How to organise an open-fire barbecue

An open-fire barbecue needs more planning than a standard grill because the fire, cooking time and weather all affect the meal. Start by confirming numbers and dietary requirements, then work backwards from the serving time to organise fuel, marinating, equipment and seating. Keep the fire area separate from guests, and prepare salads, sauces and drinks before the first food goes on the grill. This approach helps you avoid rushed cooking and cold side dishes.

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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Determine menu and quantities
2 people
5
Reserve barbecue supplies
6
Check the weather forecast
7
Buy wood and charcoal
8
Check supplies and equipment
2 people
9
Do the shopping
2 people
10
Chill drinks
2 people
11
Marinate meat and vegetables
2 people
12
Wash dishes and cutlery
2 people
13
Set up tables and chairs
3 people
14
Set up party tent
3 people
15
Fence off the barbecue area
2 people
16
Set up open fire safely
2 people
17
Hang lighting
2 people
18
Set up buffet and drinks table
2 people
19
Set out salads and sauces
2 people
20
Light a fire
2 people
21
Prepare safety equipment

Event

22
Welcome guests
2 people
23
Serve welcome drinks
2 people
24
Serve snacks
2 people
25
Bring the barbecue up to temperature
2 people
26
Grill meat and vegetables
3 people
27
Prepare vegetarian portions
28
Restock dishes and tableware
2 people
29
Refill drinks
2 people
30
Collect used dishes
2 people
31
Watch over the fire and guests
2 people
32
Serve coffee and tea

Aftercare

33
Store leftovers in the fridge
2 people
34
Fully extinguish the fire
2 people
35
Collect and sort waste
3 people
36
Wash dishes
3 people
37
Clean the barbecue and grill
2 people
38
Take down tables and chairs
3 people
39
Take down the party tent and lighting
3 people
40
Clean the grounds
2 people
41
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 36
Buffet tablesqty 2
Coolersqty 4

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable glassesqty 50
Coffee cupsqty 30
Cutlery setsqty 40
Serving plattersqty 8
Serving tongsqty 6

Equipment

Open-fire barbecue
Cast-iron grill gratesqty 2
Barbecue tongsqty 4
Barbecue brushesqty 2
Meat thermometersqty 2
Thermos flasksqty 3
Kettlesqty 2

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Mixing bowlsqty 4
Aluminum traysqty 12
Kitchen pegsqty 4
Ice packsqty 12

Lighting

String lightsqty 4
Battery lanternsqty 4

Decorations

Tableclothsqty 6
Napkin holdersqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Fire extinguisher
Heat-resistant glovesqty 3
Asbestos-resistant metal shovel
Metal water bowlqty 2

Catering

Groceries

Tips

Confirm registrations and dietary requirements at least 7 days before the barbecue. Use the final guest count to calculate meat, vegetables, salads and tableware rather than shopping from a rough estimate.
Check the forecast 48 hours before the event and decide whether the party tent, tables and lighting will still work safely in the expected conditions. Strong wind can make an open fire unsafe, so make that decision before guests arrive.
Light the fire early enough for the coals and grill grates to reach cooking temperature before serving time. Allow roughly 45–60 minutes for a substantial fire, then use a meat thermometer to check thicker portions rather than relying on colour alone.
Set up the barbecue area away from seating and fence it off before lighting the fire. Keep water or another suitable fire-safety setup immediately available, and do not leave the fire unattended while guests are present.
Prepare cold food, sauces, drinks and serving equipment before the fire is ready. Chill drinks in coolers, put out separate serving tongs and platters, and keep cooked food away from boards and knives used for raw meat.

Frequently asked questions

How much food do I need for an open-fire barbecue?: For a main meal, allow about 300–400 g of raw meat or equivalent vegetables per adult, plus 150–200 g of salads and sides. Add around 10% extra if guests will be eating for several hours or if children are included in the count.
How early should I light an open fire for a barbecue?: Light the fire 45–60 minutes before you plan to serve the first grilled food. This gives the wood time to burn down and the grill grates time to heat evenly; cooking over large flames usually causes burnt outsides and raw centres.
What should I do if it rains during an open-fire barbecue?: Make the weather decision at least 24–48 hours beforehand, rather than waiting until guests arrive. A party tent can protect seating and serving tables, but it must not be placed so close to the fire that heat, sparks or smoke create a hazard.
How long should meat and vegetables marinate before an open-fire barbecue?: Marinate most meat and vegetables for 2–12 hours in the refrigerator, depending on the recipe. Take food out only shortly before cooking, and keep raw ingredients chilled until the fire and serving area are ready.

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.