Dinners & gatheringsRelaxed: warm and easy-goingGet-togethers

Backyard BBQ invitation

A relaxed invitation for a barbecue at home: what you're providing, what to bring, and whether kids are welcome.

When to use it

  • You're hosting a barbecue, cookout or outdoor lunch for friends, family or neighbours.
  • You want to share the load with a bring-a-plate request and plan for kids.

Preview

BBQ time

Backyard BBQ with The Garcias

  • Sunday 29 November
  • From 12pm
  • 31 Wattle Street

Reply by Wednesday 25 November

The card shows example details until you add your own.

Your details

Optional. Anything you type goes straight into the wording. Nothing is sent or saved.

The wording

Email subject

BBQ at ours on [Date]

Hi everyone,

We're firing up the barbecue on [Date] from [From] and you're invited.

Where: [Address] (come round the side gate to the backyard)

We'll have meat and veggie options on the grill, plus soft drinks. Bring whatever you'd like to drink and, if you can, a salad or side to share. Kids are very welcome, and there's room to run around.

Let us know by [Reply by] how many of you are coming (adults and kids) and if anyone needs vegetarian, vegan or gluten-free food.

If it rains, we'll move under cover, so it's on either way.

[Your name(s)]

Words in [brackets] are the details to fill in, here or after you paste it.

Variations

The same invitation, adjusted for a different setting or channel. Your details carry over.

Text or WhatsApp

Everything in one message.

BBQ at ours on [Date] from [From]! [Address]. Bring a drink and a side if you can. Kids welcome. Let us know numbers by [Reply by].

Neighbours' street BBQ

For a street or building get-together.

Hi neighbours! We're hosting a street BBQ on [Date] from [From] at [Address]. Bring a plate to share and your own drinks. All ages welcome. Pop a note in our letterbox or message [Your name(s)] by [Reply by] so we know numbers.

What to ask in the RSVP

Ask only what changes your plans. For this kind of event, that's:

  1. How many adults and kids?Kids eat differently, and you'll plan food by heads.
  2. Vegetarian, vegan or gluten-free?So the grill has something for everyone.
  3. What you're bringing (optional)Only if you want to avoid five potato salads.

Leave out

  • Exact arrival times: BBQs are drop-in by nature.

More on this in what to ask guests when they RSVP.

Tips before you send

  • Send it one to two weeks ahead.
  • Say what happens if the weather turns, so nobody has to ask.
  • Mention dogs, pools or anything parents should know.

Sending it by email, text or WhatsApp, and tracking replies

  • Email: paste the wording into a new message, use the subject line above, and put guests in BCC if they don't all know each other.
  • Text or WhatsApp: use the short version. Send it to each guest, or to a group chat if everyone already knows each other, and pin it so the details are easy to find.
  • Tracking replies: for a handful of guests, a note on your phone works. For more, collect answers in one place, like a shared spreadsheet or a simple online form with the RSVP questions above.
  • EvntBuild: event software that will send invitations by email, text and WhatsApp, with RSVP forms that only ask what applies and replies kept in one place. It's opening soon and isn't live yet. Join the EvntBuild waitlist to hear when it opens.