How to organize a barbecue evening

Start your barbecue evening by fixing the guest list, collecting dietary requirements and deciding how much food each person needs. Then work backwards from serving time: shop for shelf-stable items first, buy fresh groceries later, and prepare salads, vegetables and dessert before guests arrive. Check the forecast early enough to arrange a party tent or rain alternative. On the day, focus on safe barbecue placement, cold drinks, separate meat and vegetarian food, and a layout that keeps serving and seating moving smoothly.

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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
Register sign-ups
3
Collect dietary requirements
4
Confirm number of guests
5
Determine the menu and portions
2 people
6
Check the weather forecast
7
Determine a rain alternative
2 people
8
Check the shopping list
9
Do non-perishable shopping
2 people
10
Buy fresh groceries
2 people
11
Chill drinks
2 people
12
Store meat and vegetarian separately
2 people
13
Wash vegetables
2 people
14
Cut vegetables
2 people
15
Prepare salads
2 people
16
Set out sauces
17
Portion the dessert
2 people
18
Mow and sweep the venue
2 people
19
Check power outlets
20
Fill coolers
2 people
21
Set up tables
3 people
22
Set out chairs
3 people
23
Place barbecue safely
2 people
24
Set up party tent
4 people
25
Hang lighting
2 people
26
Hang decorations
2 people
27
Set out tableware and cutlery
2 people
28
Set up the buffet and drinks station
2 people

Event

29
Welcome guests
2 people
30
Check dietary requirements on arrival
31
Light the barbecue
2 people
32
Serve vegetables and salads
2 people
33
Grill meat and vegetarian options
3 people
34
Serve barbecue dishes
2 people
35
Refill drinks
2 people
36
Keep the buffet clean and replenished
2 people
37
Collect used dishes
2 people
38
Serve dessert
2 people

Aftercare

39
Safely extinguish barbecue
2 people
40
Sort and remove waste
3 people
41
Clear tables and chairs
3 people
42
Wash dishes
3 people
43
Clean the kitchen and buffet
2 people
44
Sweep and inspect the venue
2 people
45
Empty and clean coolers
2 people
46
Store leftover food safely
2 people
47
Check and dry materials
2 people
48
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Waste binsqty 4

Tableware

Platesqty 50
Dessert platesqty 50
Glassesqty 60
Coffee cupsqty 45
Forksqty 50
Knivesqty 50
Spoonsqty 50
Serving spoonsqty 12

Equipment

Barbecuesqty 2
Gas cylindersqty 2
Coolersqty 4
Extension cordsqty 3
Power stripsqty 3
Kitchen scale
Meat thermometersqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 12
Serving tongsqty 8
Aluminum traysqty 8
Barbecue tongsqty 4
Oven mittsqty 4

Decorations

Tableclothsqty 6
Napkin holdersqty 6
Buntingqty 4
Flower arrangementsqty 6

Lighting

String lightsqty 4
Lanternsqty 6

Cleaning

Washing-up tubsqty 3
Broom and dustpanqty 2
Bucketsqty 3
Reusable clothsqty 12
Ice packsqty 16

Catering

Groceries

Tips

Confirm the guest count at least 3 days beforehand. Use it to calculate portions, tableware, chairs and drinks rather than shopping from a rough estimate.
Buy non-perishable items 5–7 days ahead and fresh groceries 1–2 days before the barbecue. Chill drinks for at least 6 hours so coolers are not overloaded at the last minute.
Check the weather forecast 48 hours before the event and decide on the rain alternative then. A party tent, covered serving area or indoor fallback needs more space than the barbecue itself.
Set up tables, chairs, waste bins and lighting at least 2 hours before guests arrive. Keep the barbecue away from seating, the party tent and anything combustible, and check outlets before connecting extension cords.
Prepare vegetarian food on separate cutting boards and store it separately from meat. Keep chilled food in coolers until needed, and use a meat thermometer instead of judging doneness by colour.

Frequently asked questions

How much food do I need for a barbecue for 10 people?: Plan roughly 250–350 g of uncooked meat or vegetarian alternatives per adult, depending on side dishes. Add salads, bread or other sides, and increase the amount if the barbecue is the main meal rather than a light evening meal.
How far in advance should I prepare for a barbecue evening?: Send invitations about 2 weeks ahead and confirm the final guest count 3 days before. Shop for fresh food 1–2 days before, then prepare vegetables, salads and dessert on the day so they remain fresh.
How many drinks should I buy for a barbecue?: Allow 2–3 drinks per person for the first hour, then about 1 drink per person per hour after that. Add water and non-alcoholic options, and chill the drinks at least 6 hours before serving.
What should I do if it rains during a barbecue?: Choose your rain alternative at least 48 hours before the event rather than waiting for the day itself. A party tent can protect guests and serving tables, but keep the barbecue outside with safe clearance and never use it indoors.

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