What to buy for a motor club barbecue
A motor club barbecue needs more than meat and charcoal. You will be serving food outdoors, keeping drinks cold, managing dietary requirements and setting up several cooking and serving stations. Use this shopping list to check quantities before you go to the supermarket or collect hired equipment. Confirm the final guest count first, then separate chilled food, drinks, tableware and barbecue equipment so nothing sits unrefrigerated or gets left behind.
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
- Beef burgers - 60 pieces
- Barbecue sausages - 60 pieces
- Chicken skewers - 50 pieces
- Veggie burgers - 20 pieces
- Hamburger buns - 70 pieces
- Hot dog buns - 60 pieces
- Corn cobs - 30 pieces
- Zucchini - 8 pieces
- Bell peppers - 12 pieces
- Mushrooms - 2 kilogram
- Red onions - 2 kilograms
- Lettuce - 8 heads
- Cucumbers - 8 pieces
- Tomatoes - 4 kilogram
- Potato salad - 5 kilograms
- Pasta salad - 5 kilograms
- Raw vegetable salad - 4 kilogram
- Potatoes - 8 kilograms
- Baguettes - 10 pieces
- Herb butter - 1 kilogram
- Cheddar slices - 2 kilograms
- Hamburger sauce - 2 bottles
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Barbecue sauce - 3 bottles
- Chili sauce - 2 bottles
- Pickles - 3 jars
- Fried onions - 3 bags
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Peanuts - 3 bags
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Alcohol-free beer - 3 cases
- Pilsner - 8 crates
- Rosé - 6 bottles
- Red wine - 4 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Lemons - 2 kilograms
- Ice cubes - 15 kilograms
- Olive oil - 2 bottles
- Sunflower oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Barbecue seasoning - 2 jars
- Firelighters - 2 boxes
- Charcoal - 6 bags
- Aluminum foil - 4 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Napkins - 200 pieces
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 2 packs
- Toilet paper - 24 rolls
Tips
- Plan around 250–350 g of raw meat or vegetarian barbecue food per adult, plus 2–3 side portions. Buy at least one clearly separate vegetarian option for every five guests, and check the dietary requirements before marinating anything.
- Allow 2–3 drinks per person for the first hour, then 1–2 per person for each additional hour. Chill drinks in coolers or drink bins before guests arrive; a last-minute ice run is one of the easiest things to forget.
- Count plates, cutlery sets and drinking glasses at 1.5 per guest if you are not washing up during the event. Add serving platters, bowls and serving tongs separately so guests do not use eating utensils for shared food.
- Prepare one cutting board and knife for raw meat and another set for vegetables and cooked food. Keep marinated meat in sealed food containers or aluminum trays and refrigerate it until it goes on the barbecue.
- Check power and lighting before setup: use extension cords and power strips only where they are protected from rain and foot traffic. Test string lights, coffee machines and speakers at least 2 hours before guests arrive.
Frequently asked questions
- How much food do I need for a motor club barbecue?
- Allow 250–350 g of raw meat or vegetarian barbecue food per adult, plus 2–3 side portions. For a four-hour event, plan extra food for late arrivals and keep vegetarian or allergy-safe portions separate.
- How many drinks should I buy for a motor club barbecue?
- Buy 2–3 drinks per person for the first hour and 1–2 for every hour after that. Add water and soft drinks for at least one-third of the total drinks, and chill them several hours before serving.
- How many plates and glasses do I need per guest?
- Allow 1.5 plates, cutlery sets and drinking glasses per guest when there is no washing-up service. For 40 guests, that means 60 of each, plus extra bowls and serving platters for salads and toppings.
- When should I marinate meat for a barbecue?
- Marinate most meat 4–12 hours before cooking and keep it refrigerated in sealed containers. Take it outside only when the barbecue area is ready, and keep raw meat separate from vegetables and cooked food.
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