Mother’s Day barbecue checklist

A Mother's Day barbecue needs more planning than putting meat on the grill. Confirm the guest count and dietary requirements early, then check the weather, seating and barbecue equipment before shopping. Salads, marinades and desserts can be prepared ahead, while drinks need time to chill. On the day, set up the tent, tables, buffet and lighting before guests arrive, and place the barbecue where cooking is safe and easy.

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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
Reserve a party tent
Arrange extra chairs
Check the barbecue
Count tableware and glassware
Do the shopping
2 people
Store meat refrigerated
Wash vegetables
2 people
Prepare salads
2 people
Marinate the meat
2 people
Prepare desserts
2 people
Chill drinks
2 people
Set up party tent
3 people
Set up tables and chairs
3 people
Place barbecue in a safe spot
2 people
Hang lighting
2 people
Hang decorations
2 people
Set the tableware on the tables
2 people
Set up the buffet
3 people
Light the barbecue
2 people

Event

Welcome guests
2 people
Serve aperitifs and snacks
2 people
Refill drinks
2 people
Serve salads and bread
2 people
Grill meat and vegetables
3 people
Serve barbecue dishes
2 people
Collect used dishes
2 people
Serve dessert
2 people
Serve coffee and tea
2 people
Empty trash bins
Handle the final round of drinks
2 people

Aftercare

Store leftovers in the fridge
2 people
Safely extinguish barbecue
2 people
Clear tables and chairs
3 people
Remove decorations and lighting
2 people
Wash dishes and glassware
3 people
Clean work surfaces
2 people
Sort and take out waste
2 people
Return the party tent
2 people
Check terrace and garden
2 people

What to bring

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

Furniture

Party tent
Tablesqty 5
Chairsqty 35
Buffet tableqty 2
Tableclothqty 7

Tableware

Dinner platesqty 40
Dessert platesqty 40
Drinking glassesqty 45
Wine glassesqty 35
Coffee cupsqty 35
Cutlery setsqty 40
Serving spoonsqty 12
Serving plattersqty 10
Small bowlsqty 8

Equipment

Barbecueqty 2
BBQ toolsqty 3
Coolersqty 3
Coffee maker
Kettle
Extension cordsqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 5
Measuring cupsqty 2
Pliersqty 4
Aluminum traysqty 30

Decorations

Flower arrangementsqty 5
Buntingqty 3
Napkin holdersqty 5

Lighting

String lightsqty 3
Lanternsqty 6

Cleaning

Waste binsqty 4
Waste sorting binsqty 2
Cleaning bucketsqty 2
Dishwashing tubqty 2
Hand soap dispensersqty 2
Kitchen towelsqty 8

Catering

Groceries

Tips

Confirm the final guest number several days before shopping, and use the registrations to check dietary requirements rather than relying on last-minute messages.
Check the weather forecast 48 hours before the barbecue. If rain is likely, reserve the party tent and arrange extra chairs before the setup day.
Count dinner plates, dessert plates, glasses, wine glasses, coffee cups and cutlery for every guest, then add at least 10% extra so a dropped item does not disrupt service.
Prepare salads, desserts and marinated meat ahead of time, but keep the meat refrigerated until it is needed. Chill drinks in coolers early enough that they are cold when guests arrive.
Set up the tables, buffet, tableware, decorations and string lights before lighting the barbecue. Keep the barbecue away from the tent and use extension cords only where they cannot become a trip hazard.

Frequently asked questions

How far in advance should I send invitations for a Mother's Day barbecue?: Send invitations about 3 to 4 weeks ahead, then close registrations several days before the barbecue. This gives you time to confirm the final guest count, dietary requirements, seating and food quantities.
When should I check the weather for a Mother's Day barbecue?: Check the forecast 48 hours before the event and again on the morning itself. If the forecast is unsettled, arrange the party tent and extra chairs before the setup begins rather than waiting for rain.
How many plates and glasses do I need for a barbecue?: Plan one dinner plate and one dessert plate per guest, plus one drinking glass and one wine glass where needed. Add roughly 10% extra tableware, so a group of 20 needs about 22 of each frequently used item.
When should I prepare the food for a Mother's Day barbecue?: Prepare salads, desserts and marinades the day before where possible. Keep meat refrigerated until cooking time, and put drinks in coolers several hours before guests arrive so they have time to chill.

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