How to organize a barbecue course that runs smoothly

A barbecue course needs more planning than a regular cookout because participants must learn, prepare and cook at the same time. Start by confirming the date and location, then build the participant list before finalizing recipes, portions and workstations. Plan the safety briefing and food preparation alongside the cooking schedule, not as last-minute additions. On the day, allow time to check deliveries, chill ingredients and drinks, set up the BBQs safely and welcome participants before the first instruction begins.

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
Confirm date and location
2
Reserve BBQs and supplies
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Finalize the participant list
7
Create lesson plan and recipes
2 people
8
Set up workstations
2 people
9
Check deliveries
10
Do the shopping
2 people
11
Cool Meat and Vegetables
2 people
12
Prepare sauces and marinades
2 people
13
Wash and cut vegetables
3 people
14
Prepare salads
2 people
15
Portion and label meat
2 people
16
Set up tables and chairs
3 people
17
Set up workstations
3 people
18
Set up BBQs safely
2 people
19
Connect charcoal and gas
2 people
20
Set out tableware and cutlery
2 people
21
Chill drinks
2 people
22
Conduct a safety check
2 people

Event

23
Receive participants
2 people
24
Serve coffee and the welcome drink
2 people
25
Give safety instructions
2 people
26
Demonstrate BBQ techniques
2 people
27
Guide participants during preparation
4 people
28
Light the BBQs
2 people
29
Guide grilling results
4 people
30
Serve dishes
3 people
31
Refill drinks
2 people
32
Serve dessert and coffee
2 people
33
See participants off
2 people

Aftercare

34
Safely chill food leftovers
2 people
35
Let the BBQs cool down
2 people
36
Sort and dispose of waste
3 people
37
Wash dishes and cutlery
3 people
38
Clean the venue
3 people
39
Store materials dry and complete
2 people
40
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 30
High tablesqty 3

Tableware

Reusable platesqty 35
Reusable bowlsqty 35
Reusable cupsqty 45
Cutlery setsqty 35
Serving plattersqty 12
Pouring jugsqty 6

Equipment

Gas barbecueqty 2
Charcoal barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Coffee maker
Kettleqty 2
Extension cordsqty 3
Batteriesqty 12

Kitchen

Barbecue tongsqty 8
Spatulasqty 6
Meat thermometersqty 6
Chef's and carving knivesqty 8
Cutting boardsqty 8
Mixing bowlsqty 8
Aluminum grill traysqty 12
Kitchen apronsqty 12
Heat-resistant glovesqty 6
Measuring cupsqty 4
Serving tongsqty 6

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4
Handwashing station
Bucketsqty 3
Broomsqty 2
Floor squeegeesqty 2
Spongesqty 6
Tea towelsqty 12
Fire extinguisherqty 2
Fire blanketqty 2

Catering

Groceries

Tips

Finalize registrations before buying food. Use the confirmed participant count to calculate meat, vegetables, sauces and tableware, then record dietary requirements next to each name so they are not missed during portioning.
Write the lesson plan in the order people will work: preparation, seasoning, cooking and serving. Prepare sauces, marinades, salads and cut vegetables in advance so the course time is used for techniques rather than basic chopping.
Create one workstation per small group and place cutting boards, knives, mixing bowls, tongs and thermometers where they will be used. Keep raw meat tools separate from serving utensils to reduce cross-contamination.
Set up gas and charcoal BBQs in a safe, well-ventilated position before participants arrive. Check gas cylinders, connections, extension cords and heat-resistant gloves during the safety check, rather than when the first grill is already hot.
Build in a welcome period before cooking starts. Chill drinks, prepare coffee and the welcome drink, label meat portions and have the safety instructions ready so late arrivals do not interrupt the opening explanation.

Frequently asked questions

How far in advance should I plan a barbecue course?: Confirm the date, location and BBQ equipment at least 4 weeks before the course. Send invitations early enough to process registrations and collect dietary requirements before you finalize the shopping list and recipes.
How many participants should work at one barbecue station?: Plan for about 4 to 6 participants per workstation, depending on the size of the BBQ and the number of instructors. This gives people room to handle food safely without waiting too long for cooking time.
When should meat and vegetables be prepared for a barbecue course?: Wash and cut vegetables, prepare salads and portion ingredients on the day of the course. Cool meat and vegetables promptly, keep them chilled until needed, and label portions before participants begin cooking.
How long should a barbecue course safety briefing take?: Allow 10 to 15 minutes for the safety briefing before cooking begins. Cover hot surfaces, gas and charcoal use, knife handling, food hygiene, heat-resistant gloves and what to do if a BBQ needs attention.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!