Sponsor barbecue shopping list

A sponsor barbecue needs more than meat and a grill. Plan food and drinks around the final guest count, then check that you have enough plates, glasses, cutlery and serving dishes for the buffet. Keep meat refrigerated until cooking, chill drinks in coolers and arrange a safe gas barbecue area before guests arrive. Tents, tables, chairs, lighting and a coffee station are easy to overlook, especially when the barbecue runs into the evening.

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What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Folding chairsqty 55
Buffet tableqty 3
High tablesqty 4
Tableclothqty 9

Tableware

Dinner platesqty 60
Dessert platesqty 60
Glassesqty 100
Coffee cupsqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 12

Equipment

Gas barbecueqty 2
Gas cylindersqty 4
Coolersqty 4
Coffee makerqty 2
Kettlesqty 2
Bluetooth speakerqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Grill tongsqty 6
Aluminum traysqty 12
Serving plattersqty 12
Measuring cupsqty 2

Decorations

Buntingqty 6
Balloonsqty 50
Flower arrangementsqty 6

Lighting

String lightsqty 6
LED lampsqty 12

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Cleaning clothsqty 12
Dish brushesqty 3

Catering

Groceries
- Beef burgers - 60 pieces
- Chicken skewers - 50 pieces
- Pork satay - 50 pieces
- Barbecue sausages - 50 pieces
- Vegetarian burgers - 15 pieces
- Vegetarian vegetable skewers - 20 pieces
- Hamburger buns - 60 pieces
- Bread rolls - 60 pieces
- Garlic baguettes - 8 pieces
- Iceberg lettuce - 4 heads
- Tomatoes - 4 kilogram
- Cucumbers - 3 kilograms
- Peppers - 3 kilograms
- Red onions - 2 kilograms
- Mushrooms - 2 kilogram
- Corn cobs - 30 pieces
- Potatoes - 6 kilograms
- Pasta salad - 4 kilograms
- Raw vegetables - 3 kilograms
- Fruit salad - 4 kilograms
- Feta - 1 kilogram
- Shredded cheese - 1 kilogram
- Butter - 500 grams
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 2 liters
- Barbecue sauce - 2 liters
- Chili sauce - 1 liter
- Olive oil - 1 liter
- Salt - 500 grams
- Pepper - 250 gram
- Paprika powder - 250 gram
- Italian herbs - 2 jars
- Barbecue seasoning - 3 jars
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Peanuts - 2 kilograms
- Cookies - 4 packs
- Ice - 5 liters
- Apple pie - 4 pieces
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Ice tea - 5 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 5 liters
- Sugar - 1 kilogram
- Sweeteners - 2 boxes
- Lemons - 2 kilograms
- Ice cubes - 15 kilograms
- Barbecue charcoal - 4 bags
- Firelighters - 2 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Aluminum foil - 3 rolls
- Cling film - 2 rolls
- Napkins - 200 pieces
- Cocktail sticks - 2 boxes

Tips

Confirm the final guest number before shopping, then add a small buffer for drinks, plates and serving portions. Use the collected dietary requirements to separate suitable ingredients and prevent last-minute substitutions.
Allow two to three drinks per person for the first hour, then about one drink per person for each additional hour. Chill them in coolers before guests arrive instead of relying only on the refrigerator.
Keep raw meat refrigerated until it goes onto the barbecue, and use separate cutting boards, chef’s knives and serving platters for raw and cooked food. Never place cooked food back on a platter that held raw meat.
Set up the buffet with serving spoons, aluminum trays and sauces before lighting the barbecue. Portion desserts in advance so the dessert plates and cutlery are ready when the main meal is cleared.
Check the gas barbecue, gas cylinders, coffee maker, kettles and string lights at least one day ahead. Test the lighting and speaker, and leave enough clear space around the barbecue and party tents for safe movement.

Frequently asked questions

How much food do I need for a sponsor barbecue?: For a main meal, plan about 300 to 400 grams of food per adult, including meat, salads and side dishes. Add 10% extra when the final guest count is uncertain or guests are likely to stay for several hours.
How many drinks should I buy for a barbecue?: Plan two to three drinks per person for the first hour and one drink per person for every following hour. Buy extra water and non-alcoholic options when children, drivers or warm weather are expected.
How many plates, glasses and cutlery items do I need?: Provide at least two dinner plates, one dessert plate, two glasses and one complete set of knives, forks and spoons per guest. Add 10% spare tableware so replacements are available without interrupting service.
When should I shop for a sponsor barbecue?: Buy non-perishable supplies, tableware, decorations and gas at least 2 to 3 days ahead. Shop for meat and fresh vegetables the day before, then keep the meat refrigerated until preparation and cooking.

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