How to organize a grill competition

A grill competition needs more than grills and good recipes. Start by securing a suitable venue, setting rules and confirming who is competing and judging. Then work backwards from the competition start: order prizes, check power and weather, prepare food safely, and build the cooking stations before guests arrive. The common failures are unclear judging, missing dietary information, warm meat, overloaded power supplies and too little shelter or seating.

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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
Reserve competition venue
2
Draw up the competition rules
2 people
3
Send invitations
4
Process registrations
5
Keep track of the participant list
6
Collect dietary requirements
7
Confirm judges
8
Inform participants
9
Order prizes and trophies
10
Check power supply
2 people
11
Check the weather forecast
12
Do the shopping
2 people
13
Store meat refrigerated
2 people
14
Wash and cut vegetables
3 people
15
Prepare sauces and marinades
2 people
16
Set out race numbers
17
Prepare prizes and certificates
18
Fill coolers
2 people
19
Inspect the grounds
2 people
20
Build party tents
4 people
21
Set up tables and chairs
3 people
22
Set up grill stations
4 people
23
Set up fire safety measures
2 people
24
Connect power and lighting
2 people
25
Set up competition table
2 people
26
Set up the buffet and drinks station
3 people
27
Divide ingredients among teams
4 people
28
Set up the jury room
2 people

Event

29
Register participants
2 people
30
Give the competition briefing
2 people
31
Light the grills
4 people
32
Run the competition round
3 people
33
Refill drinks
2 people
34
Serve salads and side dishes
3 people
35
Serve jury portions
3 people
36
Collect judging forms
2 people
37
Announce the winners
2 people
38
Collect waste along the way
2 people

Aftercare

39
Let grills cool safely
3 people
40
Wash dishes and kitchen utensils
3 people
41
Pack food chilled
2 people
42
Clear tables and chairs
4 people
43
Take down party tents
4 people
44
Clean the grounds
4 people
45
Check equipment and materials
2 people
46
Return borrowed items
2 people
47
Process leftover food
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 60
Beer tablesqty 6
Tableclothsqty 12
Parasolsqty 3

Equipment

Barbecue grillsqty 8
Grill racksqty 10
Coolersqty 6
Extension cordsqty 4
Power stripsqty 4
Coffee machinesqty 2
Speaker

Kitchen

Cutting boardsqty 12
Chef's knivesqty 8
Mixing bowlsqty 8
Serving spoonsqty 10
Pliersqty 12
Brushesqty 8
Measuring cupsqty 4
Aluminum traysqty 30
Aluminum foilqty 4

Tableware

Platesqty 150
Bowlsqty 80
Glassesqty 180
Coffee cupsqty 60
Cutlery setsqty 150
Serving plattersqty 20

Decorations

Race numbersqty 8
Buntingqty 8
Prize trophiesqty 3
Jury formsqty 40

Lighting

String lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 8
Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Hand broomsqty 4
Dustpan and brushqty 3

Catering

Groceries

Tips

Set the rules before sending invitations. Include registration deadlines, judging categories, cooking times, permitted equipment and how ties are decided, so participants can prepare to the same standard.
Close registrations before buying food and prizes. Use the final participant list to confirm dietary requirements, assign race numbers and estimate seating, plates, glasses and cooler space.
Check utilities and fire safety at least one week ahead. Test the power supply, extension cords and lighting at the venue, and keep grills positioned with clear space around them rather than improvising on the day.
Work backwards from the first cooking slot. Refrigerate the meat immediately after shopping, prepare vegetables, sauces and marinades in advance, and fill the coolers shortly before participants arrive.
Allow a real setup window of at least two hours. Tents, tables, chairs, grill stations, the competition table, signage and prizes take longer to arrange than expected, especially if the ground is uneven or the weather changes.

Frequently asked questions

How far in advance should I organize a grill competition?: Book the venue and confirm the basic format at least 6 to 8 weeks ahead. Set a registration deadline 1 to 2 weeks before the event so you have time to finalize food, seating, race numbers and prizes.
How many judges do I need for a grill competition?: Use at least 3 judges for a small competition, so one individual opinion does not decide the result. Confirm them no later than 2 weeks before the event and give them the scoring rules in advance.
How long does it take to set up a grill competition?: Plan for at least 2 hours with a small crew, and longer if you are building party tents or connecting power and lighting. Finish the grill stations and safety measures before participants begin unloading food.
How do I keep meat safe at a grill competition?: Keep raw meat refrigerated until it is needed and use coolers with enough ice for the full cooking period. Separate raw and ready-to-eat preparation with different cutting boards and utensils, and do not leave perishable food at room temperature for more than 2 hours.

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.