Cookout and BBQ checklist: what to buy, what to bring, and who does what
A good cookout is not the one with the most meat. It is the one where nobody runs out of charcoal at the last minute, everyone knows what to bring, and one person is not stuck at the grill alone. Here is a checklist you can copy, adjust for your group and share.
Three decisions before you start
- How many people are really coming. Quantities, gear and budget all depend on it. See how to get guests to RSVP.
- Where and when. Ask whether there is a grill, tables and shade, and whether the place fits your group and the weather.
- Who organizes and who delegates. One person keeps the list, but nobody buys everything alone.
Gear
- Grill, and whoever is bringing it if the place has none
- Charcoal or propane, and a lighter or matches (bring more than you think)
- Tongs, a long fork, a spatula and a grill brush
- Clean grates or skewers
- Coolers and ice
- Plates, cups, utensils and napkins
- Trash bags and paper towels
- Lighting if you will stay after dark
- Oven mitts and a way to put out the fire (a bucket of water or sand)
Food
- Meat and poultry (see the note on quantities below)
- Buns, bread or tortillas
- Sides and salads, and at least two sauces
- Vegetables for the grill (corn, mushrooms, peppers, onions)
- A vegetarian or vegan option, so nobody eats only sides
- Dessert or fruit
Drinks
- Water, more than seems reasonable, especially in hot weather
- Soft drinks, and something for kids
- Alcohol, if any, in amounts the group agrees on
- Ice, then more ice
Food safety
- Keep raw and cooked food apart: separate boards, plates and tongs.
- Cook chicken until it reaches 165°F (74°C) in the thickest part. A food thermometer is the reliable way to check.
- Do not leave perishable food out for more than two hours, or one hour when it is above 90°F (32°C).
- Keep meat and salads in a cooler with ice until they are needed.
How to divide it so nothing is forgotten
The usual problem is not a missing list but a list buried in an old group chat where nobody knows who took what. A few rules help:
- One item, one person. "Someone will bring charcoal" means nobody will.
- Match jobs to people. Whoever has a truck brings the heavy gear, whoever lives near a store shops that morning.
- Keep the list in one place where everyone can see it and check things off.
- The day before, check in. One short message: "Who is bringing what, and what is still missing?"
A tool like PlanOra lets you create the event, turn the list into tasks, assign each one to a person and see what is done. More in the guide on splitting up event tasks.
After the cookout
- Make sure the coals are completely out before leaving
- Collect the trash
- Return anything borrowed
- Settle shared costs: see how to split group expenses fairly
Planning an event?
PlanOra puts tasks, polls, chat, a photo gallery, expenses and invitations with RSVPs in one place. Free.
Start planning