Summer party checklist: what to arrange and when

A summer party needs more than food and drinks. You need to confirm the venue, count guests, plan dietary requirements, arrange shelter and check power before the day itself. This checklist puts the work in a practical order, from invitations and quantities to setting up tables, barbecues, lighting, the buffet and waste points. Use it to spot the details people often leave until the last minute, especially chilled drinks, toilet facilities and safe cable placement.

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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
Arrange venue confirmation
Reserve barbecues
Set the menu and quantities
2 people
Make a shopping list
Check furniture and materials
2 people
Buy non-perishable groceries
2 people
Collect materials
2 people
Chill drinks
2 people
Sort decorations
2 people
Label stock and dietary requirements
2 people
Inspect venue
2 people
Pick up groceries
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Place barbecues safely
2 people
Connect power and lighting
2 people
Test Sound System
2 people
Hang decorations
3 people
Set up the buffet and bar
3 people
Prepare salads and snacks
3 people
Check toilet and handwashing area
Set up stock and waste points
2 people

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Refill drinks
2 people
Refill snacks
2 people
Light the barbecue
2 people
Prepare barbecue dishes
3 people
Serve barbecue dishes
3 people
Keep the buffet and tables tidy
2 people
Collect waste
2 people
Serve the last drinks round
2 people
See off guests
2 people

Aftercare

Extinguish and cool the barbecues
2 people
Store food and drinks safely
2 people
Collect tableware and glasses
3 people
Clean up the venue
4 people
Wash the dishes and kitchenware
3 people
Wipe down tables and chairs
2 people
Take down party tents
4 people
Remove decorations
2 people
Take waste to the collection point
2 people
Store materials clean and dry
2 people
Return borrowed materials
2 people
Leave venue clean
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Beer tablesqty 4
Tableclothsqty 8

Tableware

Reusable platesqty 70
Reusable glassesqty 100
Coffee cupsqty 50
Reusable cutleryqty 70
Serving plattersqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 6
Serving spoonsqty 4
Thermos flasksqty 4
Aluminum grill traysqty 6
Meat thermometersqty 2

Equipment

Barbecuesqty 2
Coolersqty 4
Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3
Cooler cratesqty 4

Lighting

String lightsqty 4
Battery lanternsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Tapeqty 4
Table décorqty 8

Sports equipment

Traditional Dutch gamesqty 4
Footballsqty 2
Mikadoqty 2

Cleaning

Waste binsqty 6
Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Hand brushes and dustpanqty 2
Mopsqty 2

Safety

First aid kit
Fire blanketqty 2

Catering

Groceries

Tips

Set the guest deadline before you calculate food and drink quantities. Process registrations as they arrive and record dietary requirements in one list so labels can be prepared before the buffet opens.
Confirm the venue and inspect it before party day. Check where tents, tables, barbecues, power cables, toilets and handwashing facilities will go; a layout problem is much harder to solve once guests arrive.
Plan the setup in zones: seating, buffet, bar, barbecue, games and waste. Put tables and chairs in place before decorating, and keep barbecues away from tents, cables and busy walkways.
Chill drinks early enough for the first serving. Label stock and dietary requirements, and keep serving platters, tongs, spoons and cutting boards with the food they are meant for rather than searching for them during service.
Test the sound system, microphone, power strips and lighting before guests arrive. Keep extension cords out of walking routes, and use battery lanterns or string lights for areas that will still be used after sunset.

Frequently asked questions

How far in advance should I send summer party invitations?: Send invitations about 3 to 4 weeks before the party. Set a registration deadline at least 7 days before the event so you can finalise food quantities, dietary requirements, seating and drink stock.
How much food and drink do I need for a summer barbecue party?: Use the confirmed guest count as your starting point, then add roughly 10% extra food for a mixed group. For drinks, plan 2 to 3 drinks per person for the first hour and about 1 to 2 per person for each following hour, with water available throughout.
When should I set up tents, tables and barbecues?: Start the physical setup at least 3 to 4 hours before guests arrive. Build tents first, then place tables and chairs, position barbecues safely, connect power and lighting, and leave time to test the sound system.
What do people forget when organising a summer party?: The commonly missed items are shade or rain cover, enough cold storage, toilet and handwashing supplies, waste points and lighting after dark. Check these at least 2 days before the party, not during final food preparation.

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.