What to buy for a volunteer barbecue

A volunteer barbecue needs more than meat and charcoal. Plan food and drinks for the confirmed guest count, then add the equipment that keeps serving, seating and cleanup running smoothly. Reusable plates, bowls, glasses and cutlery reduce waste, while coolers keep meat and drinks at safe temperatures. Check dietary requirements before shopping and allow time to wash vegetables, prepare salads and chill drinks before guests arrive.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 48
Buffet tablesqty 3

Tableware

Reusable platesqty 60
Reusable bowlsqty 50
Reusable glassesqty 100
Reusable coffee cupsqty 50
Cutlery setsqty 60
Serving spoonsqty 8
Meat Tongsqty 4

Equipment

Barbecuesqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 5
Serving plattersqty 8
Aluminum traysqty 30
Paper towel holderqty 2

Lighting

String lightsqty 4
LED lanternsqty 6

Decorations

Buntingqty 6
Tableclothsqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Cleaning bucketsqty 2
Broom and dustpanqty 2
Mopsqty 2
Foldable hand trucksqty 2

Catering

Groceries
- Hamburgers - 50 pieces
- Chicken skewers - 50 pieces
- Sausages - 50 pieces
- Vegetarian burgers - 15 pieces
- Vegetarian skewers - 15 pieces
- Hamburger buns - 60 pieces
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Iceberg lettuce - 5 heads
- Cucumbers - 6 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Red onions - 1 kilogram
- Corn cobs - 30 pieces
- Mushrooms - 1,5 kilogram
- Potato salad - 5 kilograms
- Pasta salad - 4 kilograms
- Raw vegetable salad - 3 kilograms
- Feta - 750 gram
- Shredded cheese - 1 kilogram
- Pickles - 3 jars
- Ketchup - 3 bottles
- Mayonnaise - 3 jars
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Mustard - 2 jars
- Satay sauce - 2 kilograms
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Olive oil - 2 bottles
- Barbecue charcoal - 20 kilogram
- Firelighters - 2 boxes
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 120 bottles
- Rosé - 8 bottles
- White wine - 6 bottles
- Red wine - 6 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 10 pieces
- Ice cubes - 15 kilograms
- Ice lollies - 50 pieces
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Peanut mix - 3 bags
- Watermelons - 3 pieces
- Grapes - 3 kilograms
- Apples - 30 pieces
- Trash bags - 3 rolls
- Pedal bin bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 2 packs
- Microfiber cloths - 2 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Aluminum foil - 3 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls

Tips

Plan around the final guest list and buy about 300–400 g of raw barbecue food per adult, including meat and vegetarian options. Add side dishes such as salads, bread and vegetables rather than relying on meat alone.
For the first hour, allow 2–3 drinks per person, then about 1 drink per person per hour. Keep non-alcoholic drinks available in a separate cooler so guests can serve themselves without opening the food cooler.
Use separate coolers for raw meat and drinks, and keep the meat chilled until it goes onto the barbecue. Prepare vegetables with dedicated chopping boards and store salads covered until serving.
Provide one buffet table for every 10–15 guests if the menu is extensive. Put serving spoons, meat tongs, platters and aluminum trays at the front of the buffet instead of making guests share utensils.
Allow at least one waste bin for every 20 guests and set up washing tubs, cleaning buckets, paper towels, a broom and dustpan before the barbecue starts. For an outdoor evening event, count on one LED lantern or light source per serving and cooking area.

Frequently asked questions

How much food do I need for a volunteer barbecue?: Buy about 300–400 g of raw barbecue food per adult, including meat, vegetarian portions and sausages. Add roughly 150–200 g of salads, vegetables or other sides per person, plus bread and sauces.
How many drinks should I buy for a barbecue?: Plan 2–3 drinks per person for the first hour, then around 1 drink per person for each additional hour. Buy at least 500 ml of water or other non-alcoholic drinks per guest for a short event, and more for hot weather.
How many tables and chairs do I need for a volunteer barbecue?: Provide one chair per guest and allow one foldable table for every 8–10 seated guests. Add a separate buffet table for every 10–15 guests so food and drinks do not crowd the seating area.
When should I prepare the food for a volunteer barbecue?: Wash and cut vegetables, prepare salads and arrange bread and sauces on the day of the barbecue. Finish cold preparation 2–3 hours before guests arrive, then keep meat and salads chilled until serving.

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