Scout barbecue checklist: what to arrange and when

A scout barbecue needs more than meat, a grill and a few tables. You need a reliable headcount, dietary information, enough serving equipment and a setup plan that keeps food, guests and fire safety organised. Start with registrations and equipment reservations, then shop and prepare food close to the event. On the day, allow time for tents, tables, lighting, the buffet and a separate reception desk before guests arrive. Use this checklist to keep the 42 tasks in the right sequence.

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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
Update attendance list
Check the shopping list
2 people
Reserve barbecue
Reserve extra tables
Do the shopping
3 people
Chill the drinks
2 people
Check meat and vegetables
2 people
Store diet products separately
2 people
Prepare marinades
2 people
Wash and cut vegetables
3 people
Prepare salads
2 people
Set out bread and side dishes
2 people
Clean grounds and kitchen
3 people
Set up tents
4 people
Set up tables and chairs
4 people
Hang up decorations
2 people
Set up the barbecue
3 people
Check fire safety
2 people
Set up the buffet and drinks table
3 people
Lay out crockery and cutlery
2 people
Hang lighting
2 people
Set up the reception desk
2 people

Event

Welcome guests
2 people
Serve drinks
2 people
Light the barbecue
2 people
Barbecue
4 people
Restock the buffet
2 people
Refill drinks
2 people
Collect trash and empty bottles
2 people
Serve coffee and tea
2 people
See off guests
2 people

Aftercare

Safely extinguish barbecue
2 people
Clear tables and chairs
4 people
Take down tents and decorations
4 people
Wash the dishes and kitchenware
3 people
Clean grounds and kitchen
4 people
Take out the trash
2 people
Clean the barbecue
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Waste binsqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 80
Cutlery setsqty 50
Serving spoonsqty 8
Small bowlsqty 12
Pitcherqty 4

Equipment

Barbecueqty 2
Coolersqty 4
Coffee maker
Kettle
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Barbecue tongsqty 4
Barbecue brushesqty 2
Aluminum grill traysqty 6
Ice packsqty 12
Thermos flasksqty 3

Cleaning

Washing-up basinsqty 3
Dish brushesqty 3
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Work glovesqty 6

Lighting

String lightsqty 4
Battery lanternsqty 4

Decorations

Buntingqty 4
Tableclothsqty 6

Catering

Groceries

Tips

Close registrations before you finalise shopping quantities. Update the attendance list and dietary requirements together, then store diet-specific products separately during preparation and serving.
Reserve the barbecue, extra tables and party tents early, and check that you also have coolers, serving tables, waste bins and enough reusable plates, bowls, cups and cutlery for the final headcount.
Do the shopping after the registrations are processed. Chill drinks before guests arrive, and prepare marinades, salads and cut vegetables close enough to the event that they remain fresh.
Build setup time into the day: allow at least 90 minutes for tents, tables, chairs, lighting, decorations, the reception desk, buffet and drinks table. Put crockery and serving utensils out before the first guests arrive.
Treat the barbecue as a separate safety job. Check fire safety before lighting it, keep barbecue tools and grill trays ready, and leave time afterward to clean the grounds, kitchen and washing-up area.

Frequently asked questions

How far in advance should I organise a scout barbecue?: Send invitations and open registrations at least 3 to 4 weeks before the barbecue. Close registrations several days before shopping so you can confirm attendance and dietary requirements.
How much setup time does a scout barbecue need?: Plan for at least 90 minutes of setup before guests arrive. A larger group may need 2 hours, especially when party tents, lighting, a reception desk and separate buffet and drinks tables are involved.
When should I prepare food for a scout barbecue?: Prepare marinades, salads and cut vegetables on the day or the evening before, depending on the recipe and storage space. Chill drinks several hours beforehand and keep diet-specific products separate throughout preparation.
What equipment do I need for a scout barbecue?: Plan for one barbecue, coolers, tables, chairs, serving tables, reusable tableware, barbecue tongs, grill brushes, cutting boards, knives and grill trays. Also check extension cords, lighting, washing-up supplies and waste bins before the event day.

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.