Planning a Summer BBQ for 100+ Guests

Hosting a BBQ for 100+ guests is a different beast entirely from your typical backyard cookout. The logistics, quantities, and timing all need careful planning to avoid hungry guests, long queues, or running out of food.

Whether you're planning a company summer party, a milestone celebration, or a community event, this guide will help you get it right.

The Big Decision: DIY or Professional Catering?

Before diving into planning, consider whether to handle catering yourself or hire professionals.

DIY BBQ: Pros & Cons

Pros:

• Lower cost (potentially)
• Full control over menu and ingredients
• Personal touch

Cons:

• Significant time commitment (you'll be cooking, not hosting)
• Equipment limitations
• Food safety responsibilities
• Risk of running out or over-ordering
• Weather contingency challenges

Professional BBQ Catering: Pros & Cons

Pros:

• You can enjoy your own event
• Professional equipment (our trailer cooks 600 items at once)
• Experienced staff handle timing and service
• Food safety certifications and insurance
• Accurate portioning — no waste or shortages

Cons:

• Higher upfront cost
• Less hands-on control

If You're Going DIY: Essential Planning

Quantities Guide (per person)

For a main meal BBQ, plan for:

• Meat: 200-250g per person (mix of options)
• Burgers: 1.5 per person (some will want seconds)
• Sausages: 2 per person
• Chicken pieces: 2 per person
• Bread rolls: 2 per person
• Salads: 100g per person
• Coleslaw: 50g per person

For 100 guests, that's approximately:

• 150 burgers
• 200 sausages
• 200 chicken pieces
• 200 bread rolls
• 10kg salads
• 5kg coleslaw

Equipment Needs

For 100+ guests, you'll need serious cooking capacity:

• Grill space: Minimum 1.5 square metres of cooking surface
• Multiple BBQs: At least 3-4 large BBQs running simultaneously
• Warming stations: To hold cooked food at safe temperatures
• Prep tables: For assembly and serving
• Cool boxes/fridges: For raw ingredients and drinks
• Thermometers: Essential for food safety

Timing & Service

The biggest challenge with large BBQs is getting food to everyone while it's hot. Consider:

• Staggered service: Invite guests to eat in waves
• Multiple serving points: Reduce queuing
• Pre-cook some items: Sausages and chicken can be part-cooked in advance
• Start early: Begin cooking 1-2 hours before service

Food Safety Essentials

With large numbers, food safety is critical:

• Keep raw and cooked meat separate
• Use probe thermometers (chicken: 75°C, burgers: 70°C)
• Don't leave food in the "danger zone" (5-63°C) for more than 2 hours
• Have handwashing facilities available
• Consider allergen labelling

If You're Hiring Professionals

What to Look For

• Capacity: Can they handle your guest count efficiently?
• Equipment: Do they own professional-grade equipment?
• Experience: Have they catered similar-sized events?
• Insurance: Public liability coverage (minimum £5 million)
• Food hygiene: Valid certification
• Reviews: What do past clients say?

Questions to Ask

1. What's included in your quote?
2. How do you handle dietary requirements?
3. What's your setup and breakdown timeline?
4. How many staff will attend?
5. What's your wet weather contingency?
6. Can you provide vegetarian/vegan options?

Menu Ideas for Large BBQs

Classic Crowd-Pleasers

• Beef burgers with cheese option
• Pork sausages (and veggie alternatives)
• BBQ chicken thighs
• Lamb koftas
• Corn on the cob

Vegetarian Options

• Halloumi skewers
• Vegetable kebabs
• Bean burgers
• Stuffed peppers
• Grilled portobello mushrooms

Sides That Scale Well

• Coleslaw
• Potato salad
• Green salad
• Pasta salad
• Corn on the cob
• Garlic bread

Weather Contingency

British weather is unpredictable. Have a backup plan:

• Gazebos/marquees: Cover for cooking and serving areas
• Indoor space: Somewhere guests can shelter
• Communication plan: How will you notify guests of changes?
• Flexible timing: Can you shift the event if weather improves?

Budget Planning

For 100 guests, expect to budget:

• DIY (food only): £500-800
• DIY (including equipment hire): £800-1,200
• Professional catering: £800-1,500 (£8-15 per head)

Professional catering often represents better value when you factor in your time, equipment hire, and the risk of over/under-ordering.