Winter barbecue checklist: what to arrange and when

A winter barbecue needs more than meat and a grill. You will need shelter, lighting, warm seating areas and a clear plan for food that must stay hot or separate. Start by confirming numbers and dietary requirements, then book the tent, barbecue and gas before winter dates fill up. On the day, set up the practical equipment first, chill drinks and prepare the buffet only when guests are nearly ready to eat.

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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
Create final guest list
Determine the menu and portions
2 people
Reserve the barbecue and gas
Reserve a party tent
Check the weather forecast
Do the shopping
2 people
Chill drinks
2 people
Marinate the meat
2 people
Cut vegetables
2 people
Prepare salads
2 people
Set out bread and spreads
Keep vegetarian products separate
Set up tables and chairs
3 people
Set up party tent
4 people
Place patio heaters
2 people
Hang lighting
2 people
Hang up decorations
2 people
Set up the barbecue
2 people
Set out fuel and fire starters
Set up buffet and drinks bar
2 people
Set out tableware and cutlery
2 people
Check toilets
Conduct a safety check
2 people

Event

Welcome guests
2 people
Serve hot drinks
2 people
Serve snacks
2 people
Light the barbecue
2 people
Grill meat and vegetables
3 people
Restock the buffet
2 people
Refill drinks
2 people
Clear tables
2 people
Serve coffee and tea
2 people
Serve dessert
2 people
Announce the final round
See off guests
2 people

Aftercare

Store leftovers in the fridge
2 people
Safely turn off the barbecue
2 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Take down the party tent
4 people
Store patio heaters away
2 people
Clean the venue
2 people
Put stock back
Return borrowed items
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 40
High tablesqty 3
Tableclothsqty 6

Lighting

String lightsqty 6
LED lanternsqty 8
Extension cordsqty 4
Power stripsqty 4

Equipment

Gas barbecueqty 2
Patio heatersqty 3
Gas cylindersqty 3
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Cutting boardsqty 4
Chef and serving knivesqty 8
Mixing bowlsqty 6
Aluminum grill traysqty 8
Barbecue tongsqty 4
Serving spoonsqty 8
Food warmersqty 4
Ice packsqty 12
Bottle openersqty 3
Cut-resistant glovesqty 2
Oven mittsqty 4
Kitchen timersqty 2

Tableware

Platesqty 50
Bowlsqty 50
Glassesqty 60
Coffee cupsqty 40
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving boardsqty 6
Pitchersqty 4

Decorations

Winter table decorqty 8
Table runnersqty 6
Menusqty 6
Name badgesqty 40

Cleaning

Waste binsqty 4
Bucketsqty 3
Cleaning clothsqty 12
Washing-up tubsqty 2
Dustpans and brushesqty 2
Mopsqty 2

Catering

Groceries

Tips

Confirm registrations and dietary requirements before finalising the menu. Use the final guest list to calculate portions, including separate vegetarian products and serving utensils.
Arrange the party tent, gas barbecue, gas cylinders and patio heaters early. Check that the tent fits the tables and chairs, and allow enough space around heaters and the barbecue for safe movement.
Check the weather forecast twice: once a week before the barbecue and again on the morning itself. This gives you time to adjust shelter, seating, lighting and outdoor power arrangements.
Prepare marinades, chopped vegetables, salads, bread and spreads ahead of time, but keep chilled food cold until serving. Put drinks in coolers before guests arrive and keep a separate area for coffee and hot water.
Set up lighting, extension cords, tables, tableware and the drinks bar before lighting the barbecue. Keep fuel, fire starters, barbecue tongs and serving spoons together so nobody has to search for them while cooking.

Frequently asked questions

How much food do I need for a winter barbecue?: For the main meal, plan roughly 250 to 350 grams of meat or vegetarian products per adult, depending on side dishes. Add bread, salads and vegetables separately, and increase the total if the barbecue is the full evening meal.
When should I book a party tent and patio heaters?: Book them as soon as you know the date, ideally several weeks in advance during the colder months. Confirm the tent, heaters, gas cylinders and delivery or collection arrangements at least 7 days before the barbecue.
How early should I start preparing a winter barbecue?: Start planning 2 to 3 weeks ahead by sending invitations and checking registrations. Complete shopping and most food preparation the day before, then allow at least 2 hours on the day for shelter, furniture, lighting, heating and barbecue setup.
How many drinks should I provide for a winter barbecue?: For the first hour, allow 2 to 3 drinks per person, then roughly 1 drink per person per hour. Provide water throughout, and keep hot drinks such as coffee available when guests are outside in the cold.

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