Texas barbecue checklist: what to arrange and when

A Texas barbecue needs more than meat and a grill. You need enough barbecue capacity, chilled storage, serving space and time for large cuts to cook safely and rest properly. Use the checklist to work from guest numbers and dietary requirements to shopping, preparation and the final setup. The day before, focus on marinades, salads, sauces and desserts; on the day itself, leave enough time to light the barbecues, bring the meat to temperature and set up the buffet before guests arrive.

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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

Compile guest list
Send invitations
Process registrations
Collect dietary requirements
Determine menu and quantities
2 people
Reserve barbecue equipment
Check the weather forecast
Do the shopping
2 people
Check and chill the meat
2 people
Marinate the meat
2 people
Check barbecues
2 people
Chill drinks
2 people
Make sauces and dressings
2 people
Prepare salads
3 people
Prepare desserts
2 people
Clean the venue
2 people
Set up waste stations
Build party tents
4 people
Set up tables and chairs
4 people
Set the tables
3 people
Set up the buffet and drinks station
3 people
Light the barbecue
2 people
Bring meat to temperature
2 people
Check the lighting and power
2 people

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Serve snacks
2 people
Slow-cook the meat
3 people
Check meat temperatures
2 people
Set out side dishes
3 people
Serve barbecue dishes
4 people
Serve vegetarian portions
Refill drinks
2 people
Restock the buffet
2 people
Collect used dishes
2 people
Serve coffee and tea
2 people
Keep food covered safely
2 people

Aftercare

Extinguish barbecues
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down tents
4 people
Clean the venue
3 people
Clean barbecue equipment
2 people
Check materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Buffet tablesqty 2
Chairsqty 50
Beer table setsqty 4
Coat rack

Tableware

Dinner platesqty 55
Dessert platesqty 55
Cutlery setsqty 55
Drinking glassesqty 80
Coffee cupsqty 45
Serving plattersqty 12
Large serving plattersqty 8
Serving tongsqty 8
Serving spoonsqty 6

Equipment

Barbecuesqty 2
Coolersqty 4
Food thermometersqty 3
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Stainless steel traysqty 8
Baking traysqty 4
Kitchen tongsqty 6

Decorations

Tableclothsqty 8
Table décorqty 8

Lighting

String lightsqty 4
Work lightsqty 2

Cleaning

Waste binsqty 4
Recycling binsqty 2
Washing-up tubsqty 3
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Fire blanketsqty 2

Catering

Groceries

Tips

Confirm dietary requirements before fixing the menu, then calculate quantities for the final guest count rather than the number invited. Keep separate serving utensils and platters available if any guests need specific alternatives.
Reserve the barbecues, food thermometers, coolers and food warmers early. For a larger group, check that the available grill surface can handle the meat in batches without delaying the serving time.
Move chilled drinks into coolers several hours before guests arrive, not just when setup starts. Keep raw meat separate from salads, desserts and ready-to-eat food throughout transport and preparation.
Allow a dedicated preparation window for large cuts: check and chill the meat first, marinate it as planned, then bring it toward serving temperature while the barbecue heats. Use a food thermometer instead of judging doneness by appearance.
Set up the buffet and drinks station before lighting the barbecue. Place plates and cutlery at the start of the buffet, serving platters and tongs beside each dish, and waste stations where guests can reach them without crossing the cooking area.

Frequently asked questions

How much meat do I need for a Texas barbecue?: Start with about 400–500 g of raw meat per adult when meat is the main meal; allow more for bone-in cuts and less if you are serving several substantial sides. Add separate quantities for children and guests who do not eat meat.
When should I marinate the meat for a Texas barbecue?: Marinate the meat according to the cut, usually the day before or at least several hours before cooking. Keep it covered and chilled, and never leave raw meat at room temperature for more than 2 hours.
How early should I set up a Texas barbecue?: Begin tables, chairs, tents, lighting and buffet setup at least 2–3 hours before guests arrive. Light the barbecues early enough for them to reach cooking temperature and leave additional time for large cuts to cook and rest.
How many drinks should I buy for a Texas barbecue?: Plan on 2–3 drinks per person for the first hour and about 1 drink per person for each following hour, then add water and non-alcoholic options. Chill the drinks several hours in advance and keep a separate supply for drivers and children.

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