How to organize a chicken barbecue from start to finish

A chicken barbecue runs smoothly when you settle the guest count, portions and equipment before buying food. Start with invitations and dietary requirements, then reserve the BBQs and party tents while availability is still good. In the final days, prepare the chicken and salads in a safe order, refrigerate the meat, and use the weather forecast to adjust the setup. On the day, set up seating and buffet tables first, chill the drinks, position the BBQs safely, and allow enough time for charcoal to heat before guests arrive.

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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
Determine the menu and portions
2 people
5
Reserve BBQs
6
Reserve party tents
7
Check the weather forecast
8
Create final guest list
9
Check the shopping list
2 people
10
Do the shopping
3 people
11
Store meat refrigerated
2 people
12
Marinate chicken
3 people
13
Wash and cut vegetables
3 people
14
Prepare salads
3 people
15
Make sauces and dressings
2 people
16
Set out tableware and supplies
2 people
17
Build party tents
4 people
18
Set up tables and chairs
4 people
19
Set up the buffet and drink tables
3 people
20
Hang up decorations
2 people
21
Chill drinks
2 people
22
Position BBQs safely
3 people
23
Light the charcoal
2 people
24
Set out cold dishes
3 people

Event

25
Welcome guests
3 people
26
Serve drinks
2 people
27
Place chicken on the BBQ
3 people
28
Serve chicken and side dishes
4 people
29
Check that the chicken is cooked through
2 people
30
Refill drinks
2 people
31
Restock the buffet
2 people
32
Collect trash and empty bottles
2 people
33
Serve coffee and tea
2 people
34
See off guests
2 people

Aftercare

35
Let the BBQs cool down
2 people
36
Store leftovers safely
2 people
37
Clear tables and chairs
4 people
38
Take down party tents
4 people
39
Wash dishes
3 people
40
Clean the kitchen
2 people
41
Clean the grounds
3 people
42
Take out the trash
2 people
43
Clean BBQs
2 people
44
Return materials
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

Tableware

Platesqty 50
Bowlsqty 50
Glassesqty 60
Coffee cupsqty 45
Forksqty 50
Knivesqty 50
Spoonsqty 50
Serving spoonsqty 12
Serving bowlsqty 10

Equipment

Barbecue grillsqty 3
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Meat thermometersqty 3
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Serving traysqty 8
Aluminum grill traysqty 6

Lighting

String lightsqty 4
LED lanternsqty 6

Decorations

Tableclothsqty 8
Buntingqty 4

Cleaning

Waste binsqty 4
Bucketsqty 3
Dustpan and brushqty 2
Fire extinguisher
Fire blanket

Catering

Groceries

Tips

Close registrations before you calculate portions. Use the final guest list to check chicken, salads, sauces, plates, glasses and seating instead of shopping from an early estimate.
Marinate the chicken only after your shopping is complete, and keep it refrigerated until it goes on the BBQ. Prepare raw chicken on separate cutting boards and use a meat thermometer to check that it is fully cooked.
Check the weather forecast a few days ahead, not just on the morning itself. Party tents, tables and chairs need time to be reserved, built and weighted or secured properly.
Set up the buffet and drink tables before lighting the charcoal. Keep cold dishes and drinks away from the hot grills, and place serving bowls, spoons and plates where guests can reach them without crossing the cooking area.
Allow at least 30–45 minutes for charcoal to light and become ready for cooking. Position the BBQs away from tents, decorations and walkways, and check extension cords and power strips before using coffee machines or kettles.

Frequently asked questions

How much chicken do I need per person for a barbecue?: Plan roughly 250–350 g of boneless chicken per adult, or about 1–2 pieces when using bone-in chicken, depending on the other food. Add a little extra for a group with large appetites, but calculate only after registrations close.
When should I marinate chicken for a barbecue?: Marinate the chicken 4–24 hours before cooking, depending on the recipe. Keep it covered in the refrigerator throughout, and do not leave raw chicken at room temperature for more than 2 hours.
How early should I set up a chicken barbecue?: Start the physical setup at least 2–3 hours before guests arrive. Build the tents, arrange tables and chairs, prepare the buffet, chill the drinks and position the BBQs before you light the charcoal.
How do I know when chicken is cooked on the BBQ?: Check the thickest part with a meat thermometer; chicken should reach 74°C internally. Test several pieces, especially the largest ones, and serve only after the temperature has been reached.

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