How to organize a barbecue workshop

A barbecue workshop needs more planning than a regular cookout because people are learning, cooking and eating at the same time. Start by fixing the group size, instructors and venue, then build a programme around the available barbecues and workstations. Collect dietary requirements before shopping, and prepare ingredients in stages so the session can start on time. The biggest problems usually come from late equipment checks, unsafe barbecue placement and food that is not kept cold enough.

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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
Process registrations
3
Collect dietary requirements
4
Update participant list
5
Confirm instructors
6
Reserve venue
7
Reserve barbecue equipment
8
Develop the workshop program
2 people
9
Print recipes and worksheets
10
Check the shopping list
2 people
11
Do the shopping
2 people
12
Store meat refrigerated
13
Wash vegetables
2 people
14
Prepare marinades
2 people
15
Portion the meat
2 people
16
Cut vegetables
2 people
17
Prepare salads
2 people
18
Prepare dessert
19
Set up workstations
2 people
20
Check the weather forecast
21
Set up tables and chairs
3 people
22
Build party tents
4 people
23
Set up workstations
3 people
24
Place barbecues safely
3 people
25
Set out fuel and fire starters
2 people
26
Chill drinks
2 people
27
Set up the buffet and drinks table
2 people
28
Distribute ingredients per station
3 people
29
Lay out crockery and cutlery
2 people
30
Check safety equipment
31
Set up the welcome table

Event

32
Receive participants
3 people
33
Explain the workshop program
34
Explain hygiene and safety
35
Light the barbecues
3 people
36
Demonstrate techniques
2 people
37
Guide participants
3 people
38
Serve side dishes
2 people
39
Serve grilled dishes
3 people
40
Refill drinks
2 people
41
Clean work tables between uses
2 people
42
Serve dessert and coffee
2 people
43
See participants off
2 people

Aftercare

44
Safely chill food leftovers
2 people
45
Let barbecues cool down
2 people
46
Collect and sort waste
3 people
47
Wash dishes and kitchen utensils
3 people
48
Clear tables and chairs
3 people
49
Clean workstations
2 people
50
Leave venue clean
3 people
51
Return the barbecues and equipment
2 people
52
Store leftover stock

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 6
Work tablesqty 6
Chairsqty 36
Buffet tablesqty 2

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable drinking glassesqty 50
Coffee cupsqty 35
Cutlery setsqty 40
Serving spoonsqty 10
Small bowlsqty 12

Equipment

Charcoal barbecuesqty 3
Gas barbecue
Gas cylinder
Coolersqty 4
Cooking thermometersqty 4
Wireless speaker

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Tongsqty 8
Spatulasqty 6
Paintbrushesqty 6
Aluminum traysqty 12
Cast iron pansqty 4
Kitchen scalesqty 2
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2

Safety

Fire extinguishersqty 2
Heat-resistant glovesqty 6
First aid kit

Lighting

String lightsqty 4
Extension cordsqty 4

Cleaning

Waste binsqty 4
Washing-up basinsqty 3
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Set the programme before buying ingredients. Allow time for an introduction, preparation, cooking, tasting and cleanup, and assign each group to a workstation rather than making everyone gather around one barbecue.
Collect dietary requirements when registrations open, then update the participant list before shopping. This prevents vegetarian, allergy-safe or other adapted portions from being forgotten during meat portioning.
Prepare perishable food as close to the workshop as practical: keep meat refrigerated, prepare marinades and portion the meat in advance, but avoid leaving ingredients at room temperature while stations are being set up.
Place charcoal and gas barbecues on stable, non-combustible surfaces with clear space around them. Check gas cylinders, fuel, fire starters and cooking thermometers before participants arrive, not when the first group is ready to cook.
Set up separate workstations with cutting boards, knives, mixing bowls, tongs and spatulas, then label shared dishes and serving utensils. Put salads, dessert and cooked food on different tables so raw-meat tools do not move to the buffet.

Frequently asked questions

How far in advance should I plan a barbecue workshop?: Book the venue, instructors and barbecue equipment at least 4 weeks ahead. Send invitations early enough to close registrations and collect dietary requirements before you create the shopping list.
How much time do you need for a barbecue workshop?: Allow around 3 to 4 hours for a hands-on session, including an introduction, preparation, cooking, tasting and cleanup. Add at least 30 minutes if participants are beginners or several groups share one barbecue.
When should I prepare the meat for a barbecue workshop?: Prepare marinades, portion the meat and refrigerate everything on the day before or the morning of the workshop, depending on the recipe. Keep raw meat chilled until each group is ready to cook it.
How do you set up a barbecue workshop safely?: Place each barbecue before participants arrive, leave clear access around it and keep fuel and fire starters away from heat. Check the weather forecast on the day and allow roughly 30 minutes for tents, tables and workstations if outdoor conditions require shelter.

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