What you need for a school barbecue

A school barbecue needs more than meat and charcoal. Use the guest count and dietary registrations to work out portions, then prepare separate vegetarian food and keep everything chilled until it reaches the barbecue. This checklist covers the serving equipment, coolers, kitchen tools and table supplies that are easy to overlook. Buy drinks early enough to refrigerate them, and check power needs before bringing coffee machines, kettles or lighting.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Drink tablesqty 2
Tableclothsqty 10

Tableware

Reusable platesqty 75
Reusable bowlsqty 30
Reusable cupsqty 100
Reusable cutleryqty 100
Serving spoonsqty 10
Small bowlsqty 12

Equipment

Barbecuesqty 3
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakersqty 2

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Pliersqty 6
Brushesqty 3
Measuring cupsqty 3
Aluminum traysqty 12
Storage binsqty 12
Ice packsqty 24

Decorations

Buntingqty 6
Balloonsqty 80
Balloon pumpsqty 2

Lighting

String lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 8
Bucketsqty 4
Floor squeegeesqty 2
Broom setsqty 3
Spongesqty 12
Dish brushesqty 4

Catering

Groceries
- Hamburgers - 70 pieces
- Bratwursts - 70 pieces
- Chicken skewers - 60 pieces
- Vegetarian burgers - 25 pieces
- Vegetarian skewers - 25 pieces
- Hamburger buns - 75 pieces
- Hot dog buns - 75 pieces
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Chicken satay - 4 kilograms
- Ground beef - 5 kilogram
- Bratwursts - 5 kilograms
- Vegetarian meatballs - 2 kilogram
- Courgettes - 3 kilograms
- Peppers - 3 kilograms
- Mushrooms - 2 kilogram
- Red onions - 2 kilograms
- Corn on the cob - 30 pieces
- Iceberg lettuce - 8 heads
- Tomatoes - 4 kilogram
- Cucumbers - 3 kilograms
- Red bell peppers - 2 kilogram
- Potatoes - 8 kilograms
- Arugula - 6 bags
- Feta cheese - 1 kilogram
- Pasta salad - 5 kilograms
- Potato salad - 5 kilograms
- Coleslaw - 4 kilograms
- Corn - 12 cans
- Kidney beans - 8 cans
- Pickles - 4 jars
- Fried onions - 4 bags
- Ketchup - 4 bottles
- Mayonnaise - 4 jars
- Mustard - 3 bottles
- Barbecue sauce - 4 bottles
- Garlic sauce - 4 bottles
- Satay sauce - 3 kilograms
- Olive oil - 2 bottles
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Fruit juice - 8 packs
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 6 liters
- Oat milk - 4 liters
- Ice cubes - 20 kilograms
- Popsicles - 80 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salsa dip - 6 jars
- Peanuts - 3 kilograms
- Watermelons - 4 pieces
- Grapes - 4 kilograms
- Apples - 40 pieces
- Lemons - 2 kilograms
- Coffee filters - 2 packs
- Napkins - 500 pieces
- Aluminum foil - 4 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Sponges - 12 pieces
- Barbecue fire starters - 4 boxes
- Charcoal - 30 kilograms

Tips

Plan food from the confirmed registrations, not the number of invitations. Keep vegetarian portions separate and label them before the barbecue starts so they are not served accidentally with meat utensils.
Allow two to three drinks per person for the first hour, then about one drink per person for each additional hour. Chill drinks in advance and fill the coolers with ice packs on the day.
Prepare salads and cut vegetables in advance, but keep them refrigerated until serving. Bring cutting boards, a chef’s knife, serving spoons and small bowls so preparation does not depend on the venue’s kitchen.
Count one reusable plate, bowl, cup and set of cutlery per guest, plus roughly 10% extra for dropped or dirty items. Add serving spoons and aluminum trays for food that must stay separate or be moved safely.
Check the barbecue, extension cords and power strips at least one day beforehand. Coffee machines, kettles, speakers and lighting may need more sockets than the venue provides, so test the setup before guests arrive.

Frequently asked questions

How much food do I need for a school barbecue?: Base the shopping list on the confirmed guest count and the number of vegetarian portions. As a practical starting point, plan about 250–350 grams of main food per adult, with separate vegetarian portions and bread or side dishes alongside it.
How many drinks should I buy for a school barbecue?: Allow two to three drinks per person for the first hour, followed by about one drink per person for every additional hour. Buy and refrigerate the drinks at least 24 hours before the event when possible.
How many plates and cups do I need for a school barbecue?: Provide one reusable plate, bowl, cup and cutlery set per registered guest, plus 10% extra. For 50 guests, that means 55 of each item if you want a buffer for replacements.
When should I prepare food for a school barbecue?: Marinate meat and prepare salads or vegetables on the day before or the morning of the barbecue, depending on the recipe. Keep prepared food refrigerated until serving and fill the coolers immediately before guests arrive.

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