How to organize a barbecue contest

A barbecue contest needs more planning than a regular cookout: teams need clear rules, judges need forms, and meat must stay safely chilled until it is cooked. Start by securing the venue and confirming participants, then arrange equipment, power, cooling and the judging schedule. On the day, build in time for safe barbecue setup, workstation preparation and registration. The plan below keeps the competition moving while leaving enough capacity for serving drinks and food.

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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
Reserve competition venue
2
Invite participants
2 people
3
Process registrations
4
Collect dietary requirements
5
Send competition rules
6
Confirm judges
7
Order prizes
8
Check power supply
2 people
9
Reserve barbecues
10
Check cooling capacity
2 people
11
Create the match schedule
12
Print Jury Forms
13
Print participant list
14
Do the shopping
3 people
15
Store meat refrigerated
2 people
16
Prepare vegetables
3 people
17
Set out sauces
2 people
18
Collect materials
3 people
19
Clean the venue
2 people
20
Set up tables and chairs
4 people
21
Set up party tents
4 people
22
Set up barbecues safely
3 people
23
Set up workstations
3 people
24
Fill coolers
2 people
25
Chill drinks
2 people
26
Set up buffet
3 people
27
Set up the jury table
2 people

Event

28
Receive participants
3 people
29
Brief participants
2 people
30
Start the match round
2 people
31
Check fuel and safety
2 people
32
Restock the buffet
3 people
33
Refill drinks
2 people
34
Serve the judges' tastings
3 people
35
Collect audience votes
2 people
36
Check scores
2 people
37
Announce the winners
2 people
38
Store leftovers refrigerated
2 people

Aftercare

39
Let barbecues cool down
2 people
40
Collect waste
4 people
41
Wash dishes
3 people
42
Clear tables and chairs
4 people
43
Clean the venue
3 people
44
Check materials
2 people
45
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 6
Folding chairsqty 50
Buffet tablesqty 3
Judges' table
Work tablesqty 8

Equipment

Barbecuesqty 8
Gas cylindersqty 4
Extension cordsqty 3
Power stripsqty 4
Coolersqty 6
Core thermometersqty 6
Kitchen scalesqty 4

Kitchen

Cutting boardsqty 12
Chef's knives and meat knivesqty 12
Mixing bowlsqty 10
Pliersqty 12
Spatulasqty 10
Brushesqty 8
Aluminum traysqty 30
Heat-resistant glovesqty 8
Measuring cupsqty 6

Tableware

Platesqty 80
Cutlery setsqty 80
Drinking glassesqty 100
Coffee cupsqty 40
Serving plattersqty 20
Pouring jugsqty 8

Decorations

Competition bannersqty 3
Tableclothsqty 12
Participant signsqty 12
Trophiesqty 3
Name badgesqty 80

Lighting

String lightsqty 6
Outdoor lightsqty 4

Cleaning

Waste binsqty 6
Waste sorting binsqty 4
Cleaning spongesqty 12
Dish brushesqty 6
Bucketsqty 6
Broom setsqty 3
Asbestos-resistant binsqty 3

Catering

Groceries

Tips

Send the rules and judging criteria at least 7 days before the contest. Include registration details, dietary requirements and the time teams must be ready to cook.
Confirm the number of teams before ordering meat, prizes and tableware. Plan one separate work table per team where possible, plus a clearly marked judges’ table.
Check power and gas requirements at least 3 days beforehand. Test extension cords, power strips and barbecue positions before guests arrive, and keep cooking equipment away from tents and walkways.
Keep raw meat refrigerated until it is needed and use core thermometers during cooking. Prepare vegetables and sauces separately to reduce cross-contamination at the workstations.
Set up tents, tables, coolers and barbecues before registration opens. Chill drinks in advance and print the participant list, match schedule and jury forms so judging does not stop for last-minute preparation.

Frequently asked questions

How far in advance should I organize a barbecue contest?: Start at least 4 weeks ahead if teams, judges, equipment and prizes are involved. Send the rules and registration information 7 days before the event, then confirm the final team list 3 days before.
How much meat do I need for a barbecue contest?: Use the confirmed number of teams and the portions defined in your competition rules rather than estimating for a normal cookout. Finalize the order at least 3 days before the contest so refrigerated storage and cooling capacity can be checked.
When should I set up the barbecues and workstations?: Complete the main setup 2 to 3 hours before participants arrive. Check safe barbecue placement, gas or power connections, work surfaces, utensils, gloves and thermometers before registration begins.
How do I keep barbecue contest food cold?: Move raw meat into refrigerated storage or filled coolers as soon as it arrives, and keep it there until each team is ready to cook. Check cooling capacity the day before and chill drinks separately so they do not displace competition food.

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.