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 good)
• Who has a BBQ

Tasks: Allocate to various people:

• Barbecue + fuel + cooking implements
• 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, mayo, sliced tomatoes, sliced onions, etc.)
• I will bring some king of drinks for n people.
• I will bring some kind of sla 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)

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)