What you need for a staff barbecue

A staff barbecue needs more than meat, charcoal and a few drinks. Plan food and drinks for the final attendee list, then add separate options for dietary requirements and vegetarian guests. You will also need enough reusable tableware, serving equipment, coolers and preparation tools to keep food safe and service moving. Check deliveries and the weather before buying or collecting larger items such as party tents, tables, chairs and lighting.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Buffet tablesqty 3
Waste binsqty 4

Tableware

Reusable platesqty 60
Reusable bowlsqty 50
Reusable glassesqty 80
Coffee cupsqty 30
Cutlery setsqty 60
Serving plattersqty 12
Serving spoonsqty 8
Pliersqty 6
Serving jugsqty 4

Equipment

Barbecuesqty 2
Coolersqty 4
Bluetooth speaker
Extension cordsqty 2
Power stripsqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Aluminum traysqty 12
Kitchen tongsqty 4
Meat thermometersqty 2

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 50

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Hand soap dispensersqty 3
Washing-up tubsqty 3
Spongesqty 6
Dishclothsqty 12
Hand broomsqty 2
Can openersqty 2

Catering

Groceries
- Beef burgers - 50 pieces
- Beef sausages - 40 pieces
- Chicken skewers - 40 pieces
- Chicken burgers - 20 pieces
- Vegetarian burgers - 15 pieces
- Vegetarian skewers - 15 pieces
- Hamburger buns - 60 pieces
- Hot dog buns - 45 pieces
- Baguettes - 10 pieces
- Herb butter - 6 tubs
- Potato salad - 5 kilograms
- Pasta salad - 5 kilograms
- Raw vegetable salad - 4 kilogram
- Mixed green salad - 3 kilograms
- Baby potatoes - 5 kilograms
- Corn cobs - 30 pieces
- Bell peppers - 20 pieces
- Zucchini - 8 pieces
- Mushrooms - 2 kilogram
- Red onions - 2 kilograms
- Tomatoes - 3 kilograms
- Cucumbers - 6 pieces
- Lettuce - 6 heads
- Pickles - 3 jars
- Grated cheese - 2 kilogram
- Sliced cheddar - 3 packs
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Barbecue sauce - 3 bottles
- Garlic sauce - 3 bottles
- Chili sauce - 2 bottles
- Olive oil - 2 bottles
- Sunflower oil - 1 bottle
- Salt - 1 tin
- Black pepper - 1 canister
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Italian herbs - 1 canister
- Lemons - 10 pieces
- Still water - 60 bottles
- Sparkling water - 30 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Lemonade - 8 bottles
- Non-alcoholic beer - 24 bottles
- Pilsner - 120 bottles
- Rosé - 8 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 kilogram
- Ice cubes - 15 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Peanuts - 3 bags
- Watermelons - 3 pieces
- Grapes - 3 kilograms
- Apples - 30 pieces
- Brownies - 50 pieces
- Marshmallows - 3 bags
- Wooden skewers - 100 pieces
- Aluminum foil - 3 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Liquid hand soap - 3 bottles
- Napkins - 200 pieces
- Barbecue charcoal - 20 kilogram
- Firelighters - 2 boxes

Tips

Buy meat, vegetables and vegetarian products only after registrations close, then add a small buffer rather than guessing from invitations. Keep vegetarian products packaged separately from meat during transport and preparation.
Plan two to three drinks per person for the first hour, then one drink per person per hour. Use coolers with enough capacity to keep drinks cold while a separate cooler or refrigerated space protects raw meat.
Allow one plate, bowl, glass and cutlery set per guest, plus at least 10% extra for replacements. Add separate coffee cups, serving platters, serving spoons and serving jugs so guests are not sharing items between dishes.
For each barbecue, prepare a cutting board, chef’s knife, kitchen tongs, mixing bowls, aluminum trays and a meat thermometer. Bring separate utensils for raw and cooked food and check meat temperatures before serving.
Do not leave tents, tables, chairs, extension cords or lighting until the event day. Confirm deliveries at least 48 hours ahead, and check the weather forecast before deciding how much covered seating and lighting you need.

Frequently asked questions

How much food do I need for a staff barbecue?: For a main meal, plan roughly 300–400 g of food per adult, including meat, vegetarian products, salads and vegetables. Base the final quantities on confirmed registrations and dietary requirements, then add about 10% for late changes and second portions.
How many drinks should I buy for a staff barbecue?: Allow two to three drinks per person for the first hour, followed by one drink per person per hour. Provide water and non-alcoholic options for the full event, and keep chilled drinks in coolers before guests arrive.
How much tableware do I need for a staff barbecue?: Buy or collect one reusable plate, bowl, glass and cutlery set per guest, plus at least 10% extra. For 50 guests, that means 55 of each frequently used item, unless you have a reliable washing system during the event.
When should I buy supplies for a staff barbecue?: Buy dry goods, tableware and setup equipment several days in advance. Purchase fresh meat and vegetables as close to the event as practical, keep meat refrigerated, and confirm deliveries at least 48 hours beforehand.

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