Wedding barbecue checklist: what to arrange and when
A wedding barbecue needs more planning than a regular garden party, because food, seating and weather all affect the ceremony and reception. Start with the guest list and dietary requirements, then confirm suppliers, transport and shelter before buying food. In the final week, check the barbecue and gas cylinders, arrange the tables and chairs, and prepare a clear serving plan. Use the checklist to work through the details in order, from invitations to chilled drinks and marinated meat.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Compile the guest list
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Map out transport needs
Create final guest list
Confirm supplier agreements
Check the weather forecast
Reserve a party tent
Arrange extra chairs
Check the barbecue
Create a music playlist
Arrange the table layout
2 people
Prepare the menus
2 people
Make name badges
2 people
Send route and parking information
Check the shopping list
2 people
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Store meat refrigerated
2 people
Wash vegetables
2 people
Prepare marinades
2 people
Marinate the meat
2 people
Prepare desserts
2 people
Prepare salads
2 people
Set out sauces
Set up party tent
4 people
Set up tables
3 people
Set up chairs
3 people
Place barbecue safely
2 people
Set up buffet tables
2 people
Set up the drinks buffet
2 people
Lay out crockery and cutlery
2 people
Hang up decorations
3 people
Lay festive tables
3 people
Place name tags
Connect the music
Hang lighting
2 people
Restock toilet supplies
Place waste stations
Prepare guest reception
2 people
Set out welcome drinks
2 people
Event
Light the barbecue
2 people
Welcome guests
3 people
Serve welcome drinks
2 people
Assign the gift table
Serve snacks
2 people
Refill drinks
2 people
Keep meat at temperature
2 people
Grill meat
3 people
Grill Vegetarian Products
2 people
Serve salads and bread
2 people
Keep diet meals separate
Collect dirty dishes
2 people
Restock the buffet
2 people
Serve coffee and tea
2 people
Cut the cake
2 people
Serve desserts
2 people
Operate music and lighting
Serve the last round of drinks
2 people
Escort guests to the exit
2 people
Aftercare
Extinguish barbecue
2 people
Store food chilled
2 people
Clear away drinks
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Take down the party tent
4 people
Thoroughly clean the venue
4 people
Empty coolers
2 people
Return borrowed items
2 people
Return rented materials
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentqty 2
- Tablesqty 8
- Chairsqty 65
- Buffet tablesqty 3
- Gift table
- High tablesqty 4
Tableware
- Dinner platesqty 75
- Dessert platesqty 75
- Coffee cupsqty 70
- Water glassesqty 80
- Wine glassesqty 70
- Beer glassesqty 60
- Coffee spoonsqty 70
- Forksqty 80
- Knivesqty 80
- Spoonsqty 80
- Serving spoonsqty 12
- Serving plattersqty 12
- Serving tongsqty 6
- Carafesqty 8
Kitchen
- Cutting boardsqty 6
- Chef's knivesqty 4
- Mixing bowlsqty 8
- Measuring cupsqty 2
- Aluminum traysqty 12
- Food storage containersqty 12
- Kitchen tongsqty 6
- Oven mittsqty 4
Equipment
- Barbecuesqty 3
- Gas cylindersqty 3
- Gas pressure regulatorsqty 3
- Coolersqty 5
- Thermos flasksqty 4
- Coffee machinesqty 2
- Kettlesqty 2
- Bluetooth speakersqty 2
- Extension cordsqty 4
- Power stripsqty 4
Lighting
- String lightsqty 6
- LED lampsqty 12
- Lanternsqty 8
Decorations
- Tableclothsqty 8
- Napkin ringsqty 70
- Name badgesqty 70
- Menusqty 12
- Flower arrangementsqty 8
- Balloonsqty 80
- Balloon ribbonqty 2
- Table décorqty 12
- Guest book
- Greeting card box
Catering
- Groceries
Tips
- Confirm the final guest list before ordering food, seating or tableware. Check dietary requirements at the same time so vegetarian, allergy-friendly and other special meals are not left until the day itself.
- Reserve the party tent as soon as the date and guest numbers are fixed. Recheck the weather forecast during the final week and make sure the tent, tables and chairs can be set up before guests arrive.
- Do non-perishable shopping several days ahead, then buy fresh groceries close to the barbecue. Keep meat refrigerated and allow enough time to wash vegetables, prepare marinades and marinate the meat safely.
- Test the barbecue and gas cylinders before the wedding, not on the morning itself. Plan a separate preparation area with cutting boards, knives, mixing bowls, trays, storage containers and oven mitts.
- Set the buffet and drinks layout before the event starts, including serving platters, tongs, carafes and separate glasses for water, wine and beer. Chill drinks in advance and keep a clear route between the barbecue, buffet tables and guest seating.
Frequently asked questions
- How far in advance should I send wedding barbecue invitations?
- Send the invitations far enough ahead to collect registrations, dietary requirements and transport information before suppliers and food quantities are finalised. Close the guest list at least 1 to 2 weeks before the wedding so you can confirm seating, tableware and shopping amounts.
- How much food should I buy for a wedding barbecue?
- Base the quantities on the final guest list and allow for the full meal, including sides, bread and dessert. Buy fresh meat and vegetables shortly before the event, while non-perishable items can be purchased several days earlier.
- When should I marinate meat for a wedding barbecue?
- Prepare the marinade and marinate the meat according to the recipe, usually the day before or several hours before cooking. Keep the meat refrigerated throughout and do not leave it at room temperature while setting up.
- When should I check the weather for an outdoor wedding barbecue?
- Check the forecast during the final week and again on the morning of the wedding. If rain or strong wind is possible, confirm the party tent, seating arrangement and guest route before setup begins.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!