Outdoor barbecue checklist: what to arrange and when

A smooth outdoor barbecue depends on a few arrangements that are easy to leave until the last minute. Confirm guest numbers before buying food, collect dietary requirements early, and reserve gas barbecues and cylinders in good time. On the day, keep meat refrigerated, chill drinks, and prepare salads and marinades before guests arrive. This checklist also covers shelter, buffet setup, lighting, tableware and safe barbecue positioning, so you can work through the plan in a sensible order.

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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 the final number of guests
Reserve BBQs and gas
Check the weather forecast
Prepare shelter
2 people
Do the shopping
2 people
Check stock
Store meat refrigerated
2 people
Wash vegetables
2 people
Prepare salads
2 people
Portion meat
2 people
Mix marinades
Set out bread and toppings
Set up tables and chairs
3 people
Build party tents
4 people
Set up the buffet
2 people
Chill drinks
2 people
Position BBQs safely
2 people
Connect gas cylinders
2 people
Hang lighting
2 people
Hang decorations
2 people
Set out tableware and cutlery
2 people
Set up waste stations

Event

Preheat the BBQs
2 people
Welcome guests
2 people
Serve drinks
2 people
Grill meat and vegetables
3 people
Restock salads and bread
2 people
Refill drinks
Collect used dishes
2 people
Keep leftovers refrigerated
2 people

Aftercare

Turn off the BBQs
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
3 people
Take down party tents
4 people
Clean the grounds
3 people
Check and store the materials
2 people
Return borrowed items

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 55
Buffet tablesqty 3
Coolersqty 4

Equipment

Gas barbecuesqty 3
Gas cylindersqty 4
Gas pressure regulatorsqty 3
Gas lightersqty 3
Extension cordsqty 3
Power stripsqty 3

Lighting

String lightsqty 4
Outdoor lightsqty 4

Decorations

Tableclothsqty 6
Buntingqty 4
Balloonsqty 50

Tableware

Dinner platesqty 60
Dessert platesqty 60
Glassesqty 70
Coffee cupsqty 30
Cutlery setsqty 70

Kitchen

Barbecue tongsqty 6
Serving plattersqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Storage binsqty 10

Cleaning

Waste binsqty 4
Waste sorting binsqty 3

Groceries

Groceries

Tips

Set a final guest number before shopping. Use it to portion meat, vegetables, bread and drinks, and keep dietary requirements with the guest list so nothing is missed.
Check the weather forecast twice: once several days ahead and again on the morning of the barbecue. If rain or strong sun is possible, have party tents built before food and guests arrive.
Reserve gas barbecues, gas cylinders and pressure regulators early, then check the connections and fuel supply before setup. Do not wait until cooking time to discover that a cylinder is empty.
Prepare salads, washed vegetables, marinades and portioned meat ahead of time, but keep all meat refrigerated until it goes on the barbecue. Use coolers for drinks rather than storing raw meat beside them.
Create separate places for serving, waste and recycling before guests arrive. Put buffet tables, plates, cutlery, serving platters and waste bins where people can reach them without crossing the cooking area.

Frequently asked questions

How much food do I need for an outdoor barbecue?: Use the confirmed guest number as your starting point and portion the meat, salads, vegetables and bread before shopping. Allow extra servings for popular dishes, but keep perishable food refrigerated until preparation and cooking.
When should I check the weather for an outdoor barbecue?: Check the forecast several days before the event so you can arrange shelter, then check again on the morning itself. Build party tents before setting out food, tables, decorations or electrical lighting.
How early should I reserve a gas barbecue and cylinders?: Reserve the gas barbecues, cylinders and pressure regulators as soon as the date and guest number are fixed. Check the equipment and fuel supply before the event day, not when guests are waiting for food.
What should I prepare the day before an outdoor barbecue?: Wash vegetables, prepare salads, mix marinades and portion the meat the day before where practical. Store all meat refrigerated, and leave drink chilling, buffet setup and safe barbecue positioning for the final setup period.

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