Kids barbecue checklist: what to arrange and when

A kids barbecue needs more planning than food and a grill. You need time to collect registrations, check allergies and dietary requirements, keep meat chilled, and prepare vegetables and sauces before guests arrive. Outdoor setup also takes longer than expected: inspect the grounds, place tables and chairs, check the barbecue and gas, and prepare shelter if the forecast changes. Use this checklist to work through the event in a sensible order, from invitations to the final setup.

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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

Compile the guest list
Send invitations
Process registrations
Collect dietary requirements
Check allergies
Reserve barbecue
Check the weather forecast
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Keep meat refrigerated
Wash vegetables
2 people
Cut vegetables
2 people
Portion sauces
Prepare scavenger hunt
2 people
Compile music list
Collect materials
2 people
Inspect the grounds
2 people
Set up party tent
4 people
Set up tables
3 people
Set out chairs
3 people
Set up the barbecue and gas
2 people
Set up the buffet table
2 people
Set out tableware and cutlery
2 people
Hang decorations
2 people
Lay out game materials
2 people
Connect the music
Clear the safety zone
2 people
Set up the welcome table

Event

Welcome guests
2 people
Welcome children
2 people
Supervise free play
3 people
Light the barbecue
2 people
Serve salads and bread
2 people
Prepare barbecue dishes
3 people
Serving food
3 people
Refill drinks
2 people
Guide the scavenger hunt
3 people
Serve dessert
2 people
Supervise free activities
3 people
Serve evening snacks
2 people
See off guests
2 people

Aftercare

Cool leftovers safely
2 people
Collect waste
3 people
Extinguish barbecue
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Remove decorations
2 people
Clean the grounds
3 people
Store materials dry
2 people
Return barbecue
2 people
Empty coolers
Process leftover food

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 40
Picnic benchesqty 4
Buffet tablesqty 2

Tableware

Platesqty 50
Bowlsqty 40
Drinking glassesqty 60
Coffee cupsqty 20
Forksqty 50
Knivesqty 50
Serving spoonsqty 8

Equipment

Barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Extension cordsqty 2
Bluetooth speaker
Rechargeable lampsqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Barbecue tongsqty 4
Barbecue spatulasqty 2
Mixing bowlsqty 4
Serving plattersqty 8
Measuring cupsqty 2
Aluminum grill traysqty 6

Decorations

Tableclothsqty 8
Balloonsqty 40
Buntingqty 4
Name badgesqty 40

Sports equipment

Footballsqty 2
Frisbeesqty 3
Sidewalk chalkqty 4
Scavenger hunt arrowsqty 20

Cleaning

Waste binsqty 4
Bucketsqty 3
Spongesqty 6
Rubber glovesqty 4

Lighting

String lightsqty 3
Flashlightsqty 4

Catering

Groceries

Tips

Send invitations early enough to process registrations and collect dietary requirements before shopping. Check every allergy separately rather than relying on a general question about food preferences.
Do the main shopping before the day of the barbecue. Chill drinks in advance, keep meat refrigerated, and wash, cut and portion vegetables and sauces before setup begins.
Check the weather forecast at least 48 hours before the event and again on the morning itself. A party tent, tables and seating need to fit the available space, so inspect the grounds before you start placing them.
Set up the barbecue and gas before arranging the buffet table. Keep barbecue tongs, spatulas, cutting boards and serving platters separate from the tableware used for ready-to-eat food.
Plan a change of pace for children after eating. Prepare the scavenger hunt materials and music list before guests arrive, and put up name badges so children can identify one another quickly.

Frequently asked questions

How far in advance should I plan a kids barbecue?: Start the guest list and invitations at least 2 to 3 weeks before the barbecue. This gives you time to process registrations, check allergies and order or reserve the barbecue and party tent if needed.
How much food should I buy for a kids barbecue?: Plan portions by age and appetite, then add about 10% extra for unexpected guests or second servings. Finalise the amount only after registrations and dietary requirements are collected, so you do not buy the wrong ingredients.
When should I set up the barbecue for children?: Begin outdoor setup about 2 hours before guests arrive. Put out the party tent, tables and chairs first, then check the barbecue and gas, arrange the buffet table, and finish with decorations and tableware.
How do I keep barbecue food safe at a kids party?: Keep raw meat refrigerated until it is needed and use separate utensils and serving platters for raw and cooked food. Prepare vegetables and sauces earlier, but do not leave perishable food unrefrigerated for more than 2 hours.

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