A company BBQ is one of those events where company BBQ stubby holders actually make sense without needing much explanation.

People arrive, grab a drink, start chatting and the product is useful immediately.

That is very different from ordering promotional merchandise that gets handed out at the end of an event and disappears into a drawer.

If you are organising stubby holders for a staff BBQ, the main questions are usually fairly practical.

How many do you need?

Should everyone get one?

Is a 3mm Foldable or 5mm holder more suitable?

Should the design have the company logo, the event name, or both?

And if there are leftovers, can they still be used at the next staff function?

For most company BBQs, a good starting point is one stubby holder per expected attendee, plus a small number of extras. The bigger decision is whether you want the design to commemorate one particular event or create something your team can continue using afterwards.

That one decision affects almost everything else.

In This Article

• How Many to Order
• Individual or Shared Holders
• How Many Extras to Order
• Choosing Between 3mm and 5mm
• What to Print
• Dated or Evergreen Artwork
• Names and Team Designs
• QR Codes and Inclusive Copy
• Ordering and Distribution
• Clients, Partners and Leftovers
• Planning Checklist
• Frequently Asked Questions

How Many Stubby Holders Do You Need for a Company BBQ?

Start with the number of people you genuinely expect to attend.

If 50 staff members are confirmed, ordering exactly 50 sounds logical.

The problem is that company events have a habit of changing.

Someone brings a partner.

A contractor is invited at the last minute.

A client happens to be visiting that afternoon.

Someone from another office turns up.

That is why a small buffer is usually sensible.

For a staff-only event, one per confirmed attendee plus roughly 5-10% extra is a practical starting point. If partners, clients or contractors have already been invited, count them separately rather than treating them as part of that buffer.

A simple planning guide might look like this:

These are planning estimates, not fixed rules.

For a small 25-person team, five spare holders may be more useful than calculating an exact percentage.

For a 500-person company event, blindly adding another 10% may be unnecessary.

The right quantity depends on how certain the attendance is and whether the remaining stock can be used again.

Should Every Employee Get Their Own?

If the stubby holder is intended to double as a small staff gift or piece of company merchandise, one per person usually makes the most sense.

It avoids the awkward question at the end of the event:

“Are we allowed to take these home?”

If everyone has their own from the beginning, the answer is obvious.

They can use it during the BBQ and take it home afterwards.

If the holders are only there to keep drinks cold during the event, you could technically order fewer and leave them around the drinks station.

But that changes what the product is.

It becomes shared event equipment rather than something made for each staff member.

Neither approach is wrong.

The important thing is deciding which one you are trying to create before placing the order.

How Many Extras Should You Order?

For most smaller and mid-sized company BBQs, a handful of extras is enough.

You do not need to treat 10% as a strict rule.

If you have 60 confirmed attendees and everyone on the list is fairly certain, 65 might be perfectly comfortable.

If the guest list is still moving and partners are being invited, you might prefer 70.

Extra stock is also easier to justify when the design is evergreen.

If the holders simply feature the company logo and brand colours, unused pieces can come back out at the next staff function.

If every holder says:

SUMMER BBQ 2026

the leftovers are much harder to reuse next year.

That is why quantity and artwork should really be planned together.

3mm or 5mm for a Company BBQ?

This usually comes down to the size of the event, your budget and what you want the holder to feel like.

A 3mm Foldable Stubby Holder is often the practical choice for larger staff events.

It is lightweight, packs flat and is easy to distribute.

If you are organising 200, 300 or 500 pieces, being able to store them flat is more useful than it sounds.

They are also easy to place into staff packs or hand out at registration.

A 5mm Standard Stubby Holder has a more structured feel.

That can work well if you want the product to feel more like ongoing company merchandise rather than simply something for one afternoon.

A 5mm Overlocked style adds a more detailed stitched finish, which can suit smaller staff events, client-inclusive functions or businesses wanting a more premium presentation.

There is no universal “best” option.

For a large casual BBQ, Foldable is often enough.

For a smaller event where the holder is also acting as a gift, a structured 5mm style may be worth the extra cost.

What Should You Print on a Company BBQ Stubby Holder?

This is where it is very easy to make the design feel too corporate.

A staff BBQ is not a trade show.

Your employees already know which company they work for.

The logo can absolutely be part of the artwork, but it does not need to take over the whole holder.

A simple brand-led design might use the company logo, brand colours and a short line that feels natural.

For example:

ACME LANDSCAPING
Built for Better Weekends

A more event-specific design could say:

ACME SUMMER BBQ 2026

And a more relaxed team design might be:

GOOD PEOPLE. GOOD BBQ. COLD DRINKS.

with a smaller company logo underneath.

That tends to feel more like something made for the team and less like an advertisement that happens to be wrapped around a beer.

Should You Put the Event Date on It?

