Satay contest checklist and planning guide

A satay contest needs more than skewers and a hot barbecue. You need a clear entry process, confirmed judges, written rules and a schedule that keeps each round moving. Food preparation also takes time: chill meat and vegetables, prepare marinades, portion the meat and marinate it before guests arrive. This checklist puts administration, shopping, food preparation, venue setup and judging in a workable order, so forgotten details do not delay the first grill.

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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
Confirm judges
Finalize participant list
Write out the competition rules
2 people
Assign start numbers
Create the match schedule
Check the shopping list
2 people
Check stock
2 people
Do the shopping
2 people
Cool Meat and Vegetables
2 people
Prepare marinades
2 people
Portion satay meat
2 people
Cut vegetables
2 people
Marinate the meat
2 people
Collect materials
2 people
Fill coolers
2 people
Clean the venue
2 people
Set up party tents
4 people
Set up tables and chairs
3 people
Set up barbecue areas
3 people
Set up the competition tables
2 people
Set up judges' table
2 people
Hang decorations
2 people
Chill drinks
2 people
Set out coffee and tea
2 people

Event

Receive participants
3 people
Hand out race numbers
2 people
Explain the competition rules
Light the barbecues
4 people
Guide participants
2 people
Serve satay
4 people
Refill drinks
2 people
Coordinate the jury tasting
2 people
Empty trash bins
2 people
Announce the winners
See off the last guests
2 people

Aftercare

Safely extinguish barbecues
3 people
Clear away food and drinks
3 people
Clear tables and chairs
4 people
Clean materials
3 people
Wash dishes
3 people
Clean the venue
3 people
Take out the trash
2 people
Store materials dry
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 60
Judges' table
Work tablesqty 6

Tableware

Platesqty 70
Bowlsqty 30
Glassesqty 80
Coffee cupsqty 30
Forksqty 70
Knivesqty 70
Spoonsqty 40
Serving utensilsqty 12

Equipment

Barbecuesqty 6
Gas cylindersqty 6
Coolersqty 4
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 3
Fire extinguishersqty 2
Buckets of fire waterqty 4

Kitchen

Cutting boardsqty 6
Chef’s and office knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 3
Storage binsqty 12
Grill tongsqty 8
Brushesqty 6
Aluminum traysqty 20
Skewersqty 500
Kitchen thermometersqty 4
Aluminum foilqty 4
Cling filmqty 3
Parchment paperqty 3

Decorations

Tableclothsqty 10
Buntingqty 6
Race numbersqty 30
Prize ribbonsqty 3
Name badgesqty 60

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 6
Washing-up tubsqty 3
Spongesqty 10
Dish brushesqty 4
Hand broomsqty 2
Dustpan and brushqty 2
Mop setsqty 2

Other

Competition formsqty 40
Markersqty 12
Pensqty 20
Clipboardsqty 6
Prize trophiesqty 3

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the contest. Use the final participant list to assign start numbers and create the match schedule, rather than making pairings on the day.
Write the competition rules before invitations go out. Include entry requirements, judging criteria, cooking time, allergen information and what happens if a participant arrives late.
Prepare the meat and marinades the day before where possible. Keep raw meat chilled, use separate cutting boards and utensils, and portion the satay before marinating so each competitor receives the right amount.
Count barbecue stations, gas cylinders, coolers, tables and power equipment before shopping. Check that every barbecue has the required fuel and that extension cords and power strips can reach the coffee machines safely.
Finish the venue setup before participants arrive. Allow time for tents, seating, competition tables, the jury table, barbecue zones and decorations; keep the judging area separate from raw-food preparation.

Frequently asked questions

How far in advance should I send satay contest invitations?: Send invitations at least 3 to 4 weeks before the contest. Set the registration deadline 7 days before the event so you can collect dietary requirements, confirm judges and publish the final schedule.
When should satay meat be marinated for a contest?: Marinate the meat for several hours or overnight, depending on the recipe. Prepare and portion it the day before, then keep it refrigerated until it is taken to the barbecue area.
How many judges do I need for a satay contest?: Use at least 2 judges for a small contest and 3 or more when there are many entries. Confirm them before the participant list is finalized, so judging remains independent and the scoring can be completed on schedule.
When should the barbecue stations be set up?: Set up the barbecue zones before participants arrive, ideally 1 to 2 hours before the first round. Check fuel, safe spacing, work tables, utensils and food cooling equipment during setup.

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.