Wedding barbecue checklist: what to arrange and when

A wedding barbecue needs more planning than grilling meat for a crowd. Guest numbers affect food portions, seating, glassware, refrigeration and the size of the barbecue setup. Start with the guest list and dietary requirements, then confirm suppliers, rentals and the site layout before buying food. In the final week, focus on drinks, chilled storage, prepared dishes, weather checks and a clear rain plan so setup day does not become a scramble.

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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

Finalize guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm suppliers
Reserve barbecue equipment
Reserve tent and furniture
Choose music and playlist
2 people
Create Site Layout
2 people
Determine table layout
2 people
Record menu and portions
2 people
Check the shopping list
2 people
Do the shopping
3 people
Store drinks refrigerated
2 people
Prepare meat and salads
4 people
Prepare desserts
2 people
Check dishes and glassware
2 people
Check the weather forecast
Determine a backup plan for rain
2 people
Mow and clean the venue
2 people
Have rental equipment delivered
2 people
Build party tents
5 people
Set up tables and chairs
4 people
Set up buffet and bar area
3 people
Hang lighting
3 people
Hang decorations
3 people
Set up barbecue safely
3 people
Check coal and gas
2 people
Set out buffet dishes
4 people
Set out drinks and ice
3 people
Set up the coffee and tea station
2 people
Lay out crockery and cutlery
2 people
Set out name badges
2 people
Restock the toilets
2 people
Place waste stations
2 people
Set up the welcome table
2 people

Event

Preheat the barbecue
2 people
Welcome guests
3 people
Serve welcome drinks
3 people
Host the gift table
Serve snacks
3 people
Refill drinks
3 people
Grill barbecue meat
3 people
Grill vegetarian options
2 people
Serve salads and bread
3 people
Restock the buffet
3 people
Serve dietary meals separately
2 people
Clear tables
3 people
Serve dessert
3 people
Serve coffee and tea
2 people
Provide music
Keep the dance floor clear
Turn on night lighting
Serve last-round drinks
2 people
See off guests
3 people

Aftercare

Safely extinguish barbecue
2 people
Store leftovers in the fridge
3 people
Collect and sort waste
4 people
Wash dishes and glassware
4 people
Clear tables and chairs
4 people
Take down party tents
5 people
Thoroughly clean the venue
3 people
Remove decorations
3 people
Return rental items
2 people
Store coolers and tools
2 people
Distribute leftover food
2 people
Carry out the final site check
2 people

What to bring

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

Furniture

Party tentsqty 2
Buffet tablesqty 4
Dining tablesqty 10
Chairsqty 90
High tablesqty 6
Gift table
Tablecloth coversqty 14

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 20
Cutlery setsqty 100
Water glassesqty 100
Wine glassesqty 100
Coffee cupsqty 50
Serving plattersqty 20
Serving utensilsqty 20

Kitchen

Barbecue tongsqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 8
Measuring cupsqty 3
Aluminum foilqty 4
Cling filmqty 3
Coolersqty 6

Equipment

Barbecuesqty 3
Gas cylindersqty 3
Cabbage tongsqty 3
Lightersqty 6
Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Table decorationsqty 10
Flower arrangementsqty 10
Buntingqty 12
Balloon bundlesqty 10
Name badgesqty 90
Menusqty 12
Welcome sign
Gift boxesqty 2

Lighting

String lightsqty 8
LED lampsqty 12
Lanternsqty 10

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Washing-up basinsqty 3
Spongesqty 12
Draining racksqty 3
Hand broomsqty 3
Litter pickersqty 2
Toilet brushesqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Finalize the guest list and send invitations early enough to allow time for replies. Set a firm response deadline, then record dietary requirements before confirming menu quantities and portions.
Reserve barbecues, gas cylinders, tents, tables and chairs as soon as the guest count is reliable. Delivery and tent assembly often need to be scheduled several days before the wedding, not on the morning itself.
Plan separate areas for the buffet, bar, dining tables, gift table and barbecue. Leave clear space around the grills and allow a practical route between refrigerated drinks, serving platters and the tables.
Buy drinks and ingredients only after checking the final portions and shopping list. Refrigerate drinks ahead of time, and arrange enough coolers if the venue has limited fridge space.
Check the forecast a few days before the event and decide exactly when to activate the rain plan. Prepare lighting, table covers, serving utensils, dishes and coffee equipment before guests arrive, because replacing forgotten small items is difficult once grilling starts.

Frequently asked questions

How far in advance should I plan a wedding barbecue?: Start the guest list, invitations and supplier checks at least 8 to 12 weeks before the wedding. Reserve barbecue equipment, tents and furniture as soon as you have a dependable guest estimate.
How much food should I buy for a wedding barbecue?: Base portions on the confirmed guest count and record separate quantities for meat, salads, desserts and dietary alternatives. Finalize the shopping list 5 to 7 days before the event, then buy short-life ingredients as close to the wedding as practical.
How many drinks do I need for a wedding barbecue?: For the first hour, allow roughly 2 to 3 drinks per person, then about 1 drink per person per hour, with extra water available throughout. Chill drinks at least 24 hours ahead if possible and use coolers for overflow.
What should I do if it rains at a wedding barbecue?: Decide on the rain backup at least 3 days before the wedding and make sure tents or an alternative covered area can hold the guests, buffet and dining furniture. Keep the barbecue in a safe, ventilated position and never move it into an enclosed space.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.