This is worth deciding early.

An event date makes the product more specific.

Something like:

CLINKIES STAFF BBQ – DECEMBER 2026

feels like a keepsake from that particular day.

That can be great if the event itself matters.

But dated artwork has a downside.

If there are 30 left over, they may not make much sense at the next event.

An evergreen design gives you more flexibility.

A company logo, brand colours and general message could be used again for Friday drinks, another BBQ, a staff Christmas function, customer event or future trade show.

A useful rule is:

If you want the holders to remember the event, include the event.

If you want the holders to keep working after the event, keep the design broader.

Should You Print Employee Names?

For a small team, individual names can be a nice touch.

A 20-person office where everyone knows one another might genuinely enjoy receiving a holder printed with their own name.

It feels less like company merchandise and more like something made specifically for them.

Once the event gets larger, however, individual personalisation becomes much more complicated.

You need a complete name list.

Spelling needs to be correct.

Every design variation needs to be checked.

And if someone joins the company after the artwork has been approved, there may not be a version ready for them.

For larger groups, using department or team names can be a better middle ground.

For example:

MARKETING

SALES

OPERATIONS

WAREHOUSE

The merchandise still feels more personal without creating hundreds of unique files.

One Design or Different Designs for Each Team?

Multiple designs can work really well for a company BBQ when there is a clear reason for them.

Imagine a 200-person business with four departments.

The same overall layout could be used across the entire event, while each department gets its own colour or team name.

For example:

The company logo, typography and overall design remain consistent.

Only the department changes.

That creates a proper collection rather than four unrelated designs.

It can also become part of the event itself if there are team games or competitions.

The key is keeping the variations organised.

If there is no real reason for ten different designs, one strong company-wide version may still be better.

Can You Add a QR Code?

Yes, but the QR code should have a reason to exist.

At a staff BBQ, sending everyone to the corporate homepage is probably not very exciting.

Internal or event-related uses are often more natural.

A QR code could link to a shared photo album, event playlist, staff competition, feedback survey or simple event page.

For example:

SHARE YOUR BBQ PHOTOS

followed by a QR code is immediately understandable.

So is:

SCAN FOR THE PLAYLIST

The code becomes part of the event rather than another piece of corporate marketing.

If you do include one, keep the design clean, leave enough space around the code and test it before approving the artwork.

Don’t Forget People Who Aren’t Drinking Beer

In Australia, stubby holders are closely associated with beer, but the product does not need to turn the company BBQ into a beer-focused event.

Plenty of people will be drinking soft drink, sparkling water or other canned beverages.

That is worth remembering when writing the artwork.

A message like:

BEER TIME

might suit one particular business culture.

For another company, something broader such as:

GOOD PEOPLE. GOOD TIMES.

will work for everyone.

The merchandise should reflect the team you actually have, not a stereotype of what an Australian company BBQ is supposed to look like.

How Early Should You Order?

The printing itself is only one part of the process.

Company orders often take time because several people want to approve the design.

Marketing has the logo.

A manager wants to see the proof.

Someone realises the guest count has changed.

Then the organiser discovers the event date is three days earlier than everyone thought.

For a planned company BBQ, allowing three to four weeks gives you a comfortable amount of time to finalise the quantity, artwork and delivery.

If you are around two weeks out, pay closer attention to artwork approval and delivery timing.

If the event is only about a week away, confirm availability before assuming the order can arrive in time.

The earlier you decide on the artwork, the less stressful the final week becomes.

Where Should You Hand Them Out?

You do not need a complicated distribution plan.

For a casual BBQ, putting the holders next to the drinks area is often the most natural option.

If they are intended as individual staff gifts, handing one to each person at check-in works better.

For a more organised event, you could have one waiting at each place setting.

Another simple idea is to put them directly onto the first round of drinks before guests arrive.

People walk in, pick up a cold drink and the custom holder is already being used.

No announcement required.

No merchandise table required.

No one needs to ask what it is for.

Sometimes the simplest distribution method is the best one.

What if Clients or Partners Are Coming?

This can change the design decision slightly.

A staff-only event can get away with a much more internal message.

An inside joke that everyone in the warehouse understands may be perfect.

If clients, suppliers or external partners are attending, a slightly broader design may make more sense.

The company logo can become more prominent, and the wording should make sense to someone who does not work there every day.

You might also decide to order a small number of different holders for key customers.

That is not essential, but it can work well for events that sit somewhere between staff celebration and customer function.

What Happens to Leftover Stubby Holders?

If the design is evergreen, leftovers are usually easy to deal with.

They can be used at:

• Friday afternoon drinks;
• future company BBQs;
• staff Christmas events;
• trade shows;
• customer functions; or
• new starter packs.

They can also be kept by the sales or events team for smaller functions during the year.

