Vegetarian barbecue checklist

A vegetarian barbecue runs smoothly when the food, equipment and setup are planned in the right order. Start by confirming guests and dietary requirements, then check the forecast, barbecue and gas supply before shopping. Prepare vegetables, marinades, salads, bread and desserts ahead of time so you are not chopping while guests arrive. Use this checklist to organise the cooking area, buffet, seating and drinks without forgetting the jobs that take longest.

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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
Check the weather forecast
Check the shopping list
Check the barbecue
Check gas cylinders
Do the shopping
2 people
Chill drinks
2 people
Wash vegetables
2 people
Prepare marinades
2 people
Cut vegetables
3 people
Portion desserts
2 people
Prepare bread and salads
2 people
Set up tables and chairs
3 people
Set up party tents
4 people
Hang lighting
2 people
Hang decorations
2 people
Set up buffet tables
2 people
Lay out crockery and cutlery
2 people

Event

Light the barbecue
2 people
Welcome guests
2 people
Serve welcome drinks
2 people
Serve salads and bread
2 people
Put vegetables on the barbecue
2 people
Grill vegetarian burgers
2 people
Serve grilled dishes
2 people
Refill drinks
2 people
Keep the buffet tidy
Collect used dishes
2 people
Serve coffee and tea
2 people
Serve dessert
2 people
Empty trash bins
See off the last guests
2 people

Aftercare

Safely turn off the barbecue
2 people
Store food and drinks
2 people
Clear tables and chairs
3 people
Take down party tents
4 people
Wash dishes
2 people
Clean the venue
3 people
Dispose of waste
2 people
Check materials
2 people
Return borrowed items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 50
Buffet tablesqty 3
High tablesqty 4

Tableware

Reusable platesqty 60
Reusable bowlsqty 50
Reusable glassesqty 100
Coffee cupsqty 40
Knivesqty 60
Forksqty 60
Spoonsqty 50
Serving spoonsqty 8
Tongsqty 6
Small bowlsqty 12

Equipment

Gas barbecuesqty 2
Gas cylindersqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3

Kitchen

Cutting boardsqty 5
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 10
Aluminum grill traysqty 8
Barbecue tongsqty 4
Barbecue brushesqty 2
Measuring cupsqty 2
Kitchen scale

Decorations

Tableclothsqty 6
Napkin holdersqty 6
Buntingqty 4
Table decorationsqty 8

Lighting

String lightsqty 4
LED lampsqty 8

Cleaning

Waste binsqty 4
Washing-up bowlsqty 2
Spongesqty 6
Cleaning bucketsqty 2
Broom and dustpanqty 2
Mop setsqty 2
Hand soap dispensersqty 3

Catering

Groceries

Tips

Collect dietary requirements when guests register, not on the day itself. Keep a written note of allergies and separate serving utensils for dishes that need them.
Check the gas barbecue and cylinders at least three days before the event. Test the burners and arrange a replacement cylinder early if the gas level is low.
Do the main shopping one or two days ahead, then wash and cut vegetables, prepare marinades and portion desserts the day before. Keep prepared food chilled until serving.
Allow at least 60 minutes before guests arrive to set up tables, chairs, buffet tables, party tents, lighting and decorations. Put crockery, cutlery, serving spoons and tongs out before lighting the barbecue.
Chill drinks for several hours and serve welcome drinks as guests arrive. Start the barbecue only after the cooking area is ready, then serve salads and bread while the vegetables cook.

Frequently asked questions

How much food do I need for a vegetarian barbecue?: Plan around 250 to 350 g of vegetables and other main barbecue food per adult, plus bread, salads and dessert. Add about 10% extra when guest numbers are uncertain or the barbecue is the main meal.
How early should I prepare vegetables for a vegetarian barbecue?: Wash and cut most vegetables the day before, then store them covered in the refrigerator. Prepare delicate ingredients, such as leafy salads, on the day so they stay crisp.
How many drinks should I buy for a vegetarian barbecue?: For the first hour, allow two to three drinks per person, then roughly one drink per person per hour. Chill the drinks at least four hours before guests arrive and keep extra water available.
When should I check the barbecue and gas cylinders?: Check the barbecue, burners and gas supply at least three days before the barbecue. Do a second check on the morning of the event, before setting up the buffet and lighting the barbecue.

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