Running BBQ catering: what should you watch for as a caterer?

A summer BBQ is, for many customers, the easiest event to book, and for you as a caterer often the hardest to plan well. You're working outdoors, at the mercy of the weather, with live grilling right in front of the guests. That calls for different preparation to a plated dinner or a buffet. In this article we cover what to watch for when running BBQ catering: from the right amounts of meat and fish to a backup plan for rain.

Why a BBQ works differently from a plated event

At a walking dinner or buffet, most of the work is done before the guests arrive. A BBQ is different: the grilling happens live, right before or even while guests want to eat. That means you're cooking, planning and serving on site at the same time, often with fewer kitchen facilities than at an indoor event. Your grill master sets the pace of the evening just as much as the host does, so treat that role as a genuinely separate position in your staff planning.

A second difference is how spread out the eating moments are. At a BBQ, people don't all sit down to eat at the same time: one person wants an early burger, another waits until dark for the bigger cut of meat. Your stock and your grill capacity need to cover that whole window, not just one peak moment.

How much meat and fish do you plan per guest?

A commonly used starting point is 300 to 350 grams of meat per person for an evening-long BBQ, split across two or three types (for example a burger, a piece of chicken and a sausage). On top of that, plan for 100 to 150 grams of fish or a vegetarian grill portion for guests who don't eat red meat, even if nobody mentioned that beforehand: at a BBQ, almost someone always asks for an alternative on the spot.

• Provide at least one vegetarian and one fish option, even for a small group.
• Calculate sauces and rolls separately: rolls run out faster than caterers often expect at a BBQ.
• Keep 10 to 15 per cent extra on top of your calculation for extra orders and running over.

Equipment and set-up on site

A BBQ calls for equipment you wouldn't bring to a regular job: gas bottles or coal, extra grill grates, a spare burner in case one fails, and cooling that holds temperature outdoors too. Check beforehand whether the venue has power and water, and whether open flame or gas use is allowed; some gardens, rooftops and parks have strict rules on that.

Work with a fixed route between the grill, the serving point and the guests, so your staff don't keep crossing paths carrying hot plates. For bigger groups (from around 40 guests), a second grill station is often cheaper than a long queue that dampens the mood.

Cooling and food safety outdoors

Raw meat sitting in the sun for an afternoon is the risk that most often trips up a BBQ. Keep raw and cooked meat separate, with their own chopping boards and tongs, and take out of the fridge only what fits on the grill per round, instead of setting everything out ready at once.

Also log your temperatures outdoors, just as you do in the kitchen. What that involves is covered in hygiene code and HACCP in hospitality, and the allergens in your marinades and sauces belong on the same list as your regular menu: see the allergen list for caterers.

Weather as a risk factor

A BBQ is one of the few catering formats where the weather directly affects how the event runs. So always include a canopy or tent in your quote, even if the customer doesn't ask for one themselves, and agree beforehand who arranges it and who covers the cost of a last-minute change. Also set out what happens in severe weather: an indoor backup plan, a different venue, or an adjusted menu that's quicker to prepare indoors.

Put these agreements in writing in your quote or your cancellation terms. That avoids arguments on the day itself, when there's no time left for a calm conversation.

What BBQ catering asks of your planning

BBQ catering calls for different planning to a plated dinner: more equipment, a grill master as a fixed role, and a weather plan already in the quote. Get that sorted beforehand and you'll get through a summer season without surprises on the day itself.

Frequently asked questions

How much meat do you plan per guest at a BBQ?

Plan for 300 to 350 grams of meat per person, split across two or three types, plus a fish or vegetarian option of 100 to 150 grams for guests who don't eat meat.

Who arranges the canopy if the weather turns bad?

Set that out beforehand in the quote: who arranges the tent or canopy, who covers the cost of a last-minute change, and what the backup is in severe weather.

Do you need a separate grill master?

Yes, treat the grill master as a fixed role in your staff planning. That person sets the pace of serving and has little room to also pick up other tasks.

From how many guests do you need a second grill station?

For groups from around 40 guests, a second grill station is often cheaper than the wait time and dampened mood that come with just one station.

What equipment do you bring for an on-site BBQ?

Gas bottles or coal, extra grill grates, a spare burner and cooling that stays at temperature outdoors too. Also check beforehand whether there's power and water, and whether open flame is allowed on that site.

Catermonkey turns your BBQ quote into an order list and a kitchen list per grill station, so the 300 to 350 grams per guest and the extra margin for add-on orders are already in your purchasing before you load the van.

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