Winter Barbecue Checklist

A winter barbecue needs more planning than a summer grill: guests need shelter, the cooking area needs safe lighting, and food takes longer to prepare outdoors. Start with the date, invitations and dietary requirements, then confirm equipment and the weather forecast before shopping. This checklist takes you from the first arrangements to lighting the barbecues, with the details that are easy to leave until the last minute.

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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

Set the date and guest list
Send invitations
Process registrations
Collect dietary requirements
Reserve barbecues
Reserve party tents
Check the weather forecast
Determine the final number of guests
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Check meat and vegetables
2 people
Marinate the meat
2 people
Cut vegetables
2 people
Prepare salads
2 people
Prepare snacks
2 people
Chill drinks
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Hang lighting
2 people
Set up barbecues
3 people
Set up the buffet and drinks table
3 people
Set out tableware and cutlery
2 people
Prepare coffee and tea
2 people

Event

Light the barbecues
3 people
Welcome guests
2 people
Serve welcome drinks
2 people
Serve snacks
2 people
Barbecue
4 people
Restock the buffet
2 people
Refill drinks
2 people
Clear away dishes
2 people
Serve coffee and tea
See off guests
2 people

Aftercare

Safely extinguish barbecues
3 people
Collect waste
3 people
Clear tables and chairs
3 people
Take down party tents
4 people
Wash dishes and supplies
3 people
Clean the venue
3 people
Keep stock refrigerated
Return materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 40
High tablesqty 3
Benchesqty 4

Equipment

Barbecuesqty 3
Gas cylindersqty 3
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Patio heatersqty 4

Kitchen

Grill tongsqty 6
Barbecue spatulasqty 4
Cutting boardsqty 6
Kitchen knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 10
Serving tongsqty 8
Meat thermometersqty 3
Aluminum barbecue traysqty 6
Oven mittsqty 6

Tableware

Platesqty 50
Bowlsqty 50
Cutlery setsqty 50
Drinking glassesqty 60
Coffee cupsqty 40

Lighting

String lightsqty 6
Work lightsqty 4

Decorations

Tableclothsqty 8
Menu boardsqty 3

Cleaning

Waste binsqty 6
Washing-up basinsqty 3
Dish brushesqty 3

Safety

Fire extinguishersqty 2
Fire blanketsqty 2

Catering

Groceries

Tips

Confirm the final guest count before buying meat, vegetables and drinks. Check dietary requirements at the same time, so vegetarian or allergy-safe food is not added as an afterthought.
Reserve party tents, barbecues and gas cylinders early, especially if you need more than one barbecue. A tent should be in place before tables, chairs and the buffet are arranged.
Check the forecast twice: once several days ahead and again on the morning of the event. Allow extra time to build the tents, hang string lights and set up work lights before guests arrive.
Prepare salads, snacks, cut vegetables and marinades before setup begins. Chill the drinks in coolers while the barbecues are being assembled, but keep raw meat separate from ready-to-eat food.
Set up heat, lighting and power before lighting the barbecues. Check extension cords and power strips, keep oven mitts and meat thermometers at the grill, and leave coffee and tea preparation until the serving area is ready.

Frequently asked questions

How far in advance should I plan a winter barbecue?: Start arranging the date, guest list and invitations at least 3 to 4 weeks ahead. Reserve tents, barbecues and heating equipment as soon as you know the likely guest count.
How much food should I buy for a winter barbecue?: Use the confirmed guest count rather than the original invitation list. As a starting point, plan about 250 to 350 grams of meat or other main food per adult, then adjust for salads, vegetables and snacks.
When should I set up the party tent and barbecue?: Build the party tent and arrange tables and chairs at least 2 hours before guests arrive. Set up the barbecues, lighting, drinks table and buffet during the final 60 to 90 minutes, but light the barbecues only when you are ready to cook.
What should I prepare the day before a winter barbecue?: Marinate the meat, cut vegetables, prepare salads and snacks, and check the shopping list the day before. Chill drinks and collect materials on the event day, leaving at least 2 hours for shelter and equipment setup.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.