That is why an evergreen design can sometimes be more valuable than a highly specific event design.

The first BBQ may be the reason you ordered them.

It does not have to be the only time they are used.

If the artwork is dated, leftovers are less flexible, but they can still become keepsakes for staff who were unable to attend.

A Realistic Company BBQ Example

Imagine a business has 85 confirmed attendees for its summer BBQ, including staff and partners.

Rather than ordering exactly 85, the organiser chooses 95 stubby holders.

That gives everyone one and leaves ten spare for last-minute guests or extras.

Because the company wants the holders to be useful after the BBQ, they choose a 3mm Foldable style and avoid adding the event date.

The front has the company logo.

The back says:

GOOD PEOPLE. GOOD TIMES.

Any holders left over can now be used at future staff events without looking outdated.

That is a simple example, but it shows how the decisions connect.

Attendance determines quantity.

Future use influences the design.

The size of the order influences the product style.

You do not need to overcomplicate it.

A Company BBQ Doesn’t Need to Feel Like a Marketing Campaign

One of the easiest mistakes is treating an internal event like a customer promotion.

Your staff do not need every piece of merchandise to explain what the company does.

They already know.

That gives you more freedom with the artwork.

Use humour.

Use an internal phrase.

Use team colours.

Keep the logo smaller.

Make something people might genuinely throw into the car or camping gear and continue using afterwards.

The company still gets the branding.

It just feels more natural.

For employee merchandise, that is often the better balance.

Quick Planning Checklist

Before placing the order, make sure you have:

• a realistic attendance number, including partners or external guests;
• a small quantity buffer;
• chosen between 3mm and 5mm;
• decided whether everyone receives their own;
• decided between one design or team variations;
• the current company logo and brand colours;
• decided whether the artwork should be dated or evergreen;
• tested any QR code being included;
• confirmed who needs to approve the artwork; and
• allowed enough time for production and delivery.

If those points are covered, most of the difficult decisions are already made.

The Bottom Line

For most company BBQs, start with one branded stubby holder per attendee and a small number of extras.

Then think about what happens after the event.

If you want the product to be a one-day keepsake, adding the BBQ name and date can make it feel more personal.

If you want the holders to keep being used at future staff functions, customer events or Friday drinks, an evergreen company design is usually more practical.

For large events, a 3mm Foldable style can be easy to store and distribute.

For smaller events or staff gifts, a structured 5mm option may offer a more substantial feel.

And when it comes to the artwork, remember who the product is for.

A staff BBQ does not need another corporate advertisement.

A logo, good design and a line that actually feels like your team is usually enough.

The best result is a stubby holder that starts at the company BBQ but does not stay there.

It ends up at the beach, in the camping gear, beside the backyard barbecue or back at the office on Friday afternoon.

That is when company merchandise starts to feel less like a giveaway and more like something people actually use.

Planning a Company BBQ?

Send us your expected attendance, preferred stubby holder style, logo and event date, and we can help you work out a sensible quantity and prepare an artwork proof before production.

Request a Corporate Quote →

Frequently Asked Questions

How many stubby holders do I need for a company BBQ?

For most staff events, start with one per expected attendee and add a small buffer. Around 5-10% extra is a useful guide for many events, although smaller groups may only need a handful of spares.

Should every employee get their own stubby holder?

If the holder is also intended as a staff gift or take-home item, one per employee is usually the simplest option. Shared holders can work if they are only being used at the drinks station during the event.

Should I order extra holders?

A few extras are useful for partners, clients, contractors or last-minute guests. How many you need depends on how certain the attendance is and whether leftover stock can be reused later.

Is 3mm or 5mm better for a company BBQ?

A 3mm Foldable style is practical for larger events because it is lightweight and easy to store. A structured 5mm holder may suit smaller events or staff gifts where you want a more substantial product.

Should I print the company logo or the BBQ name?

You can use either or both. A company logo creates more reusable merchandise, while an event name makes the holder feel more like a keepsake from that particular BBQ.

Should I print the year on company BBQ merchandise?

Only if you want the design to be specific to that event. Leaving the year off makes leftover holders easier to reuse at future events.

Can different departments have different designs?

Yes. The same overall artwork can be adapted with different department names or colours while keeping the company branding consistent.

Can every employee have their name printed?

Individual personalisation may be possible, but it requires more artwork preparation. For larger teams, department or team names are often easier to manage.

Can I put a QR code on company stubby holders?

Yes. For staff events, the QR code could link to a shared photo gallery, playlist, competition, event information or survey.

How early should I order for a company BBQ?

Allowing around three to four weeks is a comfortable planning window for many company events because it gives time for quantity confirmation, artwork approval and delivery. Urgent orders should be checked before ordering.

Can leftover holders be used at future company events?

Yes, particularly if the artwork is evergreen and does not include a specific event name or date.