Ensure somebody has been assigned with event organizational ownership. They don't necessarily have to do anything other than ensure that everything necessary is done.

General checklist:

• Food and drink (and vegetarians, vegans, allergies)
  • Heating sources, should food require heating
• Cups, plates, cutlery, napkins, and serving utensils
• Having an agreed-upon and known location
• Transportation to and from
• Invite alumni or other guests, if appropriate
• Issue periodic reminders of the event (at least one person is bound to forget)
• Activities; if kids are coming, it might be worth explicitly assigning somebody to deal with kid-specific activities
• Reimbursing expenses

BBQs

Determine:

• How many people are coming (including kids), and whether they are vegan/vegetarian
• Where to have it (the Spanish Banks is close; there are BBQ stations in Stanley Park); make sure everybody knows exactly where it is!
• Who has a BBQ
• Who can drive or needs a ride

Tasks: Allocate to various people:

• Barbecue + fuel + cooking implements (separate set of equipments for meat and veggie); if you use coal then also take lighter fluid
• I will bring hotdog and hamberger buns
• I will bring veggie items for BBQ for v people
• I will bring some meat burgers / sausages for BBQ for m people
• I will bring condiments (cheese slices, ketchup, mustard, relish, mayo, sliced tomatoes, sliced onions, lettuce, etc.)
• I will bring some king of drinks for n people.
• I will bring some kind of salad/slaw for n people
• I will bring some munchies (potato chips, nachos & salsa, etc.)
• I will bring some kind of dessert for n people.
• I will bring some ice (and cooler)
• I can give n people a ride to and/or from the site

Other Stuff:

• We have some paper plates etc. in the lab. But I suggest trying to be more environmentally aware and each bring plates/forks/knives/cups from home for ourselves nevertheless.
• Have people bring coolers
• Blankets, games (frisbee, beach balls, cooler)

Budgeting: These were made up but seemed reasonable (PP-Consp = consumption (portions) per person, PP-Cost = cost per portion)

Item	PP-Consp	PP-Cost	Notes
BBQ	Food	1.6
Drinks	1.2	$0.60
Condiments	1	$0.20	Ketchup,mayo,relish
BBQ	Fuel	$10.00
Salads	1	$1.00
Desserts	1	$1.00
Veggies	1	$0.25	Tomatoes,onions