How to organize a barbecue evening without last-minute problems

A barbecue evening runs smoothly when you work backwards from serving time. First confirm who is coming and collect dietary requirements, then arrange the BBQs, shelter and tableware before buying food. In the final 24 hours, refrigerate groceries, portion meat and vegetables, prepare salads and chill drinks. On the day itself, set up the eating area before lighting the BBQs, so cooking is the final preparation rather than the first thing you start.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Confirm the final guest count at least 3 days beforehand. Use it to calculate vegetarian portions separately; otherwise meat-free guests are often left with side dishes only.
Check the weather forecast 48 hours before the evening and again on the morning itself. A party tent, lighting and dry storage for food should be arranged before guests arrive, not after the first shower.
Finish shopping no later than the day before and refrigerate perishable groceries immediately. Portion meat and vegetables in advance, while keeping raw meat separate from salads, bread and serving food.
Set out tables, chairs, tableware, sauces and bread before cooking begins. Keep separate BBQ tongs and serving utensils available so cooked food is not handled with tools used for raw meat.
Allow at least 45 minutes to set up the grounds, tables, tent, lighting, waste bins and BBQs. Place BBQs on a stable, safe surface away from the tent and seating, and do not leave lit charcoal unattended.

Frequently asked questions

How far in advance should I plan a barbecue evening?: Send invitations 2 to 3 weeks ahead and close registrations at least 3 days before the event. That gives you time to confirm numbers, dietary requirements, BBQs, shelter and food quantities.
When should I buy food for a barbecue evening?: Buy fresh meat, vegetables, salads and dairy products the day before, then store them refrigerated straight away. Shop for drinks and non-perishables up to 3 days earlier if you have enough cool, dry storage.
How long does it take to set up a barbecue evening?: Allow 45 to 60 minutes for tables, chairs, the party tent, lighting, decorations, tableware and waste stations. Start the BBQs only after the eating and serving areas are ready.
How much food should I prepare for a barbecue evening?: Use the confirmed guest count as your baseline and calculate vegetarian portions separately. For drinks, plan on 2 to 3 per person during the first hour, then about 1 per person per hour, with extra water available.