What to do and when to do it – Preparation checklist

Eight weeks before the event, decide on a date and find/book a suitable venue.

Six weeks before to the event, find BBQs for the event (if the venue does not already have them).

Six weeks before find and invite judges and a special guest to host the event, and participants to take part in the BBQ Challenge (see invite a special guest/host/judge/participant – letter template (RTF 39 KB)).

Six weeks before invite local businesses or groups to get involved by sponsoring the event, providing equipment or food, or setting up a stall or activity (See invite a local business – letter template (RTF 38 KB)).

Four weeks before the event, make posters for the event and ask local business to display them.

Three weeks before ensure you will have enough food on the day, and arrange the menu for the BBQ lunch.

Three weeks before the event organise healthy prizes for contestants. Can local business or organisations donate prizes?

One week before send a media release to your local paper, radio and television station/s (see media release template (RTF 241 KB)), inviting them to the event to take photos and join in the fun.

One week before the event draw up a running sheet for the Community Healthy BBQ Challenge with times and give a copy to organisers, any special guests/participants and judges to ensure the event runs smoothly. (See running sheet template (RTF 73 KB)). All special guests/participants and judges should also be briefed on what they are expected to do at the event.

On the day of the event approximately half an hour before the start, ensure that all special guests, participants and judges have arrived and give them a quick briefing of the running sheet.