How to Host a BBQ: The Ultimate Guide
Knowing how to host a BBQ is one thing, but having everything ready when guests arrive is another, especially when you're still hunting for serving platters five minutes before they turn up. From planning your guest count to setting up separate cooking, serving, and drinks stations, this guide covers the BBQ essentials with a simple prep timeline so you can spend less time running around and more time enjoying your party.
How to host a BBQ: the plan at a glance
A successful BBQ starts with a little party planning (time to get those clipboards ready!). Here's your five-step checklist to get everything organised before guests arrive.
- Set your guest count and start time. Confirm numbers so you can plan food, drinks and seating.
- Plan a menu you can cook in batches. Choose a mix of quick-cooking favourites, larger cuts and sides you can prepare ahead.
- Set up three stations. Keep the cooking, serving and drinks areas separate so guests can help themselves without crowding the BBQ.
- Prep the day before. Marinate meats, prepare salads, chill drinks and check you've got enough gas or charcoal.
- Fire up the BBQ early. Give it time to heat properly, then cook and serve in batches so everyone isn't waiting for one big meal.
How much you need for your guest count
When planning a BBQ, allow for a few extra plates and glasses. Someone will always put their drink down and forget which one is theirs. As a general rule, allow around 1.5 dinner plates, 1.5 side plates or bowls, and two cups or glasses per person. Here's a guide for your BBQ setup.
For 8 guests:
- 12 dinner plates
- 12 side plates or bowls for salads and dessert
- 16 cups or glasses
- 3 serving platters
- 3 serving or salad bowls
- 1 large cooler for drinks
For 12 guests:
- 18 dinner plates
- 18 side plates or bowls for salads and dessert
- 24 cups or glasses
- 4 serving platters
- 4 serving or salad bowls
- 1 large cooler and an ice bucket
For 20 guests:
- 30 dinner plates
- 30 side plates or bowls for salads and dessert
- 40 cups or glasses
- 6 serving platters
- 6 serving or salad bowls
- 2 large coolers and an ice bucket
These are just starting points, so allow extra serving pieces if you're offering several salads, sides or desserts.
For a backyard BBQ, outdoor-friendly plates and cutlery are a practical choice, particularly around patios and pools. Browse our Picnic Plates & Cutlery collection for options suited to casual outdoor entertaining.
Set up three stations so nobody crowds the BBQ
A practical BBQ setup keeps the cooking, serving, and drinks areas separate. The cook has room to work, guests can help themselves, and nobody has to queue beside a hot grill on a smokin’ hot day.
The cook station
Keep your cooking tools close to the BBQ so you're not constantly running back to the kitchen. Have tongs, a spatula, a basting brush and a meat thermometer handy, plus a tray for raw ingredients and a clean platter for cooked food.
Position the BBQ on a flat, stable surface with good airflow, well away from anything flammable. For more on the equipment you'll need, see our How to Kit Out Your BBQ guide.
The serve station
Set up your serving table away from the BBQ and out of direct sunlight. Stack plates and cutlery at one end, followed by the food, so guests can move along the table and serve themselves without doubling back.
Use large serving platters and trays for cooked meats, serving and salad bowls for sides, and dips and condiment sets to keep sauces and dressings together. Give grilled vegetables their own platter, separate from meat juices.
The drinks station
Set up drinks away from the cooking and serving areas. Keep a cooler or ice bucket handy, along with a jug or pitcher of water guests can refill themselves.
For outdoor entertaining, choose outdoor drinkware made from shatter-resistant materials, especially around decks and pools. Keep extra cups, ice, and a bottle opener nearby so guests have everything they need in one place.
Your BBQ timeline, from a week out to clean-up
A little preparation goes a long way. Here's what to tackle in the lead-up to your BBQ.
A week before
- Confirm your guest numbers and any dietary requirements.
- Plan your menu and make a shopping list.
- Check you have enough plates, glasses, serving platters, and bowls.
- Check your gas bottle or charcoal supply.
The day before
- Marinate meats and prepare salads or sides you can make ahead.
- Make or buy ice and clear space in the fridge for food and drinks.
- Clean the BBQ and check that your cooking tools are ready.
Two hours before
- Set up your cooking, serving, and drinks stations.
- Chill drinks and fill your cooler with ice.
- Keep perishable foods refrigerated until you need them.
Before guests arrive
- Preheat the BBQ so it's ready when you need to start cooking.
- Put out dips, crackers, and other nibbles, keeping perishable items chilled until serving.
- Fill water jugs and check that the drinks station is stocked.
During the BBQ
- Cook in batches, starting with foods that are quick to prepare.
- Allow cooked meat to rest before slicing and serving.
- Refill water jugs, top up ice, and replenish food as needed.
- Keep raw and cooked foods separate, using clean utensils and serving platters.
After the BBQ
- Pack leftovers into shallow, airtight containers and refrigerate promptly.
- Clean the BBQ while it's still warm enough for residue to come away easily, following the manufacturer's instructions.
- Replace the protective cover once the BBQ has cooled completely.
A quick note on food safety: According to the Food Safety Information Council, perishable leftovers should be refrigerated promptly. If food has been between 5°C and 60°C for less than two hours, you can refrigerate it for later. After two to four hours, eat it immediately or discard it. After four hours, throw it away.
Menu ideas that are easy to cook for a crowd
The best BBQ gathering ideas are the ones that don't leave you chained to the grill. The cook deserves to socialise, too! Choose a few crowd favourites, add sides you can prepare ahead, and serve food in batches so everyone can eat as it's ready.
Here's what to put on the menu:
- Burgers: A classic bacon cheeseburger is easy to serve and lets guests add their favourite toppings.
- Skewers: Beef satay skewers are great for serving in smaller portions and can be prepared ahead.
- Ribs: Pork ribs are a good option when you want something a little more substantial.
- Chicken: BBQ-style whole chicken makes a great centrepiece for a larger gathering.
For vegetarian guests, add vegetable skewers, grilled mushrooms, or plant-based burgers to the menu, using separate utensils where needed.
Fresh coleslaw, potato salad, bread rolls, and grilled vegetables are all easy crowd-pleasers. Prepare cold sides ahead and refrigerate until serving.
Finish with something you can make ahead, like a Basque cheesecake slice, fresh fruit or individual desserts. Serve on a cake stand, in a serving bowl or on individual plates.
Wrapping up: leftovers and clean-up
Once guests leave, pack leftovers into airtight food storage containers and refrigerate promptly.
Clean the BBQ while it's still warm, removing food residue and grease according to the manufacturer's instructions. Once it's completely cool, pop on the weatherproof cover.
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