Backyard BBQ for 100 Guests: The Complete Equipment List

A backyard barbecue for 100 people is a catering job in cargo shorts. The food is simple, but the logistics are the same as a wedding: seats, shade, power, cold storage and a place to put the trash. Most Chicago-area yards are not big enough for all of it. This list covers each category, with counts, and a layout.

The layout

The master list

These are planning estimates. Adjust for menu and weather. For seat counts, see how many chairs you need, and for tables check round table sizes.

Cooking: grills and food

A typical BBQ menu for 100 includes burgers or chicken, a vegetarian choice, 2 sides and a dessert. A common planning range is about 1/3 to 1/2 pound of cooked meat per guest, so 35 to 50 pounds of meat. At 160 degrees F for ground beef and 165 degrees F for poultry, the cook needs a probe thermometer. Plan resting and holding space: chafers and insulated carriers for cooked meat. See grill rental and keeping food hot.

Serving: line, utensils and plates

See buffet line flow, serving utensils and dessert tables.

Cold: coolers, ice and drinks

Plan about 1 pound of ice per guest for drinks, 100 pounds, plus ice for salads and raw meat coolers. Use separate coolers for raw meat, salads and drinks to avoid cross-contamination and constant opening. Add dispensers for water and one or two flavors; see beverage dispensers and keeping food cold. Keep drinks near the seating, not the buffet.

Shelter and seating

Plan a tent to cover the seating: 100 guests at tables of 8 need about 13 tables, which fits a 40 x 60-foot tent at 10 to 12 square feet per person, or a 20 x 40-foot tent for a standing-and-sitting mix. Consult your tent company; see what size tent do I need. If the yard is small, use a 20 x 40 tent for the buffet and drinks, and set tables on the lawn with market umbrellas. Casual events can use garden folding chairs and picnic tables. For wind, rain and ground, read outdoor event chairs and weather in Chicago.

Power, lighting and neighbors

Gather your electrical needs: urns, popcorn, lights and music. Ask about circuit capacity and put the grill's work light on its own circuit. See lighting and power. For parties past dusk, plan string lights and path lights. Notify your neighbors, check your village's noise and street parking rules, and check whether you need a permit for a tent or for closing a street. Rules vary by village; call your village hall.

Waste and cleanup

Three stations of trash, recycling and compost handle 100 guests; see trash, recycling and composting stations. Add a grease can for the grill, and a place to store dirty serving ware.

Food safety

Keep hot food hot and cold food cold, and use the two-hour rule; see food safety at home parties.

Plan your whole BBQ in one call

Book a free 15-minute seating call and we will help you build the full rental list, or request a quote with your guest count and yard size.