How to organize a staff barbecue

Start by fixing the date and location, then work backward from the time food will be served. Give staff a registration deadline so you can confirm numbers, dietary requirements and food quantities before shopping. The day before, prepare salads, vegetables, marinades and separate vegetarian products, while keeping meat refrigerated. On the day, check the grounds and forecast before setting up tents, tables, seating, buffet areas and the barbecue safely.

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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
Confirm date and location
2
Send invitations
3
Open registrations
4
Process registrations
5
Collect dietary requirements
6
Confirm deliveries
7
Compile the music playlist
8
Check the weather forecast
9
Finalize the participant list
10
Do the shopping
2 people
11
Check meat and vegetables
2 people
12
Store meat refrigerated
2 people
13
Cut vegetables
2 people
14
Prepare salads
2 people
15
Mix marinades
16
Package vegetarian products separately
17
Fill coolers
2 people
18
Inspect the grounds
2 people
19
Build party tents
4 people
20
Set up tables
3 people
21
Set up chairs
3 people
22
Place barbecue safely
2 people
23
Set out charcoal and kindling
24
Set up buffet tables
2 people
25
Set out tableware and cutlery
2 people
26
Chill drinks
2 people
27
Hang decorations
2 people
28
Set up music
29
Place waste stations
30
Light the barbecue
2 people

Event

31
Welcome guests
2 people
32
Hand out welcome drinks
2 people
33
Serve snacks
2 people
34
Refill drinks
2 people
35
Restock salads and bread
2 people
36
Grill meat and vegetables
3 people
37
Serve dishes
2 people
38
Check temperatures
39
Provide coffee and tea
40
Operate music and lighting
41
Announce the final round

Aftercare

42
Safely extinguish barbecue
2 people
43
Chill food leftovers
2 people
44
Collect waste
3 people
45
Collect tableware and materials
3 people
46
Take down tables and chairs
4 people
47
Take down party tents
4 people
48
Wash dishes
2 people
49
Clean the grounds
3 people
50
Empty and clean coolers
2 people
51
Clean equipment
2 people
52
Return materials
2 people
53
Store usable leftovers

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Buffet tablesqty 3
Waste binsqty 4

Tableware

Reusable platesqty 60
Reusable bowlsqty 50
Reusable glassesqty 80
Coffee cupsqty 30
Cutlery setsqty 60
Serving plattersqty 12
Serving spoonsqty 8
Pliersqty 6
Serving jugsqty 4

Equipment

Barbecuesqty 2
Coolersqty 4
Bluetooth speaker
Extension cordsqty 2
Power stripsqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Aluminum traysqty 12
Kitchen tongsqty 4
Meat thermometersqty 2

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 50

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Hand soap dispensersqty 3
Washing-up tubsqty 3
Spongesqty 6
Dishclothsqty 12
Hand broomsqty 2
Can openersqty 2

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the barbecue. Use the final participant list to confirm portions, dietary requirements, seating and the number of reusable plates, glasses and cutlery sets.
Finish shopping no later than the day before. Check the meat and vegetables when they arrive, refrigerate the meat immediately, and keep vegetarian products packaged separately to prevent mix-ups.
Prepare salads, cut vegetables and mix marinades on the day before where possible. Leave only final assembly and serving setup for the event day, so food preparation does not compete with welcoming staff.
Check the weather forecast twice: once 48 hours before and again on the morning itself. Build party tents before guests arrive, inspect the grounds, and keep extension cords and power strips away from wet areas and walkways.
Create a setup sequence that leaves the barbecue until its safe position is clear. Set out charcoal and kindling, place buffet tables and tableware, fill coolers, and keep meat thermometers and kitchen tongs at the cooking area.

Frequently asked questions

How far in advance should I plan a staff barbecue?: Confirm the date and location at least 3 weeks ahead, then send invitations with a registration deadline 7 days before the event. This leaves time to process registrations, collect dietary requirements and finalize the participant list.
When should I buy the food for a staff barbecue?: Do the main shopping no later than the day before. Refrigerate meat as soon as it arrives, and prepare vegetables, salads and marinades in advance so the event day is mainly for setup and cooking.
How much time is needed to set up a staff barbecue?: Allow at least 2 hours before guests arrive for a full setup. This covers checking the grounds, building party tents, arranging tables and chairs, positioning the barbecue safely, filling coolers and setting out the buffet.
When should I check the weather for a staff barbecue?: Check the forecast 48 hours before the event to adjust the setup plan, and check it again on the morning itself. Make the final decision about party tents, outdoor tables and equipment before staff begin arriving.

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