Kids Barbecue Checklist

A kids barbecue needs more planning than putting food on the grill. You need a clear order for invitations, dietary information, shopping, food preparation, equipment and children’s activities. This checklist takes you from confirming the date and location to welcoming guests and serving drinks. It also covers the details that are easy to miss, such as safe barbecue placement, chilled food, weather cover, working batteries and enough child-sized tableware.

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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

Confirm date and location
Send invitations
Process registrations
Collect dietary requirements
Check the weather forecast
Check the shopping list
2 people
Do the shopping
2 people
Chill meat and vegetables
2 people
Wash and cut vegetables
2 people
Prepare salads
2 people
Check barbecues
Test music and batteries
Fill coolers
2 people
Inspect the grounds
2 people
Set up party tents
4 people
Set up tables and chairs
3 people
Place barbecues safely
2 people
Hang up decorations
2 people
Set out tableware and cutlery
2 people
Chill drinks
2 people
Set up buffet tables
2 people
Light the barbecues
2 people

Event

Welcome guests
3 people
Guide children to activities
3 people
Serve Welcome Drinks
2 people
Arrange snacks
2 people
Grill meat and vegetables
3 people
Serve barbecue dishes
3 people
Refill drinks
2 people
Restock salads and bread
2 people
Hand out children's ice creams
2 people
Turn on lighting
Sort waste along the way
2 people
Chill leftovers safely
2 people
See off guests
2 people

Aftercare

Let barbecues cool down
2 people
Clear tables and chairs
3 people
Take down party tents
4 people
Wash dishes and cutlery
2 people
Clean the grounds
3 people
Take out the trash
2 people
Empty and clean coolers
2 people
Clean barbecue tools
2 people
Store materials dry
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Waste binsqty 4

Equipment

Barbecuesqty 2
Coolersqty 4
Barbecue tongsqty 4
Barbecue spatulasqty 2
Meat thermometersqty 2
Portable speaker
Extension cordsqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 3
Mixing bowlsqty 4
Serving plattersqty 8
Serving spoonsqty 6

Tableware

Reusable platesqty 40
Reusable cupsqty 60
Water glassesqty 40
Cutlery setsqty 40
Children's cutleryqty 20
Serving spoonsqty 6

Decorations

Tableclothsqty 6
Balloonsqty 50
Buntingqty 4
Table décorqty 6

Lighting

LED string lightsqty 3
LED lanternsqty 4

Cleaning

Hand soap dispensersqty 2
Washing-up basinsqty 2
Spongesqty 6
Broom and dustpan
Bucketsqty 2

Catering

Groceries

Tips

Collect dietary requirements when registrations come in, not a few days before the barbecue. Keep the final list with the shopping list so suitable food is not overlooked.
Check the weather forecast twice: once several days ahead to decide whether party tents are needed, and again on the morning of the event. Set up cover before guests arrive rather than waiting for rain.
Place barbecues well away from party tents, tables, decorations and children’s activity areas. Put cooking tools and a meat thermometer beside each barbecue before lighting it.
Prepare salads and cut vegetables ahead of time, then chill meat, vegetables and drinks before guests arrive. Fill the coolers early so food and drinks stay cold while the barbecue is running.
Test the portable speaker, batteries and extension cords before setup is complete. Put out child-sized cutlery, reusable cups, water glasses, hand soap and waste bins where children can reach them safely.

Frequently asked questions

How far in advance should I plan a kids barbecue?: Confirm the date and location at least 3 to 4 weeks ahead, then send invitations and start collecting registrations. Finalise dietary requirements and quantities about 7 days before the barbecue.
When should I buy food for a kids barbecue?: Do the main shopping 1 to 2 days before the event, depending on the food’s use-by dates. Chill meat, vegetables and drinks as soon as they arrive, and prepare salads and cut vegetables on the day or the evening before.
How many drinks should I provide for each child?: Plan around 2 drinks per child for the first 2 hours, plus water available throughout the event. Chill extra drinks in the coolers so you do not have to interrupt the barbecue to restock.
When should I set up the barbecue area?: Set up tables, seating, tents, buffet tables and decorations at least 2 hours before guests arrive. Place and check the barbecues before that, but light them only when the food service is ready to begin.

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