Parent barbecue checklist: what to arrange and when

A parent barbecue needs more than meat, salad and a working barbecue. You also need to track registrations, dietary requirements, rental equipment, seating, shade and the order of food preparation. Start with the guest list and venue, then confirm quantities and equipment before shopping. On the day, allow time to chill drinks, prepare vegetables, build the tents and light the barbecues before guests arrive.

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

Send invitations
Process registrations
Collect dietary requirements
Confirm venue
Reserve rental equipment
Set the menu and quantities
2 people
Plan vegetarian portions
Check the weather forecast
Check the shopping list
Do the shopping
2 people
Set out dry goods
Chill drinks
2 people
Marinate the meat
2 people
Wash and cut vegetables
2 people
Portion desserts
Print attendance and dietary list
Inspect the site
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up barbecue equipment
2 people
Hang lighting
2 people
Set up the buffet and drink tables
3 people
Set out salads and bread
2 people

Event

Light the barbecues
2 people
Welcome guests
2 people
Serve snacks
2 people
Grill meat and vegetables
3 people
Restock the buffet
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Collect trash and empty bottles
2 people
See off guests
2 people

Aftercare

Let barbecues cool down safely
2 people
Clear away food and drinks
3 people
Wash dishes and glassware
3 people
Clean tables and chairs
2 people
Clean the grounds
3 people
Take down party tents
4 people
Return rental equipment
2 people
Distribute leftover food
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
Waste binsqty 4

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Cutlery setsqty 60
Drinking glassesqty 70
Coffee cupsqty 40
Serving plattersqty 10
Serving tongsqty 6

Equipment

Barbecuesqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speaker
Extension cordsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Aluminum traysqty 8
Kitchen tongsqty 4
Thermos flasksqty 4
Aluminum foil dispenser

Decorations

Tableclothsqty 6
Buntingqty 6
Table decorationsqty 8

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Washing-up basinsqty 4
Dish brushesqty 3
Bucketsqty 3
Broom and dustpanqty 2

Catering

Groceries

Tips

Confirm registrations and dietary requirements before setting the menu. Print the final attendance and dietary list on the day so whoever is serving can check it quickly.
Plan drinks by timing, not just by headcount: allow roughly two to three drinks per person for the first hour, then keep extra chilled in coolers. Set up a separate drink table so guests do not crowd the food.
Do the weather check at least 48 hours before the barbecue. If rain or strong sun is possible, confirm the party tents, seating layout and any rented equipment before the final setup.
Prepare food in batches with a clear cutoff: marinate the meat and wash and cut vegetables the day before, then portion desserts and set out dry goods on the event day. Keep raw meat separate from salads and bread.
Start site setup several hours before guests arrive. Put out tables, chairs, bins, lighting and serving equipment first; light the barbecues only when the cooking area is ready and supervised.

Frequently asked questions

How much food do I need for a parent barbecue?: Use the confirmed registration list rather than estimating from invitations. Plan the meat, vegetarian portions, salads, bread and desserts separately, and add about 10% extra for the most popular items.
When should I send parent barbecue invitations?: Send invitations at least three weeks before the barbecue and set the registration deadline about one week before it. That gives you time to confirm dietary requirements, seating and equipment quantities.
When should I start preparing for a parent barbecue?: Begin planning three to four weeks ahead with the venue, invitations and equipment. Prepare marinades and cut vegetables the day before, then allow at least three hours on the day for setup.
How early should I check the weather for a parent barbecue?: Check the forecast 48 hours before the event and again on the morning itself. Use the first check to confirm tents and the layout, and the final check to adjust seating, lighting and food service.

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.