Pizza barbecue checklist: what to arrange and when

A pizza barbecue works best when the preparation is split across several days instead of left until guests arrive. Confirm the location, guest numbers and dietary requirements first, then arrange the barbecue, shelter, tables and chairs. In the final 24 hours, prepare the dough and toppings, clear enough fridge space and chill the drinks. On the day, set up separate work areas for dough, toppings and serving so guests are not queuing around the barbecue.

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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

Confirm date and location
Send invitations
Process registrations
Collect dietary requirements
Determine the final number of guests
Mark allergies and dietary requirements
Reserve barbecue
Reserve extra tables and chairs
Reserve a party tent
Check the weather forecast
Check the shopping list
Do non-perishable shopping
2 people
Buy drinks and fresh produce
2 people
Collect equipment and materials
2 people
Clear the cold storage area
Wash and cut toppings
2 people
Portion Pizza Ingredients
2 people
Prepare pizza dough
2 people
Prepare salads
2 people
Set out dessert and fruit
Chill drinks
2 people
Set up party tent
3 people
Set up tables and chairs
3 people
Place barbecue safely
2 people
Set up pizza work tables
2 people
Set out tableware and cutlery
2 people
Set up the buffet and drinks table
2 people
Hang decorations
2 people
Hang lighting
2 people
Set up waste stations

Event

Light the barbecue
2 people
Welcome guests
2 people
Give the pizza briefing
Distribute pizza dough
2 people
Bake and serve pizzas
3 people
Serve salads and side dishes
2 people
Refill drinks
2 people
Keep the buffet and tables tidy
2 people
Serve coffee and tea
Serve dessert
2 people
Announce the final round
Store leftovers in the fridge
2 people

Aftercare

Safely extinguish barbecue
2 people
Collect and sort waste
3 people
Wash dishes and cutlery
2 people
Clean tables and chairs
2 people
Sweep the venue
2 people
Remove decorations and lighting
2 people
Return materials
2 people
Distribute leftover groceries
Clean coolers and kitchen equipment
2 people

What to bring

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

Furniture

Party tent
Tablesqty 6
Chairsqty 32
High tablesqty 2
Tableclothsqty 6

Equipment

Pizza barbecueqty 2
Gas cylindersqty 2
Gas pressure regulatorqty 2
Coolersqty 3
Extension cordsqty 2
Power stripsqty 2

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Rolling pinsqty 6
Pizza peelsqty 4
Pizza cutterqty 4
Serving plattersqty 8
Pliersqty 4
Oven mittsqty 4

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable glassesqty 50
Coffee cupsqty 30
Cutlery setsqty 40
Serving spoonsqty 8

Decorations

Buntingqty 4
Table décorqty 6

Lighting

String lightsqty 4
Battery lampsqty 4

Cleaning

Waste binsqty 3

Catering

Drink dispensersqty 2
Coffee maker
Kettle
Groceries

Tips

Confirm the final guest count at least 5 days before the barbecue. Use it to portion dough, toppings, salads, drinks and tableware rather than shopping for an uncertain crowd.
Check the weather forecast 3 days ahead and again on the morning itself. A party tent needs time to collect or assemble, and the barbecue should stand on a stable, clear surface away from the tent walls.
Prepare pizza dough the day before if your recipe allows it, then wash and cut toppings in advance. Keep prepared ingredients covered and refrigerated, especially cheese, meat and cut vegetables.
Test the barbecue setup before guests arrive, including the gas cylinders, pressure regulator, extension cords and power strips. Keep oven mitts, tongs and pizza peels beside the work area, not in a storage box across the garden.
Set up separate tables for pizza assembly, cooking and serving at least 60 minutes before arrival. Chill drinks early and leave enough cooler space for food that must stay cold during the meal.

Frequently asked questions

How much pizza dough do I need per person for a pizza barbecue?: Plan one personal pizza per guest, plus enough extra dough for around 10% more pizzas. For 20 guests, that means preparing dough for about 22 pizzas so a torn base or second helping does not disrupt the meal.
When should I prepare pizza toppings for a barbecue?: Wash and cut most toppings on the day before, then store them covered in the fridge. Keep ingredients that brown or soften quickly for the final 2 to 3 hours before guests arrive.
How early should I set up a pizza barbecue?: Start the outdoor setup at least 60 minutes before guests arrive. Allow extra time if you are assembling a party tent, collecting hired equipment or connecting lighting and other electrical equipment.
How many drinks should I buy for a pizza barbecue?: For the first hour, allow 2 to 3 drinks per person, then about 1 drink per person per hour. Buy and chill drinks before the final setup, while keeping separate cooler space for ingredients that must remain refrigerated.

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