Beyond Snags: How to Host an Outdoor Barbecue People Actually Remember

Outdoor events have an energy you can’t quite replicate indoors—fresh air, relaxed conversation, and that unmistakable barbecue aroma drifting through the crowd. But great barbecue catering doesn’t happen by accident. The difference between “easy afternoon” and “why is everything running late?” usually comes down to planning, the right equipment, and a menu built for outdoor service.

We cater barbecues across Melbourne and we’ve learned what makes them work: food that holds well, service that flows, and a set-up that’s ready for weather, timing, and guest numbers.

If you’re hosting an outdoor event—at home, at a venue, or at the office – here’s how to get it right.

Start with the event shape…not just the guest lisT

Before you choose a menu, lock in the basics:

Guest experience

• Standing and mingling (cocktail-style) needs food that’s easy to eat one-handed.
• Seated dining allows larger portions and plated elements, but needs more structure.

Time of day

• Lunch barbecues lean lighter (salads, grilled chicken, seafood, seasonal sides).
• Evening events tend to invite heartier choices and longer service.

Site realities

Ask early:

• Is there power and water access?
• Are there restrictions on open flame?
• Is there a wet-weather plan?

If you’re unsure, our team can help you map the practical side so the menu matches the conditions. For broader event support, you can also explore our approach to functions.

Build a menu that works outdoors

Outdoor catering is as much about logistics as it is about flavour. A smart barbecue menu considers wind, heat, service speed, and how long items stay at their best.

A reliable barbecue menu structure

A format we often recommend:

1) Grill favourites (2–3 proteins)

Choose a mix:

• One crowd-pleaser (e.g., beef or chicken)
• One lighter option (e.g., fish or grilled veg skewers)
• One “something different” option for variety

2) Seasonal sides that travel well

Outdoor-friendly sides are those that don’t suffer if they sit briefly:

• Grain salads
• Roasted vegetables
• Slaws (kept chilled until service)
• Fresh bread and condiments

3) Something sweet that doesn’t melt instantly

Think slices, brownies, tarts, or individually portioned desserts for ease.

Add roaming bites if guests arrive in waves

If people trickle in over 30–60 minutes, a few early bites keep the mood up. Our Canapé Packages are designed for timed service and can suit outdoor gatherings—especially if you want a more polished start before the grill service begins.

Don’t underestimate equipment (it’s the backbone of the day)

A barbecue can be “casual” and still require professional infrastructure. The right hire list prevents bottlenecks and keeps food and drinks safe.

Equipment essentials checklist

Depending on your format, consider:

Cooking & holding

• Commercial gas barbeque (includes gas bottle)
  Hire – Barbeque (commercial grade – gas): $150 per bbq
• Chafing dishes for hot holding
  $35 per set
• Serving tongs, ladles, trays

Dining & drinkware

• Glassware hire (wine, flutes, multipurpose glasses)
• Crockery/cutlery if you want a more elevated feel
• Or biodegradable disposables if you want simple clean-up (cups, plates, cutlery)

Temperature control

• Ice tubs and ice bags
  Ice Bag: $9.95 per bag
  Hire – Ice Tub: $9.75 per tub

Plan for your next event and  browse our Hire Equipment & Disposables range.

Drinks matter more outdoors—plan them like food

People drink differently outside (often more water, and a steadier pace over a longer period). If you’re offering alcohol, it’s worth deciding whether you want “BYO-style” or a fully hosted bar experience.

Beverage packages for a hosted bar feel

Our Beverage Packages include a full bar set up—table, table cloths, ice tubs, ice and all glassware—and packages require service staff. Options include:

• Standard Beverage Package (from $25.00 per person)
• Premium Beverage Package (from $35.50 per person, min 30 people)
• Non Alcoholic Packages (1–4 hours, min 30 people)

Staffing: the difference between “food’s ready” and smooth service

Even if the menu is simple, having the right staff changes everything:

• Food comes out at the right pace
• Dietary and preference questions get handled quickly (without slowing the line)
• Hosts get to actually enjoy the event

If you choose beverage packages or canapé packages, mandatory onsite staff will be advised upon booking – we’ll talk you through what’s required and why.

Ordering and timing tips – Melbourne delivery reality

If you’re planning a workplace barbecue or a CBD event, it helps to know the ordering framework on our online portal. For Mon–Fri (CBD) orders, there is a $200 minimum. If your order is above $80 but below $200, a $25 fee is charged for each delivery time. Weekend deliveries typically need to be arranged via email.

Start browsing and building your order with our online ordering menu.

FAQs

1) How far in advance should I book a catered barbecue?

Earlier is better, particularly for larger groups or if you need hire equipment and staff. If your date is coming up soon, contact us and we’ll confirm what’s feasible.

2) What’s the best service style for a backyard barbecue—buffet or roaming?

For tight spaces, roaming service can reduce queues. For larger open areas, a buffet can be efficient. We’ll recommend a format based on your layout and timings.

3) Can you help with equipment if my venue has no kitchen?

Yes—our hire range covers key items (including a commercial gas barbeque, chafing dishes, glassware, ice tubs and more).

Make Your Outdoor Event Easy…and Delicious

A successful barbecue comes down to a menu that suits outdoor service, equipment that supports safe and smooth delivery, and staffing that keeps everything moving. When you work with us, we bring the planning mindset as well as the food—so your event feels relaxed for guests and for you.

If you’re ready to plan your barbecue, call us on (03) 9419 9290 or email catering@blacktruffle.net.au. You can also start building your order online: https://online.blacktruffle.net.au