Team barbecue checklist: what to arrange and when

A team barbecue runs smoothly when the practical details are settled before the food goes on the grill. Start by booking the barbecue area, sending invitations and collecting dietary requirements. Confirm the final headcount before shopping, then separate meat and vegetarian food, chill the drinks and prepare salads and marinades. On the day, allow time for tables, shelter, lighting, the buffet and the drinks station before welcoming guests.

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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

Reserve the barbecue area
Send invitations
Process registrations
Collect dietary requirements
Determine the final number
Confirm deliveries and reservations
Check the shopping list
Do the shopping
2 people
Pack meat and vegetarian separately
2 people
Chill drinks
2 people
Prepare marinades
2 people
Marinate the meat
2 people
Wash and cut vegetables
2 people
Prepare salads
2 people
Prepare snacks
2 people
Set up tables and chairs
3 people
Set up party tent
4 people
Set the table
2 people
Hang decorations
2 people
Set out the barbecue and fuel
2 people
Test music and lighting
Set up the buffet and drinks station
2 people

Event

Welcome guests
2 people
Serve snacks
2 people
Refill drinks
2 people
Light the barbecue
2 people
Grill meat and vegetables
3 people
Serve salads and side dishes
2 people
Keep vegetarian portions separate
Collect used dishes
2 people
Serve dessert and coffee
2 people
Empty waste bins periodically

Aftercare

Let the barbecue cool safely
2 people
Dismantle furniture
3 people
Remove decorations
2 people
Wash dishes
3 people
Clean the venue
3 people
Take out the trash
2 people
Clean equipment
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Chairsqty 35
High tablesqty 3
Tableclothsqty 8

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable glassesqty 50
Reusable cutleryqty 45
Serving plattersqty 10
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 5
Aluminum traysqty 20

Equipment

Barbecuesqty 2
Coolersqty 4
Meat thermometersqty 2
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 2

Decorations

Buntingqty 4
Balloonsqty 30
Table décorqty 8

Lighting

String lightsqty 4
Battery lanternsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 3
Dish brushesqty 3

Sports equipment

Footballsqty 2
Frisbeesqty 2

Catering

Groceries

Tips

Set the final guest number at least 3 to 5 days before the barbecue. Use it to check food quantities, seating, reusable tableware and the number of coolers needed.
Keep meat and vegetarian food separate from the moment you pack it. Use different trays, cutting boards and serving utensils to avoid mixing ingredients.
Chill drinks several hours before guests arrive, not just when setup begins. A cooler filled with ice is faster than a refrigerator for keeping bottles cold during service.
Start the outdoor setup at least 2 hours beforehand. Put up the party tent, arrange tables and chairs, set out waste bins, and test the speaker, extension cords and lighting.
Prepare salads, vegetables, snacks and marinades before the barbecue starts. Leave only the final grilling and buffet replenishment for the event so one organiser is not stuck in the kitchen.

Frequently asked questions

How far in advance should I organise a team barbecue?: Book the barbecue area and send invitations at least 3 to 4 weeks in advance. Collect dietary requirements and registrations during the following 2 weeks, then confirm the final number 3 to 5 days before the event.
How much food and drink do I need for a team barbecue?: Plan roughly 300 to 400 grams of main food per adult, including meat and vegetarian options, plus salads, vegetables and snacks. For drinks, allow 2 to 3 per person during the first hour and about 1 per hour after that.
When should I marinate the meat for a team barbecue?: Marinate most meat 4 to 12 hours before grilling, depending on the recipe. Prepare it the day before when possible, and keep it chilled until it goes on the barbecue.
How early should I set up for a team barbecue?: Begin physical setup about 2 hours before guests arrive. Allow extra time if you need to assemble a party tent, connect lighting and music, arrange the buffet, or prepare several barbecue stations.

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