Members’ barbecue checklist

A members’ barbecue runs smoothly when guest numbers, dietary requirements and the practical setup are handled in the right order. Start by sending invitations and tracking replies, then confirm food, drinks and reservations before shopping. On the day, allow time to check the site, build the party tents, arrange seating and set up separate food and drink points. The barbecue should be ready before guests arrive, with dietary meals clearly set aside and a welcome table staffed.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Send invitations
Register sign-ups
Collect dietary requirements
Confirm registrations
Check the weather forecast
Confirm reservations
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Check meat and salads
2 people
Set aside special diet meals
2 people
Open venue
2 people
Inspect the grounds
2 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up the barbecue
2 people
Set up the buffet
3 people
Set up drink station
2 people
Set out tableware
2 people
Hang decorations
2 people
Connect the music
Light the barbecue
2 people

Event

Staff the welcome desk
2 people
Welcome guests
2 people
Serve snacks
2 people
Refill drinks
2 people
Refill salads
2 people
Barbecue
3 people
Serve barbecue dishes
3 people
Serve diet meals
Serve coffee and tea
2 people
Serve dessert
2 people
Remove waste regularly

Aftercare

Safely extinguish barbecue
2 people
Clear away furniture
4 people
Wash dishes
3 people
Clean the venue
3 people
Remove decorations
2 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 60
Buffet tablesqty 3
High tablesqty 4
Waste binsqty 4

Tableware

Reusable platesqty 70
Reusable bowlsqty 50
Reusable cupsqty 100
Coffee cupsqty 50
Knivesqty 70
Forksqty 70
Spoonsqty 70
Serving spoonsqty 12

Kitchen

Barbecuesqty 2
Barbecue tongsqty 4
Barbecue brushesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving utensilsqty 12
Aluminum foilqty 4
Food storage containersqty 10

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 3
Power stripsqty 3
Bluetooth speakersqty 2

Lighting

String lightsqty 4
Battery lanternsqty 6

Decorations

Tableclothsqty 6
Buntingqty 4
Name badgesqty 60
Chalkboardsqty 3

Cleaning

Washing-up bowlsqty 3
Cleaning glovesqty 6
Bucketsqty 3

Catering

Groceries

Tips

Send invitations early enough to collect replies and dietary requirements before you confirm quantities. Use the final attendance list when checking meat, salads, drinks and tableware.
Check the weather forecast before the event and decide whether the party tents, tables and seating need to be adjusted. Do not leave tent assembly until guests are already arriving.
Plan the setup in stages: check the grounds first, then arrange tents, tables and chairs before setting up the barbecue, buffet, drink point and tableware. This prevents equipment and extension cords from blocking guest areas.
Keep dietary meals separate from the main barbecue food and label them before service begins. Put the correct serving utensils with the buffet so guests do not have to ask who can eat what.
Cool drinks before the event rather than when guests arrive, and prepare the welcome table in advance. Start the barbecue early enough for the first food to be ready after welcomes, not while the queue is forming.

Frequently asked questions

How far in advance should I send invitations for a members’ barbecue?: Send invitations at least 3 to 4 weeks before the barbecue. Set a reply deadline about 10 days before the event so you can confirm attendance, dietary requirements, reservations and shopping quantities.
When should I check the weather for an outdoor members’ barbecue?: Check the forecast 3 to 5 days beforehand, then check it again on the morning of the event. Use the final forecast to confirm whether party tents and any changes to the seating layout are needed.
How early should I start setting up a members’ barbecue?: Allow at least 3 hours for opening the venue, checking the grounds, building party tents, arranging tables and chairs, and setting up the food, drinks and music. Aim to have the barbecue lit only after the main guest areas are ready.
How much time do I need to cool drinks before a barbecue?: Give drinks at least 4 hours in coolers before guests arrive, and longer for large bottles or warm weather. Keep a separate drink point ready so the welcome table can stay focused on greeting members.

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.