34
Announce the final round
35
See off guests
2 people

Aftercare

36
Safely extinguish barbecue
2 people
37
Store food chilled
2 people
38
Clear tables and chairs
3 people
39
Take down party tents
4 people
40
Wash dishes and cutlery
2 people
41
Separate and dispose of waste
2 people
42
Clean the venue
2 people
43
Remove decorations
2 people
44
Clean equipment
2 people
45
Check and store the materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 55
Buffet tablesqty 3
Coolersqty 4

Tableware

Platesqty 60
Bowlsqty 30
Drinking glassesqty 70
Wine glassesqty 30
Cutlery setsqty 60
Serving plattersqty 12

Decorations

Easter tableclothsqty 6
Easter garlandsqty 6
Easter eggsqty 40
Flower arrangementsqty 6

Equipment

Barbecueqty 2
Gas cylindersqty 3
Grill racksqty 4
Meat thermometersqty 2
Coffee machinesqty 2
Extension cordsqty 4

Kitchen

Cutting boardsqty 5
Chef’s, bread and carving knivesqty 8
Pliersqty 6
Aluminum traysqty 12
Measuring cupsqty 3

Lighting

String lightsqty 4
LED lampsqty 8
Lanternsqty 6

Cleaning

Washing-up bowlsqty 2
Cleaning brushesqty 4
Bucketsqty 3
Microfiber clothsqty 12

Catering

Groceries

Tips

Confirm the final guest number before shopping. Use it to plan vegetarian portions separately, then allow enough plates, glasses and cutlery for every guest plus a small spare supply.
Check the weather forecast and party tents at least 48 hours beforehand. A tent is only useful if it is secured, and tables, buffet tables and chairs still need to fit underneath without blocking the cooking area.
Test the barbecue, gas cylinders, grill racks and meat thermometers before guests arrive. Do not wait until serving time to discover that a cylinder is empty or the thermometer has no working battery.
Prepare marinades, sauces, salads, side dishes and chopped vegetables earlier in the day. Keep raw meat separate from ready-to-eat food, and use separate cutting boards, knives and serving platters.
Set up the buffet and drinks areas before lighting the barbecue. Chill drinks in coolers, place bread and toppings where guests can reach them, and check extension cords, LED lamps or string lights before it gets dark.

Frequently asked questions

How far in advance should I plan an Easter barbecue?: Send invitations around 3 to 4 weeks before the barbecue and set a reply deadline at least 7 days beforehand. Confirm the final guest count before buying perishable food.
How much food do I need for an Easter barbecue?: Plan roughly 250 to 350 grams of meat or vegetarian barbecue food per adult, plus salads, side dishes and bread. Count vegetarian portions separately instead of treating them as spare servings.
When should I prepare food for an Easter barbecue?: Make marinades, sauces, salads and side dishes on the day before or earlier on the event day. Prepare raw meat and vegetables a few hours before serving, then keep everything chilled until the barbecue is ready.
What should I do if it rains during an Easter barbecue?: Decide at least 48 hours in advance where party tents, tables and buffet food will go if rain is forecast. Keep the barbecue in a safe, well-ventilated position and protect guests and electrical connections from water.

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