Barbecue supplies and handover worksheet
List the supplies your confirmed plan requires, then assign who buys them and who carries them. These may be different people. Record quantity and unit together, and confirm whether the venue provides an item before buying another. The blank fields are for your own agreed details; this sheet does not recommend food portions or establish venue permissions.
How to use it
- Agree the attendee count and intended menu before assigning purchases.
- Give every line a buyer and a carrier, or mark it as supplied by the venue after confirmation.
- At handover, compare the actual quantity with the latest shared list and note anything missing.
Worksheet preview
| Supply group | Items to confirm | Quantity and unit | Buyer | Carrier | Handover check |
|---|---|---|---|---|---|
| Food and drinks | Use the agreed menu and individual order choices. | ||||
| Tableware | Record what is brought and what the venue confirms it supplies. | ||||
| Serving items | List the items needed to serve the chosen food. | ||||
| Activity materials | Keep game cards and stationery together. | ||||
| Personal belongings | Tell participants which items they are responsible for bringing. | ||||
| Return and packing | Assign reusable items and confirmed venue handover tasks. |
Open the CSV in Excel, Numbers or Google Sheets. Save a copy before editing.
Buying and carrying are different jobs
A person who orders supplies may not arrive first or travel with the group. Put a separate carrier on each line and agree where the handover happens. Do not assume a supplier or venue will receive a parcel unless that arrangement has been confirmed.
Use one current quantity list
If attendance or the menu changes, update this sheet before asking someone to buy more. Note what is already purchased, what can be reassigned and what still needs confirmation. Keep personal dietary information in the organiser’s private notes rather than a publicly shared list.
Explore locations
Continue planning
- Check venue equipment on arrival
Check agreed equipment and record issues before the activity begins.
- Write a clear group arrival message
Put the address, entrance, meeting time and contact route into one usable message.
- Group menu choices and order allocation
Collect choices by menu item, then reconcile the order without inventing a universal portion rule.