Reunion barbecue checklist

A reunion barbecue needs more planning than putting meat on the grill. Confirm the date and location first, then track registrations, dietary requirements and equipment before buying food. In the final days, check the weather, arrange the party tent and extra cold storage, and prepare salads, vegetables and desserts. On the day, keep raw meat separate from vegetarian food, set up the barbecue safely, and leave enough time for tables, lighting and music.

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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
2 people
Process registrations
Collect dietary requirements
Finalize registrations
Check the weather forecast
Reserve a party tent
Arrange extra cold storage
Check the shopping list
2 people
Do the shopping
2 people
Separate meat and vegetarian items
2 people
Chill drinks
2 people
Marinate the meat
2 people
Wash and cut vegetables
2 people
Prepare salads
2 people
Keep desserts chilled
Inspect the grounds
2 people
Set up party tent
4 people
Set up tables and chairs
4 people
Set up barbecue safely
2 people
Set out tableware and cutlery
2 people
Set up buffet tables
3 people
Hang decorations
2 people
Hang lighting
2 people
Connect the music
Set out salads and sauces
2 people

Event

Light the barbecue
2 people
Welcome guests
3 people
Serve welcome drinks
2 people
Serve snacks
2 people
Grill meat and vegetables
3 people
Restock the buffet
2 people
Refill drinks
2 people
Collect tableware
2 people
Serve coffee and tea
2 people
Chill leftovers safely
2 people
Announce the final round

Aftercare

Collect waste
3 people
Let the barbecue cool down
2 people
Clear tables and chairs
4 people
Take down the party tent
4 people
Wash dishes
3 people
Empty and clean coolers
2 people
Clean the grounds
3 people
Remove decorations
2 people
Take out the trash
2 people
Return borrowed items
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentqty 2
Beer tablesqty 6
Chairsqty 45
Buffet tablesqty 3
Fold-out drinks table

Tableware

Reusable platesqty 50
Reusable bowlsqty 45
Drinking glassesqty 60
Coffee cupsqty 45
Forksqty 50
Knivesqty 50
Spoonsqty 50
Serving spoonsqty 10

Decorations

Tableclothsqty 9
Buntingqty 6
Balloonsqty 40
Name badgesqty 45
Trash bin signsqty 3

Equipment

Barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Extension cordsqty 3
Bluetooth speaker
Microphone

Kitchen

Cutting boardsqty 5
Chef’s knives and bread knivesqty 5
Serving plattersqty 12
Serving tongsqty 6
Aluminum barbecue traysqty 6
Thermos flasksqty 3

Cleaning

Waste binsqty 4
Bucketsqty 3
Dish brushesqty 3
Spongesqty 6

Lighting

String lightsqty 4
LED lanternsqty 6

Catering

Groceries

Tips

Send invitations early and set a registration deadline at least 10 days before the barbecue. Use the final number of guests to plan seating, food, drinks and name badges.
Check dietary requirements before finalizing registrations, then keep vegetarian items separate from the meat during shopping, preparation and serving. Label buffet dishes so guests do not have to guess.
Do the main shopping one or two days ahead, but chill drinks and store meat only when the extra coolers or cold storage are ready. Marinate the meat and prepare vegetables the day before where possible.
Check the weather forecast 48 hours before the reunion. If rain or strong sun is possible, arrange the party tent early enough to build it safely and secure the tables, chairs and buffet area.
Set up the barbecue on a stable, safe surface before guests arrive, with gas cylinders, serving tools and aluminum trays close by. Test extension cords, lighting, the Bluetooth speaker and microphone before the first guests arrive.

Frequently asked questions

How far in advance should I plan a reunion barbecue?: Start at least 3 to 4 weeks ahead by confirming the date, location and invitations. Close registrations about 10 days before the event so you can finalize food, seating and equipment.
When should I check the weather for a reunion barbecue?: Check the forecast 48 hours before the barbecue and again on the morning itself. This gives you time to reserve or set up a party tent and adjust outdoor seating safely.
How much food and drink should I prepare for a reunion barbecue?: Use the final guest count rather than the invitation total when checking quantities. For drinks, plan about 2 to 3 per person for the first hour, then adjust for the event length, weather and non-alcoholic options.
What should I prepare the day before a reunion barbecue?: Marinate the meat, wash and cut vegetables, prepare salads, and chill desserts and drinks the day before. Also check the shopping list, clean the coolers and confirm that the barbecue, tables, serving equipment and lighting are available.

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