Opening Barbecue Checklist

An opening barbecue needs more than food and a grill. This checklist takes you from confirming the date and guest numbers to setting up tables, shelter, lighting and the drinks table. It also covers details that are easy to leave too late, such as checking the gas cylinder, collecting dietary requirements and chilling drinks. Work through the plan in order so the barbecue is ready before guests arrive and the first welcome drink can be served without rushing.

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

Confirm date and location
Send invitations
Register sign-ups
Collect dietary requirements
Confirm visitor count
Check the weather forecast
Check barbecue and gas
2 people
Do the shopping
2 people
Chill drinks
2 people
Marinate meat and vegetables
2 people
Collect tableware and materials
2 people
Check venue and toilets
Set up tables and chairs
3 people
Set up party tents
4 people
Place barbecue safely
2 people
Set up buffet tables
2 people
Prepare vegetables and salads
3 people
Set out bread and sauces
2 people
Lay out crockery and cutlery
2 people
Set up the drinks table
2 people
Hang decorations
2 people
Connect lighting
2 people

Event

Light the barbecue
2 people
Welcome guests
2 people
Serve welcome drinks
2 people
Serve salads and bread
2 people
Grill meat and vegetables
3 people
Serve dishes
2 people
Refill drinks
2 people
Clear buffet and tables
2 people
Serve coffee and tea
2 people
Collect waste along the way
See off guests
2 people

Aftercare

Safely extinguish barbecue
2 people
Store leftovers in the fridge
2 people
Clear tables and chairs
3 people
Take down party tents
4 people
Wash the dishes and kitchenware
2 people
Clean the venue and restrooms
2 people
Dispose of waste
2 people
Dry and store materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 55
High tablesqty 3
Tableclothsqty 6

Tableware

Reusable platesqty 60
Reusable bowlsqty 20
Reusable glassesqty 70
Coffee cupsqty 30
Cutlery setsqty 60

Equipment

Barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Thermos flasksqty 3
Extension cordsqty 3
Power stripsqty 3
Bluetooth speaker

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 6
Serving plattersqty 8
Aluminum grill traysqty 10
Meat thermometer

Decorations

Buntingqty 4
Balloonsqty 50
Balloon pump
Table décorqty 6

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Cleaning clothsqty 12
Hand soap dispensersqty 3

Catering

Groceries

Tips

Confirm the visitor count before shopping. Use the final number to plan meat, vegetables, bread, salads, drinks and enough reusable plates, bowls, glasses and cutlery.
Check the barbecue and gas cylinder at least 2–3 days before the event. Do not wait until lighting time to discover that the barbecue is empty, dirty or incompatible with the available gas.
Set up shelter, tables, chairs and the drinks table before food preparation begins. Party tents and tablecloths take longer to secure than expected, especially if the weather changes.
Prepare salads, vegetables, sauces and marinated food earlier in the day, then keep chilled items cold until serving. Put the meat thermometer, tongs, grill trays and serving platters beside the barbecue before lighting it.
Test string lights, LED lanterns, extension cords and power strips before guests arrive. Keep cables away from the barbecue and walkways, and place waste bins where people can reach them without entering the cooking area.

Frequently asked questions

How far in advance should I plan an opening barbecue?: Confirm the date, location and invitations at least 2–3 weeks ahead. Finalise the visitor count and dietary requirements 3–5 days before shopping and food preparation.
How much food and drink do I need for an opening barbecue?: Use the confirmed guest count as your base and allow 2–3 drinks per person for the first hour, then about 1 drink per person per hour. Plan a mix of meat and vegetables, with bread, salads and sauces to serve alongside the grilled food.
When should I check the barbecue gas and weather?: Check the gas cylinder and barbecue 2–3 days before the barbecue, then check the weather forecast again the day before. This gives you time to arrange party tents, move tables or replace an empty cylinder.
When should I set up the barbecue and buffet?: Set up tables, seating, shelter and the buffet at least 60–90 minutes before guests arrive. Light the barbecue only when the cooking area is safe and the food, tools and serving dishes are 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.