King’s Day barbecue checklist

A King’s Day barbecue needs more planning than buying meat and putting a grill outside. This checklist takes you from invitations and dietary requirements to the final table setup, chilled drinks and barbecue check. Start with the guest count, then work backwards from the day itself. The plan covers 50 tasks and 41 items, including party tents, coolers, reusable tableware, gas cylinders, orange decorations and equipment for serving both meat and vegetarian food.

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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

Send invitations
Process registrations
Collect dietary requirements
Determine the final number of guests
Check the weather forecast
Check deliveries and reservations
Check the barbecue and gas
Clear the cold storage area
Do the shopping
2 people
Chill drinks
2 people
Keep meat and vegetarian products chilled
Wash and cut vegetables
2 people
Prepare salads
2 people
Set out sauces and dressings
Prepare bread and toppings
2 people
Prepare snacks
2 people
Portion desserts
Set up tables and chairs
3 people
Set up party tents
4 people
Set up barbecue area
2 people
Hang up decorations
2 people
Hang lighting
2 people
Connect the music
Set up buffet and drinks table
2 people
Lay out crockery and cutlery
Place waste stations
Restock toilet supplies

Event

Light the barbecue
2 people
Welcome guests
2 people
Serve snacks
2 people
Refill drinks
2 people
Prepare barbecue meat
2 people
Prepare vegetarian dishes
Serve salads and bread
2 people
Restock the buffet
2 people
Serve dessert
2 people
Operate music and lighting
Serve last round of drinks

Aftercare

Safely extinguish barbecue
2 people
Store food chilled
2 people
Collect waste
3 people
Wash dishes and cutlery
2 people
Clear tables and chairs
3 people
Take down party tents
4 people
Remove decorations and lighting
2 people
Clean the venue
3 people
Empty coolers
Clean equipment
2 people
Check and store the materials
2 people
Return borrowed materials

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Chairsqty 45
Buffet tableqty 2
Bar stoolsqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 100
Wine glassesqty 30
Cutlery setsqty 50
Serving plattersqty 12
Serving spoonsqty 8
Cutting boardsqty 4
Meat Tongsqty 4

Equipment

Barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Ice cube traysqty 4
Wireless speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Large coolersqty 3
Aluminum traysqty 10
Kitchen tongsqty 6
Kitchen knivesqty 4

Decorations

Orange pennantsqty 6
Orange balloonsqty 50
Tableclothsqty 8
Napkin holdersqty 8

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Waste binsqty 4
Waste sorting binsqty 3
Bucketsqty 3
Broom and dustpanqty 2
Mop setsqty 2
Spongesqty 6

Catering

Groceries

Tips

Confirm the final guest count before shopping, then check dietary requirements at the same time. This gives you a reliable basis for buying food, drinks, bread, sauces and vegetarian products instead of guessing.
Check the weather forecast several days ahead and do not leave shelter until the last morning. Party tents, tables, chairs and the barbecue area need enough space to be set up safely, even if the weather changes.
Check the barbecue, gas cylinders and deliveries before guests arrive. A barbecue that has not been tested, or a missing gas cylinder, can delay the meal by much longer than the cooking time itself.
Clear the cold-storage area before shopping and chill drinks early. Keep meat and vegetarian products separately chilled, and prepare salads, cut vegetables and desserts only after you know how much fridge space is available.
Set up the buffet and drinks table before lighting the barbecue. Put out reusable plates, bowls, cups, cutlery, serving platters, serving spoons and separate meat tongs so guests can serve themselves without interrupting the grilling.

Frequently asked questions

How far in advance should I send invitations for a King’s Day barbecue?: Send invitations at least 3 to 4 weeks before the barbecue. Set a registration deadline about 7 days before the event so you can confirm the final guest count, dietary requirements and food quantities.
When should I check the weather for a King’s Day barbecue?: Check the forecast 5 to 7 days beforehand, then check it again the day before and on the morning itself. Make the party tent, tables and barbecue layout work for both sun and rain rather than waiting for the final forecast.
How much time do I need to prepare a King’s Day barbecue?: Allow at least 3 to 4 hours on the day for shopping follow-up, chilling drinks, preparing vegetables, salads, snacks and desserts, and setting up tables and decorations. Start the barbecue area and outdoor furniture before the food preparation becomes urgent.
What should I check before starting the barbecue?: Check the barbecue, gas supply, cooking utensils and serving equipment before guests arrive. Do this at least 2 hours before serving, while there is still time to replace a gas cylinder, clean the grill or rearrange the cooking area.

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