Motor Club Barbecue Checklist

A motor club barbecue needs more than meat, drinks and a grill. You have to secure the barbecue area, confirm riders and dietary requirements, prepare food safely, and allow time for tents, tables, lighting and cooking equipment. Use this checklist to work through the plan in order, from invitations and registrations to opening the venue and laying out the buffet. The final checks matter most: weather, deliveries, cold storage, power leads and safe barbecue placement are easy to leave until the last minute.

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

Reserve the barbecue area
Send invitations
2 people
Process registrations
Collect dietary requirements
Create final guest list
Check the weather forecast
Confirm deliveries
Check the shopping list
2 people
Do the shopping
3 people
Cool Meat and Vegetables
2 people
Marinate the meat
2 people
Wash and cut vegetables
3 people
Prepare salads
3 people
Set out sauces and toppings
2 people
Prepare music playlist
Open venue
2 people
Inspect the grounds
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Hang lighting
2 people
Hang up decorations
2 people
Set up barbecues safely
3 people
Chill drinks
2 people
Set up the buffet and bar
3 people
Lay out crockery and cutlery
2 people

Event

Staff the reception desk
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve snacks
2 people
Light the barbecues
3 people
Grill meat and vegetables
4 people
Refill the barbecue buffet
2 people
Serve dietary meals separately
2 people
Collect trash and empty bottles
2 people
Safely extinguish the barbecue fire
3 people
See off guests
2 people

Aftercare

Collect tableware and cutlery
3 people
Wash dishes and cutlery
3 people
Clean the venue
4 people
Take down tents and furniture
4 people
Clean equipment
3 people
Take out the trash
2 people
Return materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 50
Beer tablesqty 4
Tablecloth clipsqty 24

Tableware

Platesqty 60
Cutlery setsqty 60
Drinking glassesqty 100
Coffee cupsqty 50
Bowlsqty 12
Serving plattersqty 10
Serving tongsqty 8

Equipment

Barbecuesqty 2
Coolersqty 4
Drink binsqty 2
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Grill tongsqty 6
Grill spatulasqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Aluminum traysqty 20
Food containersqty 12

Decorations

Buntingqty 6
Table décorqty 8
Menu boardsqty 3

Lighting

String lightsqty 6
LED lanternsqty 8

Cleaning

Waste binsqty 6
Broom setsqty 2
Mopsqty 2
Bucketsqty 3
Reusable glovesqty 6
First aid kit

Catering

Groceries

Tips

Reserve the barbecue area before sending invitations, then set a clear registration deadline so you can create a final guest list and buy the right amount of food.
Collect dietary requirements with each registration and finish the guest list before shopping. This prevents vegetarian options, sauces or suitable serving dishes being added too late.
Check the weather forecast several days ahead and confirm party tents, tables and chairs. On setup day, build the tents before arranging the buffet so food is not left exposed.
Keep meat and vegetables chilled until preparation, marinate the meat in food containers, and use separate cutting boards or utensils for raw meat and ready-to-eat salads.
Set up barbecues on a stable, safe surface away from tents and decorations. Check extension cords and power strips before connecting string lights, speakers or coffee machines.

Frequently asked questions

How far in advance should I organise a motor club barbecue?: Reserve the barbecue area and send invitations at least 4–6 weeks ahead. Set the registration deadline 7–10 days before the event so you have time to confirm numbers, dietary requirements and deliveries.
How much food should I buy for a motor club barbecue?: Use the final guest list rather than early estimates, and plan the menu around the confirmed number of people. Buy chilled meat and vegetables close to the event—ideally 1–2 days before—and keep them refrigerated until preparation.
When should I check the weather for an outdoor motorcycle club barbecue?: Check the forecast 5–7 days before the barbecue, then check again the evening before and on setup day. This gives you time to confirm party tents, protect the buffet and adjust the layout.
How early should I start setting up the barbecue area?: Allow at least 3 hours before guests arrive for opening the venue, inspecting the grounds, building tents, arranging tables and chairs, hanging lighting and setting up the barbecues. Start chilling drinks and preparing the buffet only after the main layout is ready.

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.