How to organize a barbecue contest

A barbecue contest needs more than grills and meat. Start by fixing the competition format, date, location, rules, and judging process before inviting teams. Then work backward from serving time: confirm suppliers, collect dietary requirements, test the menu, and prepare scorecards and race cards. On the day, keep raw meat cold, separate cooking stations from serving areas, and check fuel, power, shelter, and fire safety before the first team starts.

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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
Set competition format
2
Confirm location and date
3
Draw up competition rules
2 people
4
Assign judges
5
Reserve suppliers
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Confirm team assignments
10
Order trophy cups
11
Test cook and decide on the menu
3 people
12
Prepare race cards
2 people
13
Print the jury forms
14
Check the weather forecast
15
Do the shopping
3 people
16
Chill meat and dairy
2 people
17
Chill drinks
2 people
18
Check materials
2 people
19
Inspect venue
2 people
20
Set up tables and chairs
4 people
21
Set up party tents
4 people
22
Set up competition stations
4 people
23
Set up barbecue equipment
3 people
24
Check fire safety
2 people
25
Set up the buffet and drinks station
3 people
26
Set up the jury table
2 people
27
Set up registration desk
2 people
28
Divide ingredients among teams
4 people
29
Hang up decorations
2 people
30
Test sound and lighting
2 people

Event

31
Welcome teams and jury
3 people
32
Register participants
2 people
33
Explain the competition rules
34
Give the start signal
35
Stock the cooking stations
3 people
36
Refill drinks
2 people
37
Serve snacks
3 people
38
Check temperatures
2 people
39
Serve jury portions
3 people
40
Restock the buffet
2 people
41
Collect jury forms
42
Add up the scores
2 people
43
Announce the winners
44
Handle the final round of drinks
2 people
45
Collect waste along the way
2 people

Aftercare

46
Let barbecues cool down safely
3 people
47
Collect tableware and materials
4 people
48
Store leftovers refrigerated
2 people
49
Clear tables and chairs
4 people
50
Clean the venue
4 people
51
Wash dishes
3 people
52
Take out the trash
2 people
53
Clean equipment
3 people
54
Return materials
2 people
55
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Beer tablesqty 6
Chairsqty 50
High tablesqty 4
Waste binsqty 6

Tableware

Reusable platesqty 60
Reusable bowlsqty 50
Reusable glassesqty 80
Cutlery setsqty 60
Serving plattersqty 12

Equipment

Barbecuesqty 8
Gas barbecue
Cooking thermometersqty 8
Coolersqty 6
Extension cordsqty 4
Power stripsqty 3
Bluetooth speaker
Fire extinguishersqty 2
Fire blanketsqty 2
Water barrelsqty 2

Kitchen

Cutting boardsqty 12
Chef's knivesqty 8
Barbecue tongsqty 8
Spatulasqty 8
Mixing bowlsqty 10
Measuring cupsqty 4
Aluminum traysqty 40
Ice cube traysqty 4

Decorations

Buntingqty 6
Contest banner
Tableclothsqty 12
Name badgesqty 60

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Washing-up tubsqty 3
Cleaning bucketsqty 3
Cleaning brushesqty 4

Catering

Groceries

Tips

Set the format and rules before opening registrations. Decide how many teams can enter, which categories they cook, when judging happens, and how scores are recorded; otherwise judges and teams may follow different expectations.
Run a full test cook before the contest. Check cooking times, portion sizes, serving platters, thermometers, and the menu so you can adjust the schedule before teams arrive.
Plan the site around three separate areas: competition stations, judging and serving, and guest seating. Leave clear paths between barbecues, tables, coolers, and the buffet so hot equipment and raw food do not create bottlenecks.
Check equipment and power the day before, not during setup. Test barbecues, gas connections, extension cables, power strips, speaker equipment, coolers, and thermometers, and keep a backup plan for anything that fails.
Treat weather and food safety as deadline-driven tasks. Check the forecast 48 hours before the event, keep meat and dairy chilled until needed, and put tents, waste bins, hand-cleaning supplies, and fire-safety equipment in place before cooking begins.

Frequently asked questions

How far in advance should I plan a barbecue contest?: Start planning at least 6 to 8 weeks ahead. Use the first two weeks to confirm the format, date, location, rules, judges, and suppliers, then leave the final 7 days for food orders, equipment checks, and weather decisions.
How many judges do I need for a barbecue contest?: Use at least 3 judges for a small contest so each entry receives more than one independent score. Assign them before invitations go out and print one judging form per entry, plus a few spare forms.
When should I buy meat and dairy for a barbecue contest?: Buy or collect perishable food as close to the event as your supplier allows, usually 1 day beforehand. Keep it refrigerated or in properly iced coolers until it reaches the cooking station, and avoid leaving it at room temperature for more than 2 hours.
When should I set up the barbecue contest site?: Complete the main setup 2 to 3 hours before teams arrive. Put tables, chairs, tents, cooking stations, barbecues, buffet areas, drinks, waste bins, signs, and judging materials in place, then reserve the final 30 minutes for a safety and equipment check.

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.