Square barbecue checklist: what to arrange and when

A square barbecue needs more planning than buying meat and lighting the coals. You need to confirm the square and barbecue equipment, collect registrations and dietary requirements, and set quantities before shopping. On the day, chilled food, safe barbecue placement, covered seating and clearly marked waste stations prevent most last-minute problems. This checklist puts the work in order, from booking and invitations to preparation, setup and cleanup.

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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

Check the venue and square
Reserve barbecue
Reserve a party tent
Send invitations
Process registrations
Collect dietary requirements
Set the menu and quantities
2 people
Check the weather forecast
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Check stock
2 people
Store meat refrigerated
2 people
Wash vegetables
2 people
Cut vegetables
3 people
Prepare salads
3 people
Portion the sauces
2 people
Sort tableware
2 people
Prepare waste stations
Clear and clean the square
3 people
Set up party tent
4 people
Set up tables and chairs
4 people
Set up the barbecue area safely
2 people
Dress the buffet tables
2 people
Hang decorations
2 people
Hang lighting
2 people
Chill drinks
2 people
Set up the buffet and drinks table
3 people

Event

Light the barbecues
2 people
Welcome guests
2 people
Serve snacks
2 people
Prepare first grilling round
3 people
Serve barbecue dishes
3 people
Refill drinks
2 people
Restock the buffet
2 people
Empty waste stations
2 people
Serve dessert and coffee
2 people
Extinguish the barbecue fire
2 people
See off guests
2 people

Aftercare

Clear away food and drinks safely
3 people
Collect and sort waste
3 people
Take down tables and chairs
4 people
Take down the party tent
4 people
Wash dishes
3 people
Clean the barbecues
2 people
Sweep and clean the square
3 people
Remove decorations and lighting
2 people
Return materials
2 people
Store leftover food
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Buffet tablesqty 3
Folding chairsqty 45
Tableclothqty 9

Tableware

Reusable platesqty 50
Reusable bowlsqty 45
Drinking glassesqty 60
Coffee cupsqty 40
Cutlery setsqty 50
Serving plattersqty 12
Serving tongsqty 8

Equipment

Charcoal barbecuesqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Digital meat thermometersqty 2

Kitchen

Chef's knivesqty 4
Cutting boardsqty 6
Mixing bowlsqty 6
Grill tongsqty 6
Aluminum grill traysqty 8
Storage binsqty 12

Decorations

Buntingqty 6
Table decorationsqty 9

Lighting

String lightsqty 4
LED lampsqty 8
Extension cordsqty 3

Safety

Fire extinguishersqty 2
Fire blanketsqty 2
First aid kits

Cleaning

Waste binsqty 6
Bucketsqty 3
Broom setsqty 3
Mopsqty 2
Cleaning clothsqty 12
Washing-up basinsqty 3

Catering

Groceries

Tips

Confirm the square, barbecue and party tent before sending invitations. Check access, available power, shelter options and where the barbecue can be placed safely.
Set the menu and quantities after registrations close, then allow for dietary requirements. Do the shopping close enough to the event to keep meat refrigerated, and use coolers for transport or outdoor storage.
Prepare vegetables, salads and sauces before guests arrive, but keep meat chilled until it is needed. Portioning sauces and sorting reusable tableware in advance saves space and avoids queues at the buffet.
Set up the barbecue area separately from tables, chairs and the party tent. Keep fire extinguishers and fire blankets immediately accessible, and check extension cords and lighting before it gets dark.
Create waste stations before the first plate is served and plan cleanup before the event starts. Clear food, tableware and decorations in stages so the square can be left clean rather than dealt with all at once.

Frequently asked questions

How far in advance should I organise a square barbecue?: Book the square, barbecue and party tent at least 4 to 6 weeks ahead. Send invitations as soon as those arrangements are confirmed, and close registrations about 10 to 14 days before the barbecue so you can set quantities and handle dietary requirements.
How much food should I buy for a square barbecue?: Base the menu on confirmed registrations, then add roughly 10% extra for appetites, seconds and unexpected guests. Set the quantities only after you know the number of adults, children and guests with dietary requirements.
When should I prepare the barbecue food?: Wash and cut vegetables, prepare salads and portion sauces on the day of the barbecue or the evening before, depending on the recipe. Keep meat refrigerated until cooking and do not leave perishable food at room temperature for more than 2 hours.
How early should I set up the square barbecue?: Start setup at least 3 hours before guests arrive. This allows time to erect the party tent, place tables and chairs, arrange the buffet, check lighting and position the barbecue safely before food preparation and serving begin.

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