Welcome barbecue shopping list
A welcome barbecue needs more than meat and a grill. Plan food and drinks for the confirmed number of guests, then check the practical items that are easy to overlook: serving platters, coolers, fuel, hand soap and enough seating. Keep chilled drinks cold while the barbecue is running, and prepare a separate drinks station so guests are not crowding the cooking area. Use this list alongside your event plan to shop and collect everything on time.
The full checklist for this plan is being updated. The tips and answers below still apply.
Tips
- Plan around two to three drinks per person for the first hour, then add roughly one drink per person for each additional hour. Include water and non-alcoholic options before buying extras for the bar.
- Allow one plate, one cutlery set and one glass per guest, plus at least 10% extra for dropped or misplaced items. Set aside coffee cups separately if coffee will be served after the meal.
- Check the barbecue, fuel, BBQ tongs and serving tongs at least one day before the event. Fuel is often forgotten because the grill itself is already available.
- Use enough cooler space to chill drinks before guests arrive, rather than relying on the barbecue area or a refrigerator during service. Put hand soap dispensers near the food and drinks area, not only indoors.
- Confirm the party tent, extra tables and chairs several days ahead if rain is possible. Test extension cords, power strips, the coffee maker and string lights before setup, especially when the outdoor power supply is limited.
Frequently asked questions
- How much food do I need for a welcome barbecue?
- For a mixed barbecue meal, plan about 300–400 g of food per adult, including meat, vegetables, salads and bread. Add 10% extra once attendance is confirmed, and adjust the menu for every dietary requirement collected.
- How many drinks should I buy for a welcome barbecue?
- Start with two to three drinks per person for the first hour, then allow one more per person for every following hour. Buy extra water and non-alcoholic drinks so every guest has an option throughout the event.
- How many plates and glasses do I need per guest?
- Provide one plate, one cutlery set and one glass per guest, plus at least 10% spare. For 30 guests, that means at least 33 of each item, unless you have a reliable washing-up plan.
- When should I shop for a welcome barbecue?
- Buy non-perishable groceries, tableware and decorations two to three days beforehand. Shop for fresh vegetables and chilled food no earlier than one day before, and chill the drinks several hours before guests arrive.