Pick the Date and Book Your Helpers Early

Everything about a good club barbecue comes down to the week before, not the day itself. Check the fixture list first, so you are not competing with a league match or a county friendly, and avoid clashing with the village fête if you can. A late-afternoon start, around 3pm or 4pm, tends to suit members better than a midday sitting, because the fiercest heat has passed and anyone who plays in the morning can still come along.

Put a sign-up sheet on the clubhouse noticeboard at least three weeks ahead and be specific about jobs rather than asking for vague offers of help. The roles that make the day run smoothly are:

• Two shoppers to buy meat, bread, sauces and soft drinks on the Friday.
• Two grill cooks per shift, rotating every 45 minutes so nobody is stuck over the coals all afternoon.
• A setup crew of four to carry tables, gazebos and chairs out of the store.
• A buffet monitor to keep dishes covered, labelled and topped up with ice.
• A clear-up team who agree in advance that they are on washing up, not just drifting home.

Ask people to confirm by text or by ticking the sheet. A rota with names on it is worth ten times a general appeal in the newsletter.

Shared Dishes Keep Effort and Costs Down

A bring-a-plate barbecue works beautifully in a bowls club, because you already have a membership used to turning up and mucking in. The trick is to steer what people bring. Split surnames into groups and allocate categories: A to F bring a cold salad, G to L bring a dessert, M to R bring bread rolls or a side, S to Z bring soft drinks or paper goods. Without that guidance you will end up with nine bowls of coleslaw and no pudding.

The club itself should cover the core: burgers, sausages, a decent vegetarian alternative, rolls, tomato sauce, mustard and a big pot of tea. A contribution of around £5 per head, or £8 for a couple, covers that comfortably. Keep a running list of what is coming so you can fill any gaps at the shop on the Saturday morning.

Vegetarian, Vegan and Lighter Options

Vegetarians in the club should get more than a charred pepper on the edge of the grill. Plan a proper tray of options and cook them before the meat, on a clean section of the grate or in foil trays with their own tongs.

• Halloumi and vegetable skewers, marinated in oil, lemon and oregano.
• Firm tofu or tempeh cubes, pressed and marinated overnight.
• Bean burgers and mushroom caps, cooked in a foil tray so they hold together.
• Corn on the cob and jacket potatoes wrapped in foil, pushed to the cooler side.
• A large bowl of coronation chickpeas or a herby butterbean salad for anyone avoiding mayo.

Label everything with a small card: what it is, whether it contains nuts, gluten or dairy, and who made it. Ask members to write their name on the dish they bring so plates and bowls find their way home, and keep a separate cool box for vegetarian food so it never sits next to raw meat.

Shade, Seating and Looking After Older Members

This is where a club barbecue differs from a back-garden one. Several of your members will want to be there but will not want to sit in full sun for three hours. Put up a gazebo or a small marquee, borrow parasols from members, and arrange tables along the shaded side of the clubhouse. Chairs with arms and a firm seat are far kinder than low folding ones, and a bench near the door means nobody has to walk far with a plate.

Set up a water station with two jugs, a stack of cups and a bowl of ice, and top it up all afternoon. Keep a box by the entrance with sun cream, spare hats and a couple of light blankets for when the temperature drops. Leave a quiet corner indoors with the door open, away from music and noise, for anyone who needs a breather, and check the route to the toilets is clear and well lit.

Drinks, Timing and Food Safety

Keep the drinks simple and generous: a tea urn, squash, lemonade, elderflower cordial and a jug of Pimm's for those who want it, with plenty of non-alcoholic choices. Ice goes in cool boxes, not in the open, where it melts and waters everything down.

Food safety matters more than most people think on a warm day. Keep cold dishes below 5°C using ice packs and shaded tables, serve hot food straight from the grill, and follow the two-hour rule: anything left out longer than that goes in the bin, not back in the fridge. Give every dish its own serving spoon, keep cling film or lids handy for covering, and put out hand gel and a bin bag at each end of the buffet. Hanging a wasp trap well away from the tables saves a great deal of flapping.

A Simple Running Order for the Day

Helpers arrive at 1pm to set up tables, gazebos and the buffet. Guests from 3pm. Food at 3.30pm, with the grill running in two shifts. Around 4.30pm, run a few easy games: a spider on the green, a target bowls contest, or a longest-bowl challenge with a small prize. Puddings and tea at 5.30pm, then the clear-up rota takes over at 6.30pm, working in pairs so nobody is left with a sink full of plates.

Keep all food and drink off the green itself and set the buffet on the patio. Finally, thank your helpers by name in the next newsletter, and note down what worked while it is fresh. Next summer's barbecue will be easier still.