Steak competition checklist and planning order

A steak competition needs more than good meat and hot BBQs. You have to lock the format, registrations, dietary requirements and judging before ordering groceries or assigning start numbers. On the day, keep meat refrigerated, separate judging from cooking areas, and make temperature checks part of the process. This checklist puts the work in a practical order, from the first planning decisions to serving sides and clearing the site.

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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

Set competition format
2 people
Invite participants
2 people
Process registrations
Collect dietary requirements
Confirm judges
Create participant groups
2 people
Assign start numbers
Print competition rules
Print the jury forms
Order groceries
Check the BBQs and coolers
2 people
Set out game materials
2 people
Pick up groceries
2 people
Store meat refrigerated
2 people
Prepare sauces and side dishes
3 people
Check the venue
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Position BBQs safely
3 people
Place fuel and fire extinguishers
2 people
Hang lighting
2 people
Set up the registration table
2 people
Set up judges' table
2 people
Chill drinks
2 people
Serve the side dishes
3 people

Event

Receive participants
3 people
Hand out race numbers
2 people
Explain the competition rules
Hand out meat and ingredients
4 people
Light the BBQs
4 people
Supervise the competition
4 people
Refill drinks
2 people
Remove waste regularly
2 people
Coordinate the jury tasting
3 people
Serve the audience and participants
4 people
Process the results
2 people
Announce the winners

Aftercare

Chill leftovers safely
3 people
Let the BBQs cool down
2 people
Collect tableware
3 people
Clear tables and chairs
4 people
Collect waste
3 people
Clean the venue
3 people
Wash dishes
3 people
Store materials dry
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Chairsqty 50
Buffet tablesqty 3
Judges' table

Tableware

Reusable platesqty 60
Reusable bowlsqty 50
Reusable glassesqty 80
Knivesqty 60
Forksqty 60
Pliersqty 12

Equipment

Gas barbecuesqty 6
Probe thermometersqty 8
Coolersqty 6
Extension cordsqty 4
Handheld microphone

Kitchen

Cutting boardsqty 10
Chef and serving knivesqty 12
Mixing bowlsqty 8
Measuring cupsqty 4
Aluminum traysqty 20
Kitchen scalesqty 4
Aluminum foilqty 4
Cling filmqty 4

Decorations

Race numbersqty 20
Scorecardsqty 30
Pen setsqty 10
Prizesqty 3

Lighting

String lightsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 4
Broom setsqty 3
Fire extinguishersqty 2

Catering

Groceries

Tips

Set the competition format before inviting participants. Decide how entries, groups, start numbers and judging will work early enough to print rules and scorecards before the event.
Close registrations before ordering groceries. Use the final participant count and collected dietary requirements to calculate meat, sauces, side dishes, plates and drinks rather than buying by guesswork.
Keep the meat refrigerated from pickup until it is ready to cook. Prepare coolers in advance and use probe thermometers so food temperatures are checked instead of estimated.
Create separate working zones for registration, judges, BBQs and serving. Position gas BBQs safely, keep fuel and fire extinguishers nearby, and route extension cords away from cooking and walking areas.
Build in time for setup before the first start number is called. Tables, chairs, tents, lighting, chilled drinks, jury forms and pen sets are easy to overlook when the cooking schedule gets tight.

Frequently asked questions

How far in advance should I organise a steak competition?: Start planning at least 3 to 4 weeks ahead. Use the first week to set the format and invite participants, then close registrations early enough to order groceries, confirm judges and print the rules and jury forms.
How much steak should I buy for a steak competition?: Base the quantity on the number of participants and the entry format, not on a general party estimate. Finalise the portions after registrations close, then add a small buffer for trimming, handling and judging samples.
When should I pick up and refrigerate the meat?: Pick it up as close to the event as practical, ideally on the same day or the day before. Put it straight into refrigeration or prepared coolers and keep it cold until each group is ready to cook.
What should be ready before the first steak is cooked?: Allow at least 60 to 90 minutes for site setup. BBQs, tables, judges' materials, start numbers, safe fuel placement, fire extinguishers, chilled drinks and registration should all be checked before cooking begins.

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