Open-Fire Barbecue Checklist

An open-fire barbecue needs more planning than putting a grill on a patio. You need time to source wood and charcoal, check the forecast, prepare food safely and bring the fire up to cooking temperature before guests arrive. This checklist covers the sequence from invitations and dietary requirements to the buffet, lighting and fire safety. Use it to avoid the jobs that are easily left until the last hour, especially chilling drinks, setting up the cooking area and preparing enough serving equipment.

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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 menu and quantities
2 people
Reserve barbecue supplies
Check the weather forecast
Buy wood and charcoal
Check supplies and equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Marinate meat and vegetables
2 people
Wash dishes and cutlery
2 people
Set up tables and chairs
3 people
Set up party tent
3 people
Fence off the barbecue area
2 people
Set up open fire safely
2 people
Hang lighting
2 people
Set up buffet and drinks table
2 people
Set out salads and sauces
2 people
Light a fire
2 people
Prepare safety equipment

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Serve snacks
2 people
Bring the barbecue up to temperature
2 people
Grill meat and vegetables
3 people
Prepare vegetarian portions
Restock dishes and tableware
2 people
Refill drinks
2 people
Collect used dishes
2 people
Watch over the fire and guests
2 people
Serve coffee and tea

Aftercare

Store leftovers in the fridge
2 people
Fully extinguish the fire
2 people
Collect and sort waste
3 people
Wash dishes
3 people
Clean the barbecue and grill
2 people
Take down tables and chairs
3 people
Take down the party tent and lighting
3 people
Clean the grounds
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 36
Buffet tablesqty 2
Coolersqty 4

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable glassesqty 50
Coffee cupsqty 30
Cutlery setsqty 40
Serving plattersqty 8
Serving tongsqty 6

Equipment

Open-fire barbecue
Cast-iron grill gratesqty 2
Barbecue tongsqty 4
Barbecue brushesqty 2
Meat thermometersqty 2
Thermos flasksqty 3
Kettlesqty 2

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Mixing bowlsqty 4
Aluminum traysqty 12
Kitchen pegsqty 4
Ice packsqty 12

Lighting

String lightsqty 4
Battery lanternsqty 4

Decorations

Tableclothsqty 6
Napkin holdersqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Fire extinguisher
Heat-resistant glovesqty 3
Asbestos-resistant metal shovel
Metal water bowlqty 2

Catering

Groceries

Tips

Ask for dietary requirements when guests register, then confirm the final headcount before buying meat, vegetables and side dishes. This gives you a reliable basis for menu quantities instead of shopping by guesswork.
Check the weather forecast several days ahead and again on the morning of the barbecue. A party tent, dry wood, battery lanterns and a safe alternative for guests are much harder to arrange at the last minute.
Set up and fence off the open-fire barbecue before lighting it, leaving a clear working area around the heat. Put safety equipment, barbecue tongs and meat thermometers within reach before the first food goes on.
Start chilling drinks while you prepare the food, and keep separate coolers or clearly marked areas for drinks and temperature-sensitive ingredients. Allow enough ice packs to keep everything cold throughout the event, not just for the first hour.
Light the fire early enough for the barbecue to reach cooking temperature before guests eat. While it heats, finish the buffet with salads, sauces and serving platters, and keep cooked food separate from raw meat and vegetables.

Frequently asked questions

How much food do I need for an open-fire barbecue?: Base quantities on the confirmed guest count and the menu, including meat, vegetables, salads, bread and sauces. Finalise the menu and quantities at least 3 to 5 days before the barbecue so shopping and marinating are not left until the day itself.
When should I light the fire for an open-fire barbecue?: Light it early enough for the barbecue to reach a stable cooking temperature before serving begins; for many setups, allow roughly 45 to 60 minutes. Check the fire and cooking surface before guests arrive rather than trying to heat it while welcoming people.
How do I make an open-fire barbecue safe?: Fence off the barbecue area and keep tables, chairs, party tents and loose decorations away from the heat. Set out safety equipment before lighting the fire, and keep children and guests from entering the working area throughout the event.
What should I prepare the day before an open-fire barbecue?: Buy wood and charcoal, check the barbecue equipment, wash reusable tableware, prepare salads and sauces where suitable, and marinate meat and vegetables. Chill drinks and complete the main shopping no later than the day before, leaving only setup and fire preparation for the event day.

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.