What you need for a schoolyard barbecue

A schoolyard barbecue needs more than food and a grill. Plan for serving, seating, cold storage, dietary requirements and a safe barbecue area before shopping. Use your registration numbers to calculate portions, then allow extra cups, plates and ice for late arrivals and warm weather. Check whether the school provides tables, power and cooking equipment before hiring or buying anything.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Buffet tablesqty 4
Beer tablesqty 4
Tablecloth clipsqty 24

Tableware

Reusable platesqty 80
Reusable bowlsqty 50
Reusable cupsqty 120
Cutlery setsqty 80
Serving spoonsqty 10
Small bowlsqty 12
Coffee cupsqty 40

Equipment

Barbecuesqty 3
Gas cylindersqty 3
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4

Kitchen

Cutting boardsqty 6
Chef and serving knivesqty 8
Grill tongsqty 6
Aluminum grill traysqty 12
Ice packsqty 24

Decorations

Buntingqty 8
Balloonsqty 100
Table signsqty 12
Allergen cardsqty 20

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 4
Broom and dustpanqty 3
Spongesqty 12

Safety

Fire extinguishersqty 2
Heat-resistant glovesqty 4

Catering

Groceries
- Hamburgers - 100 pieces
- Chicken skewers - 60 pieces
- Sausages - 60 pieces
- Vegetarian burgers - 20 pieces
- Vegetarian vegetable skewers - 20 pieces
- Burger buns - 100 pieces
- Hot dog buns - 60 pieces
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Iceberg lettuce - 8 pieces
- Tomatoes - 6 kilograms
- Cucumbers - 5 kilogram
- Bell peppers - 4 kilograms
- Red onions - 2 kilograms
- Corn on the cob - 60 pieces
- Potato salad - 8 kilograms
- Pasta salad - 8 kilograms
- Mixed salad - 6 kilograms
- Grated cheese - 3 kilogram
- Pickles - 4 jars
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Garlic sauce - 4 bottles
- Barbecue sauce - 4 bottles
- Mustard - 3 bottles
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Olive oil - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack bowls of nuts - 3 kilogram
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 10 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 6 liters
- Sugar - 2 kilograms
- Lemons - 2 kilograms
- Ice cubes - 20 kilograms
- Ice lollies - 100 pieces
- Napkins - 300 pieces
- Paper towels - 12 rolls
- Trash bags - 4 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Toilet paper - 24 rolls

Tips

Allow about 250–350 g of food per adult, including meat, vegetarian portions, salads and bread. Set aside clearly labelled vegetarian servings before the main barbecue starts.
Plan two to three drinks per person for the first hour, then one drink per hour. Fill coolers with ice packs before guests arrive and keep meat refrigerated until it is ready to cook.
Buy or collect at least one reusable plate, cup and cutlery set per guest, plus 10–15% extra. Extra tableware is easy to overlook when registrations change at the last minute.
Provide one serving spoon or set of tongs for each salad, sauce and side dish. Keep allergen cards beside the relevant dishes rather than relying on verbal explanations.
Check the forecast two days before the barbecue and again on the morning itself. Party tents, tablecloth clips, extension cords and LED lighting are commonly needed when the weather changes or the event runs late.

Frequently asked questions

How much food do I need for a schoolyard barbecue?: Allow 250–350 g of food per adult in total, including meat, vegetarian portions, salads and bread. For children, plan roughly 150–250 g each, depending on age and the length of the event.
How many drinks should I buy for a school barbecue?: Plan two to three drinks per person for the first hour, followed by one drink per person per hour. Add extra water for warm weather and keep chilled supplies in coolers with ice packs.
How much disposable or reusable tableware do I need?: Prepare one plate, bowl, cup and cutlery set per registered guest, then add 10–15% extra. Provide separate serving spoons and small bowls for sauces, salads and toppings.
When should I check barbecue supplies and dietary requirements?: Confirm registrations and dietary requirements at least 3–5 days before shopping. Check chilled supplies, gas cylinders, coolers and the weather forecast again on the day before the barbecue.

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