Welcome Barbecue Checklist

A welcome barbecue needs more than meat and a grill. You need a clear headcount, dietary information, shelter, seating, chilled drinks and a setup plan that works before guests arrive. Start with invitations and registrations, then confirm quantities and rentals before shopping. On the day, prepare food and drinks separately, check power and the grounds, and allow enough time to light the barbecue before the first 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

Send invitations
Process registrations
Collect dietary requirements
Determine menu and quantities
2 people
Confirm attendance
Reserve a party tent
Reserve extra tables
Check the weather forecast
Do the shopping
2 people
Check materials
2 people
Pick up rental items
2 people
Chill drinks
2 people
Marinate the meat
2 people
Wash and cut vegetables
2 people
Prepare salads
2 people
Set out sauces and bread
Check the grounds and power
2 people
Set up party tent
4 people
Set up tables and chairs
3 people
Set up the barbecue and fuel
2 people
Set up the buffet and drinks station
2 people
Hang decorations
2 people
Lay out salads and bread
2 people

Event

Light the barbecue
2 people
Welcome guests
2 people
Refill drinks
2 people
Prepare barbecue dishes
3 people
Refill the buffet and tableware
2 people
Collect trash and empty bottles
See off the last guests
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
2 people
Clean the barbecue
2 people
Clean the grounds
3 people
Take down the party tent and furniture
4 people
Take out the trash
2 people
Return rental items
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 45
Buffet tableqty 2
Drinks table

Tableware

Platesqty 50
Cutlery setsqty 50
Glassesqty 60
Coffee cupsqty 40
Serving plattersqty 12

Equipment

Barbecueqty 2
Coolersqty 4
Coffee maker
Kettle
Extension cordsqty 3
Power stripsqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Serving tongsqty 6
BBQ tongsqty 4
Measuring cupsqty 2

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 40
Name badgesqty 50

Lighting

String lightsqty 4
Lanternsqty 6

Cleaning

Waste binsqty 4
Hand soap dispensersqty 2

Catering

Groceries

Tips

Confirm attendance and dietary requirements before finalising the menu. Use the confirmed number of guests to calculate food, plates, glasses and seating rather than relying on rough estimates.
Reserve the party tent, extra tables and rental items as soon as you know the date. Check the weather forecast again 48 hours before the barbecue so you can adjust the layout and shelter plan.
Chill drinks several hours before guests arrive, not just when setup starts. Keep a separate drinks station ready so guests do not crowd the buffet or open the coolers while food is being prepared.
Prepare salads, vegetables, sauces and bread before lighting the barbecue. Marinate the meat in advance and keep raw ingredients separate from serving platters, plates and cutlery.
Allow at least 60 minutes for setup before arrival: check the grounds and power, position tables and chairs, assemble the tent, set up the barbecue and fuel, and prepare waste bins and hand soap.

Frequently asked questions

How early should I send invitations for a welcome barbecue?: Send invitations at least 3 weeks before the barbecue, especially if guests may need to arrange travel. Set an RSVP deadline about 7 days before the event so you can confirm food quantities and rentals.
How much food and drink do I need for a welcome barbecue?: Plan the menu from the confirmed guest count and include vegetarian or other dietary options collected during registration. For drinks, allow roughly 2 to 3 servings per person for the first hour, then adjust for the length of the event and provide water throughout.
When should I check the weather for an outdoor welcome barbecue?: Check the forecast 48 hours before the event and again on the morning itself. Make the final decision about the party tent, table layout and any weather adjustments no later than 4 hours before guests arrive.
How long before guests arrive should I light the barbecue?: Light the barbecue about 30 to 45 minutes before the planned meal, depending on the fuel and cooking temperature needed. Finish the main setup at least 60 minutes before arrival so the grill can heat while you check the buffet and drinks station.

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.