How to organize a barbecue fair without last-minute chaos

A barbecue fair needs more planning than buying meat and lighting the grills. Start by fixing the date, location and guest list, then use registrations to plan dietary needs, seating, grills and chilled storage. Do the food preparation close to the event, while tents, tables, lighting and buffet areas can be organized earlier. The busiest period is the final two hours before guests arrive, so move equipment and check the weather before that window.

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
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Finalize visitor list
6
Reserve barbecues
7
Arrange extra cooling
8
Check the shopping list
9
Do the shopping
2 people
10
Store fresh products chilled
2 people
11
Marinate meat and vegetables
2 people
12
Package vegetarian products separately
13
Set out tableware and cutlery
2 people
14
Check the weather forecast
15
Bring materials to the venue
3 people
16
Build party tents
4 people
17
Set up tables and chairs
3 people
18
Place barbecues safely
2 people
19
Hang lighting
2 people
20
Hang decorations
2 people
21
Set up buffet tables
3 people
22
Chill drinks
2 people
23
Prepare vegetables and salads
3 people
24
Set out sauces and bread
2 people
25
Light the barbecues
2 people
26
Check hygiene points

Event

27
Staff the reception desk
2 people
28
Welcome visitors
2 people
29
Prepare first grilling round
3 people
30
Serve dishes
3 people
31
Refill drinks
2 people
32
Keep the buffet and tables tidy
2 people
33
Prepare the second grilling round
3 people
34
Empty trash bins
2 people
35
Serve coffee and tea
2 people
36
See off the last visitors
2 people

Aftercare

37
Safely extinguish barbecues
2 people
38
Clear away food and drinks
3 people
39
Wash dishes
3 people
40
Clear tables and chairs
3 people
41
Take down party tents
4 people
42
Clean the venue
3 people
43
Dispose of waste separately
2 people
44
Inventory 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
Foldable tablesqty 10
Beer tablesqty 4
Chairsqty 60
Buffet tablesqty 4
Waste binsqty 6

Tableware

Reusable platesqty 70
Reusable bowlsqty 50
Reusable cupsqty 120
Cutlery setsqty 70
Serving utensilsqty 12

Equipment

Barbecuesqty 3
Coolersqty 4
Ice containersqty 3
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 3

Kitchen

Cutting boardsqty 6
Chef and serving knivesqty 8
Mixing bowlsqty 6
Aluminum grill traysqty 12
Kitchen tongsqty 6

Decorations

Buntingqty 6
Tableclothsqty 10
Menusqty 6

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Washing-up tubsqty 3
Cleaning bucketsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Close registrations before you finalize the shopping list. Use the final visitor count to estimate portions, vegetarian options, tableware and seating instead of shopping for an open-ended number of guests.
Keep fresh products chilled from the shop onward. Marinate meat and vegetables as late as practical, and package vegetarian products separately so they do not share containers or utensils with raw meat.
Plan at least two cooling points for a larger barbecue fair: one for drinks and one for food. Drinks are opened repeatedly, so separating them keeps food colder and reduces handling around the buffet.
Finish the venue setup before lighting the barbecues. Place tables and chairs, build the party tents, arrange the buffet and connect lighting first; allow at least 30 minutes for problems with cables, weather or missing equipment.
Put waste bins, washing-up tubs and cleaning tools out before the first plate is served. Assign a person to check the buffet and empty bins every 60 to 90 minutes, rather than leaving cleanup until the end.

Frequently asked questions

How much food do I need for a barbecue fair?: Plan the quantities from the confirmed visitor list, not from the number of invitations. As a starting point, allow about 250 to 350 grams of meat or vegetarian barbecue food per adult, plus bread, salads and sauces; add 10% only if the guest count is uncertain.
When should I buy and prepare barbecue food?: Buy fresh meat, vegetables and salads no more than one day before the event, then store them chilled immediately. Marinate the food on the day before or the morning of the barbecue, and keep vegetarian products separately until they are cooked.
How many barbecues do I need for a barbecue fair?: Allow roughly one full-size barbecue for every 10 to 12 guests if food should come off the grill steadily. For 40 guests, that means about four barbecues; add capacity if guests arrive at different times or if vegetarian food needs a separate cooking surface.
When should I set up a barbecue fair?: Bring materials to the venue and complete tents, tables, seating, buffet tables and lighting at least two hours before guests arrive. Light the barbecues about 30 to 45 minutes before serving, depending on the fuel and weather.

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.