Guest List and Invitations

• An afternoon barbecue brings along with it a laissez-faire attitude. It is not as formal as a wedding or sit-down dinner. When crafting your guest list and invitation, write it to reflect that you are inviting friends and family to simply drop by casually. Include the usual invitation details such as where and when the gathering will be held. At the end of the invitation ask for an RSVP by email or phone so you can get an "approximate count" of people attending. "Approximate count" or a similar phrase is the key, as it sets the tone for an afternoon barbecue. Also, be aware that because of the laid-back attitude, people may come for part or all of the gathering.
  
  

Bugs and Sun

• Two things that can quickly put a damper on a barbecue are bugs landing on the food and people getting sunburn. Purchase both bug spray and sunscreen and place them out so your guests can apply them as needed. Additionally, purchase bug repellent candles and torches and put them around the perimeter of the area where people are gathering. Provide itch relief spray and aloe vera cream in case someone gets bitten or sun-burned. Finally, if you know the gathering area is sun-drenched during the time of the barbecue, purchase table umbrellas or move chairs into the shade, where your guests will be more comfortable.
  
  

Food

• A little food goes a long way. Sometimes when people host an event they start over-thinking how much people will consume. While you want people to eat and drink enough, you do not have to feed them until they burst. Use dishes that can be served in bulk. Hamburgers, hot dogs and chicken breasts are all relatively cheap main dishes that can feed many. Plan on having one or two of those main items for each person. Add salads such as pasta, potato and green salads to the mix; allow for people to have a small scoop of two of those salads. You can, of course, go higher-end with the food you are serving by adding higher-priced items such as shell fish, ribs and steaks; however, remember that people did not come to your barbecue to eat a whole lobster or a giant rack of ribs.
  
  

Drinks

• When calculating beverages, hone in on the habits of your crowd. For example, if you know your friends drink beer, buy enough beer for everyone to have about one bottle or can per hour or two. The same goes for wine -- plan a glass for each hour or two people are attending. If your crowd loves to drink spirits, count on 1.5 ounces of alcohol per drink; count on one drink per person per hour or two. A 1.75-liter bottle has about 40 1.5 servings, so 20 people can have two drinks each at the barbecue per large bottle. Remember to provide a few mixers such as juices and sodas. Additionally, offer plenty of water and nonalcoholic beverages for those not drinking or switch over halfway through the barbecue.
  
  

Open What People Bring

• As a thank-you for hosting the barbecue, people may bring either a dish or a bottle of alcohol to the party. After thanking them for their generosity, offer to serve the dish or open the bottle of alcohol so all the guests can enjoy it. Even if the giver of the gift insists that you save it, make the gesture, otherwise some people may feel as if you are trying to stash away their gift.
  
  

Games

• Afternoon barbecues often include games. Darts, horseshoes, pick-up basketball or badminton are all common games. If you choose to offer a game, remember that the spirit of the game should be kept light -- it not become overly serious. The point of the afternoon is to spend time with one another. If someone is getting too rowdy, politely suggest that he take a break from playing. Conversely, if someone is feeling self-conscious, encourage him to join the group and have some good-natured fun for the afternoon. These barbecues should be inclusive and should give every guest equal opportunity to have a good time.
  
  

Safe Driving

• Many people consume alcohol when they are at an afternoon barbecue, and some of them might not have thought about safe driving practices because they are not "out for the night." Therefore, encourage people who are drinking to take cabs to and from your place. List the names of cab companies right on the invitation. If someone has overindulged, insist that she leave her car -- driving, even while "buzzed" is not worth the risk of endangering yourself and others.