New Year's barbecue checklist: what to arrange and when

A New Year's barbecue needs more planning than a summer cookout because darkness, cold and changing weather affect almost every setup decision. This checklist takes you from guest numbers and dietary requirements to gas, chilled food, shelter, lighting and serving equipment. Confirm the final headcount before shopping, and leave enough time to prepare salads, marinades and vegetarian portions separately. On the day, set up the site, barbecue and lighting before guests arrive so cooking does not compete with last-minute assembly.

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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

Compile guest list
Send invitations
Process registrations
Collect dietary requirements
Confirm number of guests
Check the weather forecast
Reserve barbecue
Check gas cylinders
Clear out the refrigerators
Do the shopping
2 people
Chill the meat and salads
Wash vegetables
2 people
Prepare salads
2 people
Prepare marinades
Portion the meat
2 people
Set aside vegetarian products
Set out table decorations
Create a music playlist
Test the lighting
Clear the site
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up the barbecue
2 people
Hang lighting
2 people
Hang decorations
2 people
Set up the buffet and drinks table
2 people
Lay out crockery and cutlery
Chill drinks
2 people
Set out snacks
2 people

Event

Light the barbecue
2 people
Welcome guests
2 people
Serve welcome drinks
2 people
Serve snacks
2 people
Prepare barbecue
2 people
Prepare barbecue dishes
3 people
Serve barbecue dishes
3 people
Restock the buffet
2 people
Refill drinks
2 people
Empty trash bins
Serve coffee and tea
2 people
Serve New Year's dessert
2 people
Announce the final round
See off guests
2 people

Aftercare

Safely turn off the barbecue
2 people
Store food and drinks
2 people
Collect waste
2 people
Wash dishes
2 people
Clean tables and chairs
2 people
Take down party tents
4 people
Remove decorations
2 people
Clean the grounds
2 people
Return borrowed items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Stoolsqty 6

Equipment

Gas barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Coffee maker
Kettle
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Barbecue tongsqty 4
Barbecue spatulasqty 2
Mixing bowlsqty 5
Serving plattersqty 8
Serving tongsqty 6
Measuring cupsqty 2

Tableware

Platesqty 50
Bowlsqty 50
Glassesqty 60
Coffee cupsqty 30
Cutlery setsqty 50
Serving jugsqty 4

Decorations

Tableclothsqty 8
New Year balloonsqty 30
Buntingqty 6

Lighting

String lightsqty 6
Lanternsqty 8
Batteriesqty 24

Cleaning

Waste binsqty 4
Bucketsqty 2
Spongesqty 6
Tea towelsqty 12
Cleaning glovesqty 4

Catering

Groceries

Tips

Confirm the guest count and dietary requirements before you shop. Use the final number to portion meat, vegetarian products, salads, plates and glasses rather than buying everything at the last minute.
Check the weather forecast at least 48 hours before the barbecue and assemble the party tents before dark. A sheltered cooking and eating area is easier to manage than trying to improvise cover during the evening.
Test the gas barbecue and check every gas cylinder before the event. Do this several days ahead, not when the first guests are waiting for food, and keep chilled meat and salads in coolers until needed.
Prepare salads, marinades and washed vegetables earlier in the day, then portion the meat and set vegetarian products aside. Use separate cutting boards, knives and serving tongs to prevent mix-ups.
Test the lighting, Bluetooth speaker, extension cords and power strips before guests arrive. New Year decorations, tables and chairs should be in place before sunset, when checking cables and arranging the site becomes harder.

Frequently asked questions

How far in advance should I plan a New Year's barbecue?: Start the guest list and invitations at least 2 to 3 weeks ahead. Confirm registrations and dietary requirements 3 to 5 days before the barbecue, then shop and prepare according to the final headcount.
How much food do I need for a New Year's barbecue?: Use the confirmed guest count to portion the meat, vegetarian products and salads. As a practical starting point, allow about 250 to 350 g of uncooked main food per adult, adjusted for sides and children.
When should I set up the barbecue and party tents?: Set up the tents, tables, chairs and barbecue at least 2 hours before guests arrive. Test the gas, lighting and power connections while there is still daylight, rather than leaving these checks until the evening.
How do I keep barbecue food safe at a New Year's party?: Keep meat, salads and other chilled items refrigerated or in coolers until preparation and serving. Put out only what can be eaten within about 2 hours, and use separate utensils for raw meat, cooked food and vegetarian dishes.

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