What to buy for a team barbecue

Use this shopping list to prepare a team barbecue without leaving essentials until the last minute. Base food and drink quantities on the confirmed guest count, then add separate options for vegetarian guests and dietary requirements. You will also need more than barbecue food: plan for chilled drinks, serving equipment, fuel, seating, lighting and waste collection. Check deliveries, reservations and the final number of guests before you shop.

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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
- Hamburgers - 40 pieces
- Chicken skewers - 40 pieces
- Beef sausages - 35 pieces
- Vegetarian burgers - 12 pieces
- Vegetarian skewers - 12 pieces
- Hamburger buns - 45 pieces
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Potato salad - 4 kilogram
- Pasta salad - 4 kilograms
- Green salad - 3 kilograms
- Corn cobs - 35 pieces
- Bell peppers - 15 pieces
- Zucchini - 8 pieces
- Mushrooms - 2 kilogram
- Onions - 2 kilograms
- Tomatoes - 3 kilograms
- Cucumbers - 6 pieces
- Lettuce - 6 heads
- Pickles - 3 jars
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Peanut sauce - 2 jars
- Olive oil - 2 bottles
- Salt - 1 tin
- Black pepper - 1 canister
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Barbecue spice mix - 2 jars
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Peanuts - 3 bags
- Water - 8 bottles
- Sparkling water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- White wine - 6 bottles
- Rosé - 4 bottles
- Coffee - 2 packs
- Tea - 1 box
- Milk - 4 liters
- Sugar - 1 kilogram
- Ice cubes - 10 kilograms
- Ice lollies - 40 pieces
- Brownies - 40 pieces
- Fresh fruit - 4 kilograms
- Lemons - 10 pieces
- Barbecue briquettes - 20 kilogram
- Firelighters - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Napkins - 5 packs
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 6 pieces
- Toilet paper - 2 packs

Tips

Plan about 250–300 g of meat or vegetarian barbecue food per adult, plus salads, vegetables and snacks. Keep meat and vegetarian food in separate bags, trays and serving utensils.
Allow 2–3 drinks per person for the first hour and about 1 drink per hour after that. Chill drinks several hours ahead and use coolers with ice so the drinks station stays usable.
Buy or gather enough reusable plates, bowls, glasses and cutlery for the final guest count, plus roughly 10% extra. Serving platters and serving spoons are easy to overlook when the buffet is set up.
Check barbecue fuel, extension cords and power strips at least one day before the event. Put meat thermometers, cutting boards, chef’s knives, mixing bowls and aluminum trays where the food will be prepared.
Plan cleanup before shopping: provide at least 2 waste bins, buckets and dish brushes, and keep tablecloths, lanterns and string lights ready before guests arrive. A party tent is also worth arranging early if the barbecue is outdoors.

Frequently asked questions

How much food do I need for a team barbecue?: Allow around 250–300 g of meat or vegetarian barbecue food per adult. Add salads, vegetables and snacks, and increase the amount if the barbecue is the main meal or will last more than 3 hours.
How many drinks should I buy for a team barbecue?: Plan 2–3 drinks per person for the first hour, then about 1 drink per person per hour. Add water and non-alcoholic choices, and chill them at least 3–4 hours before guests arrive.
What barbecue equipment is easy to forget?: Check fuel, meat thermometers, aluminum trays, cutting boards, serving spoons and coolers. Confirm everything at least 1 day beforehand, because replacing cooking or cooling equipment at the last minute is difficult.
How many plates and glasses do I need for a team barbecue?: Use the final guest count and provide 1 plate, 1 bowl, 1 glass and 1 set of cutlery per person, plus about 10% extra. For 30 guests, that means at least 33 of each reusable item.

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