School barbecue shopping list

Planning a school barbecue means buying more than meat and drinks. You also need separate vegetarian food, sauces and salads, serving equipment, reusable tableware, cooling capacity and supplies for registration. Use your final guest list and dietary requirements to calculate quantities before shopping. Check borrowed equipment at least a week ahead, especially barbecues, tables, coolers, power cables and tents, so missing items can still be arranged.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Beer table setsqty 8
Folding chairsqty 70
Buffet tablesqty 4
Clothes racksqty 2

Tableware

Reusable platesqty 80
Reusable bowlsqty 80
Reusable cupsqty 120
Cutlery setsqty 80
Serving tongsqty 12
Serving spoonsqty 8

Decorations

Buntingqty 8
Tableclothsqty 12
Menu boardsqty 6
Name card holdersqty 4

Equipment

Barbecuesqty 3
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Portable speaker
Power stripsqty 4
Extension cordsqty 3
Meat thermometersqty 3

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 12
Measuring cupsqty 3
Bottle openersqty 4

Cleaning

Bucketsqty 4
Broom setsqty 3
Mopsqty 3

Lighting

LED string lightsqty 4

Catering

Groceries
- Hamburgers - 70 pieces
- Chicken skewers - 60 pieces
- Sausages - 70 pieces
- Vegetarian burgers - 25 pieces
- Vegetarian skewers - 25 pieces
- Hamburger buns - 80 pieces
- Bread rolls - 60 pieces
- Garlic baguettes - 12 pieces
- Baby potatoes - 8 kilograms
- Corn on the cob - 60 pieces
- Bell peppers - 20 pieces
- Zucchini - 10 pieces
- Mushrooms - 4 kilogram
- Mixed salad - 5 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 6 kilograms
- Red onions - 2 kilograms
- Potato salad - 5 kilograms
- Pasta salad - 5 kilograms
- Coleslaw - 4 kilograms
- Grated cheese - 2 kilogram
- Cheddar slices - 80 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Chili sauce - 2 bottles
- Olive oil - 3 bottles
- Sunflower oil - 2 bottles
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 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
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 2 kilograms
- Cookies - 6 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack tomatoes - 3 kilograms
- Grapes - 4 kilograms
- Popsicles - 80 pieces
- Lemons - 12 pieces
- Coffee cups - 100 pieces
- Charcoal - 20 kilograms
- Firelighters - 2 boxes
- Aluminum foil - 4 rolls
- Baking paper - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Napkins - 400 pieces
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Toilet paper - 24 rolls

Tips

Plan food from the final guest list, not the number originally invited. Keep vegetarian portions separate from meat, and prepare an allergen list before buying sauces, marinades, salads and packaged foods.
Allow two to three drinks per person for the first hour, then about one drink per hour. Add extra water for warm weather and use coolers so drinks stay cold while the barbecue is running.
Count reusable plates, bowls, cups and cutlery against the confirmed attendance, then add at least 10% spare. School groups often need replacements when items are dropped or used at the wrong serving table.
Check barbecue capacity before shopping for food. If several classes eat at once, you may need multiple barbecues, enough serving tongs and platters, and meat thermometers so cooked food can be checked without guessing.
Arrange non-food supplies at least one week before the event. Confirm tables, benches, chairs, tents, lighting, extension cords and power strips, and keep bottle openers, name badges and menu boards at the registration point.

Frequently asked questions

How much food do I need for a school barbecue?: Use the confirmed guest list and plan roughly 250–350 g of barbecue food per person, depending on age and side dishes. Keep vegetarian and allergy-safe portions separate and add 10% spare food for unexpected guests or dropped portions.
How many drinks should I buy for a school barbecue?: Plan two to three drinks per person for the first hour, then one drink per person per hour. Include water as well as other drinks, and provide enough cooler space to keep the first round cold.
How many plates and cups do I need for a school barbecue?: Count one plate, bowl, cup and cutlery set per guest, then add at least 10% spare. For 100 guests, that means preparing at least 110 of each reusable item.
When should I arrange equipment for a school barbecue?: Confirm borrowed or hired equipment at least one week before the barbecue. Recheck deliveries and inspect barbecues, tables, tents, coolers, lighting and power cables two to three days before the event.

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