A great BBQ party comes down to planning and equipment as much as food. This guide covers everything from choosing the right grill to seating, shade, setup and decoration.
A great BBQ party comes down to planning and equipment as much as food. This guide covers everything from choosing the right grill to seating, shade, setup and decoration.
A well-executed BBQ party is one of the most enjoyable events to host. The format is naturally social, the food is interactive and the outdoor setting adds a dimension that indoor events do not have. Getting it right comes down to planning the key decisions before the day.
Start with numbers and format. How many guests are you expecting? Is the BBQ the main event or one element of a longer party? Will there be seated dining, grazing, or both? These decisions shape every subsequent choice about equipment, layout and food quantities.
Set a realistic timeline. A BBQ for 60 people takes longer to set up, cook for and clear down than most hosts anticipate. Build in setup time before guests arrive and make sure the cooking team has everything in place before service starts.
Match the grill to the guest count. A domestic grill is suitable for 10 to 15 people. For larger parties, hire a commercial-grade BBQ unit with adequate cooking surface. Multiple smaller units are often better than one very large grill; they allow different food types to be cooked simultaneously and reduce queue times.
Charcoal grills produce better flavour but take longer to reach temperature and require more skill to manage. Gas grills heat quickly, are easier to control and are faster to set up and break down. For parties where the cooking team is not professional catering staff, gas is the more forgiving choice.
A successful BBQ setup requires more than just the grill. You need:
Seating at a BBQ party should encourage conversation and movement. A mix of dining tables with chairs, informal lounge seating and standing areas works well for events where guests move between the grill, the bar and the dining area throughout. Avoid rows of formal seating that create a rigid structure at what should be a relaxed event.
Shade matters significantly in summer. A gazebo or market umbrella over dining areas keeps guests comfortable from midday onwards and protects food on tables from direct sun and insects. For events running into the evening, outdoor heaters extend the comfortable period considerably.
Plan the menu to minimise complexity on the day. BBQ menus that require extensive preparation at the grill during service create pressure. Items that can be prepped in advance, such as marinated proteins, assembled salads and pre-made desserts, reduce the cooking workload during service. Have a clear sequence: what goes on first, what comes next, and when each item is ready to serve.
Drinks service at a BBQ benefits from a dedicated drinks station with a chiller and self-serve access for guests. This reduces pressure on any host or staff member and allows guests to serve themselves throughout the party.
Position the grill upwind of the dining area. Smoke and cooking odours are pleasant in the right direction and problematic in the wrong one. Ensure the cooking area is a safe distance from any covered structures, including gazebos.
Establish a clear flow: guests arrive in one direction, the bar is accessible, the grill is visible but not overwhelming, dining is positioned in the quieter end of the space. A layout that makes sense naturally, where guests can understand where to go, reduces the feeling of disorganisation.
Tablecloths anchored against wind, a consistent colour scheme and some simple lighting for the evening all contribute to the look of the party. Outdoor string lights over a dining area create a quality atmosphere once the sun goes down. These details take little time to arrange and make a visible difference to how the party feels.
Hiring rather than buying your BBQ equipment avoids the storage, transport and maintenance overhead of ownership. Professional hire equipment is built for event use: larger cooking surface, more robust construction, proper fuel capacity. After the party, it goes back to the hire company. No cleaning required on your end.
How do I work out how much food to prepare for a BBQ party?
A standard guide for a mixed protein BBQ is 200–300g of meat per guest, plus additional for sides. Adjust based on your guest profile and whether the BBQ is the main meal or one element of a longer party.
What size grill do I need for a BBQ party of 60 guests?
Two or three commercial-grade BBQ units with combined adequate cooking surface is more practical than one very large grill. This allows simultaneous cooking of different food types and reduces queue times. Expo Hire can advise on the right specification for your guest count.
What outdoor equipment should I hire for a summer BBQ party?
A gazebo or shade structure, outdoor heaters for the evening, seating and tables, a drinks chiller, and appropriate lighting. Browse Expo Hire's outdoor equipment range for the full selection.
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