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The funny thing about being an empty nester is that most weekends, it’s just me and Brian. Then somebody says, “Let’s watch the game at your place,” or, “Why don’t we invite everyone over?” And before I know it, I’ve somehow agreed to host 25 people in our backyard.
If you’ve ever looked around your house a few days before a party and wondered what you were thinking, you’re not alone. The good news is that hosting a crowd doesn’t have to mean spending the entire party stuck in the kitchen.
Over the years, I’ve developed a simple backyard hosting plan that works for summer cookouts, fall football watch parties, family gatherings, birthdays, and casual weekends with friends. It includes an easy make-ahead menu, a three-day prep schedule, realistic food quantities, and a few shortcuts that let me enjoy the party instead of managing it.
So if you were sitting across the table from me right now asking how I’d pull together an outdoor gathering for 25 people, here’s exactly what I’d tell you.
Start With a Simple, Crowd-Friendly Menu
Can I tell you something?
Nobody remembers your pasta salad.
I know that sounds terrible because we spend so much time worrying about the food, but it's true.
People remember laughing around the fire pit.
They remember watching the game on the projector.
They remember catching up with family they haven't seen in months.
They remember the memories.
The food just helps bring everyone together.
So the first thing I do is simplify the menu.
Instead of trying to make three appetizers, four sides, and two desserts from scratch, I focus on foods that are easy, crowd-friendly, and can be made ahead.
Think:
- Pulled pork sliders
- Taco bar
- Pasta salad
- Fruit tray
- Charcuterie board
- Brownies or cookies
Simple wins every time.
For a fall football party, I especially like foods such as pulled pork sliders, chili, a taco bar, or a baked potato bar. Guests can serve themselves, most of the food can be made ahead, and slow cookers make it easy to keep everything warm throughout the game.
3 Days Before: Shop and Prep the Make-Ahead Items
This is when I do the things that make party day easier.
I make my shopping list and buy all the non-perishable stuff:
- Drinks and bottled water
- Chips and other packaged snacks
- Napkins, paper plates and cups
- Condiments
- Ice and cooler supplies
- Serving trays, utensils and disposable containers
If I'm making brownies or cookies, I'll do that now.
If I'm serving pulled pork, taco meat, or shredded chicken, I may even cook it ahead and refrigerate it.
The goal is simple:
Do as much work as possible before I start feeling rushed.
The Day Before: Prep the Food and Organize the Serving Area
This is my favorite prep day.
I turn on some music, pour a cup of coffee, and start knocking things out.
- Wash and cut vegetables
- Make the pasta salad
- Prep the fruit
- Mix the dips
- Organize serving trays and utensils
- Chill the drinks
- Gather the charcuterie ingredients
If I'm making a charcuterie board, I gather everything together so assembly takes just a few minutes the next day.
Future Heather always thanks Past Heather for doing this.
Add an Easy Charcuterie Board for Guests to Snack On
If you've followed me for any length of time, you probably saw this one coming.
A big charcuterie board is one of the easiest ways to feed a crowd. I especially like this charcuterie board for entertaining because it makes even a simple mix of cheeses, crackers, fruit, and snacks feel pulled together. Prefer to compare a few styles first? Browse my favorite charcuterie boards for entertaining.
People naturally gather around it.
It looks impressive.
It works for almost every age group.
And most of the work can be done ahead of time.
I usually include:
- Cheeses
- Meats
- Crackers
- Grapes
- Berries
- Nuts
- Olives
- A couple of simple dips
The best part?
Guests start snacking immediately, which buys me extra time if I'm still finishing a few things.
The Morning Of: Set Up the Backyard and Finish the Food
This is where I used to make my biggest mistake.
I'd save everything for party day.
Never again.
Now the morning of is mostly setup.
- Fill the coolers
- Put out serving bowls and utensils
- Arrange the outdoor seating
- Start warming the food
- Assemble the charcuterie board
- Set up the drink station
- Make sure there is enough ice
Actually, let me repeat that.
Get more ice than you think you need.
Then get another bag.
Trust me.
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