Barbecue boat tour checklist

A barbecue boat tour needs more coordination than a barbecue on land: food, gas, coolers and tableware all have to reach the boat before departure. Start with the route and booking, then collect registrations and dietary requirements before buying supplies. In the final days, prepare the menu, label special diets and chill the drinks. On the day, allow time to check the boat, load everything and set up tables before guests arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Book the boat trip and route
Send invitations
Process registrations
Collect dietary requirements
Create the barbecue menu
2 people
Determine vegetarian options
Check barbecue and gas
Purchase supplies
2 people
Create final guest list
Check the weather forecast
Confirm the route and departure
Prepare diet labels
Wash and cut vegetables
2 people
Marinate the meat
2 people
Prepare salads and sauces
2 people
Portion dessert and fruit
Chill drinks
2 people
Check groceries
2 people
Fill coolers
2 people
Pack crockery and cutlery
2 people
Pack barbecue tools
Set out the waste and cleaning kit
Check boat and mooring
2 people
Bring the supplies to the boat
3 people
Set up tables and chairs
3 people
Set up crockery and buffet
2 people
Hang up decorations and lighting
2 people

Event

Welcome guests
3 people
Give safety instructions
Serve welcome drinks
2 people
Light the barbecue
2 people
Grill meat and fish
2 people
Grill vegetarian dishes
Serve the barbecue buffet
3 people
Refill drinks
2 people
Collect used dishes
2 people
Serve coffee and dessert
2 people
Sort waste during the event
Safely turn off the barbecue
2 people
Escort guests to the dock
2 people

Aftercare

Pack leftovers chilled
2 people
Empty the boat completely
3 people
Wash dishes and cutlery
2 people
Clean barbecue and kitchen
2 people
Clean tables and chairs
2 people
Dispose of waste
Return borrowed items
Send thank-you message

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Folding tablesqty 4
Folding chairsqty 40
Buffet tableqty 2
Tableclothsqty 6

Tableware

Platesqty 50
Dessert platesqty 50
Glassesqty 60
Coffee cupsqty 45
Cutlery setsqty 50
Serving spoonsqty 8

Equipment

Gas barbecueqty 2
Gas cylindersqty 2
Coolersqty 5
Wireless speaker
Extension cordsqty 2
Power stripsqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Barbecue tongsqty 4
Barbecue brushesqty 2
Mixing bowlsqty 6
Thermos flasksqty 3
Cold thermometersqty 2

Cleaning

Dishpanqty 2
Dish brushesqty 3
Reusable cleaning clothsqty 12
Bucketsqty 2
Waste binsqty 4

Lighting

LED string lightsqty 3
Rechargeable table lampsqty 6

Decorations

Table décorqty 6
Menusqty 6
Name badgesqty 45

Safety

First aid kit
Heat-resistant glovesqty 2

Catering

Groceries

Tips

Book the boat, route and departure time before sending invitations. Include a clear registration deadline so you have a final guest count for food, seating and tableware.
Ask for dietary requirements when guests register, not during the week of the trip. Prepare separate vegetarian portions and labels before loading the food onto the boat.
Check the gas barbecue, gas cylinders and barbecue tools at least 48 hours beforehand. A missing regulator, empty cylinder or unsuitable connection is difficult to replace at the mooring.
Prepare salads, sauces, marinated meat and portioned fruit or dessert in advance, then chill drinks in the coolers on the day. Pack cold food with a thermometer and keep it chilled until serving.
Check the weather forecast and confirm the route and departure before bringing supplies to the boat. Allow at least 60 minutes for loading, setting out tables and chairs, and arranging waste and cleaning equipment.

Frequently asked questions

How far in advance should I book a barbecue boat tour?: Book the boat and route as soon as you know the likely group size, preferably at least 4 to 6 weeks before the trip. Set the invitation deadline before you need to buy food and supplies.
How much food and drink do I need for a barbecue boat tour?: Use the confirmed guest list to calculate portions, and plan two to three drinks per person for the first hour, then about one drink per hour. Add vegetarian portions and a small buffer rather than guessing from the original invitation count.
When should I prepare the food for a barbecue boat tour?: Wash and cut vegetables, prepare salads and sauces, and marinate meat no earlier than the previous day unless the recipe allows longer. Chill drinks and pack coolers on the day, keeping cold food refrigerated until loading.
What should I check on the day of the boat barbecue?: Check the weather, route, departure time, boat and mooring before loading. Complete the final grocery check and aim to have the boat, tables, chairs, barbecue and waste kit ready at least 30 minutes before guests board.

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