Wild barbecue checklist: what to arrange and when

A wild barbecue needs more preparation than a standard cookout, especially when you are serving game meat outdoors. Use this checklist to work from guest numbers and dietary requirements to shopping, marinating, shelter, chilled storage and safe cooking. The final setup includes a barbecue, coolers, buffet tables, lighting and enough tableware for the confirmed guest list. Check the weather before committing to the outdoor layout, and leave enough time to chill the meat and prepare salads, vegetables and marinades.

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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
Reserve the barbecue area
Check the weather forecast
Create final guest list
Check the shopping list
Pick up the barbecue and coolers
2 people
Do the shopping
2 people
Store game meat chilled
Wash and cut vegetables
2 people
Prepare marinades
2 people
Marinate game meat
2 people
Make salads and side dishes
2 people
Set out dessert and fruit
Set up tables and chairs
3 people
Set up party tent
3 people
Dress the buffet tables
2 people
Hang up decorations
2 people
Hang lighting
2 people
Fill coolers
2 people
Set out tableware and cutlery
2 people
Set up barbecue safely
2 people
Light the charcoal
2 people
Set up the buffet and drinks
2 people

Event

Welcome guests
2 people
Serve aperitifs and snacks
2 people
Grill game meat
3 people
Grill vegetarian dishes
2 people
Restock salads and bread
Refill drinks
2 people
Collect tableware and waste
2 people
Serve dessert
2 people
See off the last guests
2 people

Aftercare

Let the barbecue cool down
2 people
Store food chilled
2 people
Take down tables and chairs
3 people
Take down the party tent
3 people
Wash the dishes and kitchenware
2 people
Clean the venue
3 people
Sort and remove waste
2 people
Clean the barbecue and equipment
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tent
Buffet tablesqty 3
Dining tablesqty 5
Chairsqty 45
Beer tablesqty 2

Tableware

Dinner platesqty 50
Dessert platesqty 50
Bowlsqty 50
Cutlery setsqty 50
Glassesqty 60
Coffee cupsqty 30
Serving plattersqty 10
Serving platters for saladsqty 6

Equipment

Barbecuesqty 2
Coolersqty 4
Meat thermometersqty 3
Barbecue lightersqty 3
Extension cordsqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Barbecue tongsqty 6
Barbecue brushesqty 3
Aluminum tray pansqty 20
Serving tongsqty 8
Measuring cupsqty 2
Ice packsqty 20
Kitchen glovesqty 4

Decorations

Tableclothsqty 8
Napkin holdersqty 8
Welcome sign
Menu boardsqty 3

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries

Tips

Confirm registrations and dietary requirements before shopping, then make the final guest list early enough to calculate meat, salads, drinks, plates and glasses without guessing.
Keep game meat chilled from pickup until cooking. Collect the barbecue and coolers in advance, add enough ice packs, and do not leave raw meat at room temperature while preparing vegetables or salads.
Prepare marinades, cut vegetables and make side dishes ahead of the barbecue day. Marinate the game meat for the time specified in your recipe, then keep it covered and refrigerated until cooking.
Check the weather forecast the day before and have the party tent ready before guests arrive. Set up tables, chairs, lighting and extension cords safely, with cables kept away from wet areas and walking routes.
Use separate cutting boards and utensils for raw game meat and ready-to-eat food. Cook with a meat thermometer, keep serving platters away from raw ingredients, and only light the charcoal once the barbecue is positioned safely.

Frequently asked questions

How far in advance should I plan a wild barbecue?: Send invitations and start registrations at least 2 to 3 weeks before the barbecue. Finalise the guest list and dietary requirements 3 to 5 days beforehand so you can shop accurately.
How long can game meat stay outside before a barbecue?: Keep game meat chilled until it is ready to cook, and avoid leaving it unrefrigerated for more than 2 hours. In hot weather, use a cooler with ice packs and return raw meat to it between preparation steps.
When should I marinate game meat for a barbecue?: Prepare the marinade and coat the meat according to your recipe, commonly several hours or overnight before cooking. Keep the covered meat refrigerated throughout the marinating period.
When should I set up the barbecue and buffet?: Set up the tent, tables, chairs, lighting and tableware before guests arrive, then place the buffet and drinks shortly before serving. Light the charcoal only when the barbecue is safely positioned and you are ready to cook.

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