Spring barbecue checklist: what to arrange and when

A spring barbecue needs more than food and a grill. You need a clear guest count, dietary information, sheltered seating, chilled drinks and a safe setup for cooking outdoors. Work through the plan in stages: confirm guests first, shop in two rounds, then set up the site before people arrive. This checklist also helps you spot the details that are often left until the last minute, such as lighting, handwashing and enough serving equipment.

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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
Check the weather forecast
Determine the final number of guests
Confirm reservations
Reserve BBQs
Check the shopping list
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Marinate meat and vegetables
2 people
Prepare salads
2 people
Set out bread and sauces
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Position BBQs safely
2 people
Hang up decorations
2 people
Set up lighting
2 people
Set up buffet
3 people
Set out tableware and cutlery
2 people
Set up the drinks station
2 people
Place waste stations
Set up handwashing station

Event

Light the BBQs
2 people
Welcome guests
2 people
Serve drinks
2 people
Refill snacks
2 people
Grill meat and vegetables
3 people
Serve barbecue dishes
2 people
Refill drinks
Restock the buffet and salads
2 people
Serve coffee and tea
Empty waste bins periodically
Serve the last round
2 people

Aftercare

Chill leftovers safely
2 people
Turn off the BBQs
2 people
Collect tableware
3 people
Collect waste
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes
2 people
Clean the venue
3 people
Empty and clean coolers
2 people
Return materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 40
Beer tablesqty 3
Buffet tablesqty 2
Tablecloth clipsqty 24

Tableware

Reusable platesqty 45
Reusable bowlsqty 45
Cutlery setsqty 45
Drinking glassesqty 50
Coffee cupsqty 30
Serving plattersqty 8
Serving spoonsqty 8

Equipment

Barbecueqty 2
Coolersqty 4
Thermos flasksqty 3
Extension cordsqty 2
Power stripsqty 2

Kitchen

Grill tongsqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Aluminum traysqty 20
Food storage containersqty 12
Kitchen scalesqty 2

Decorations

Table runnersqty 8
Buntingqty 4
Flower arrangementsqty 6
Menusqty 6

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Waste binsqty 4
Hand soap dispensersqty 2
Microfiber clothsqty 8
Washing-up tubsqty 2

Catering

Groceries

Tips

Send invitations early enough to collect registrations and dietary requirements before you shop. Finalise the guest count before buying fresh food, so salads, meat and vegetables are based on a known number.
Shop for non-perishable items first, then buy fresh groceries close to the barbecue. Leave enough time to marinate meat and vegetables, prepare salads and chill drinks before guests arrive.
Check the weather forecast several days ahead and again on the day. If rain or cool temperatures are likely, build the party tents early and make sure tables and chairs fit underneath them.
Set up the BBQs on a stable surface away from tents, decorations and guest traffic. Put the buffet, drinks station and waste stations in separate places so queues do not form around the grills.
Do not leave lighting and hygiene until the end. Hang string lights before dusk, set out tableware and serving utensils, and provide a handwashing station before the first food is served.

Frequently asked questions

How far in advance should I plan a spring barbecue?: Start invitations and registrations at least 2 to 3 weeks before the barbecue. Confirm the final guest count and dietary requirements 3 to 5 days beforehand, then buy fresh groceries shortly before the event.
When should I check the weather for a spring barbecue?: Check the forecast 5 to 7 days ahead so you can arrange party tents and seating. Check again on the morning of the barbecue before building the final layout and positioning the BBQs.
How much food and drink should I prepare for a spring barbecue?: Use the confirmed guest count as the basis for shopping rather than estimating from invitations. For drinks, plan around 2 to 3 per person for the first hour, then adjust for the event length and the weather.
How early should I set up a spring barbecue?: Allow at least 2 to 3 hours for tents, tables, chairs, lighting, buffet setup and the drinks station. Start food preparation early enough that marinated ingredients, salads and chilled drinks are ready before guests arrive.

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.