Boat tour checklist: organise the day in the right order

A boat tour has two schedules to manage: getting everyone to the dock and getting the boat away on time. Start with the boat, route and docking point, then handle registrations, dietary requirements and transport. In the final week, confirm departure details, check the forecast and remind participants. On the day, allow time to set up check-in, signs, seating, catering, drinks and coffee before the first guests arrive. The checklist below covers the full run-up and event day.

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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

Reserve a sightseeing boat
Record the route and docking point
Arrange transport to the dock
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Compile the participant list
Check emergency contacts
Order catering
Print program and route
Confirm departure times
Check the weather forecast
Remind participants
Do the shopping
2 people
Chill drinks
2 people
Prepare sandwiches
3 people
Set out snacks
2 people
Prepare coffee and tea
2 people
Bring materials to the dock
3 people
Set up tables and chairs
3 people
Lay out crockery and cutlery
2 people
Hang decorations
2 people
Place route and boarding signs
2 people
Set up the check-in desk
2 people

Event

Receive participants
3 people
Check attendance
2 people
Help with boarding
4 people
Give welcome speech
Explain the safety instructions
Serve coffee and tea
3 people
Refill drinks
2 people
Serve sandwiches
3 people
Serve snacks
2 people
Collect waste along the way
2 people
Assist with disembarking
4 people

Aftercare

Unload materials from the boat
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean the dock
2 people
Chill leftover food
Dispose of waste
2 people
Clean and dry materials
2 people
Return borrowed items
Thank participants

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 50
Coat racksqty 2
Tableclothsqty 6

Tableware

Water glassesqty 60
Wine glassesqty 50
Coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 8
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Serving plattersqty 8
Cutting boardsqty 4
Bread knivesqty 4

Equipment

Coolersqty 4
Extension cordsqty 3
Power stripsqty 3
Portable speaker
Microphone

Decorations

Table decorationsqty 6
Buntingqty 3
Name badgesqty 50

Lighting

LED string lightsqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 4
Hand sanitizer holdersqty 3
Dishpanqty 2

Communication

Information boardsqty 3
Program bookletsqty 55
Participant Listqty 3

Catering

Groceries

Tips

Book the sightseeing boat and confirm the route and docking point before sending invitations. Share the exact boarding location and departure time so guests do not arrive at the wrong pier.
Close registrations early enough to order catering and compile one participant list. Record dietary requirements and check that emergency contact details are complete before departure day.
Arrange transport to the dock and send a reminder with the meeting time, boarding deadline and what happens if someone is late. Confirm departure times again on the final working day.
Plan the dock setup backwards from boarding. Set up the check-in desk, route and boarding signs, tables, chairs and coat storage before laying out crockery, cutlery, snacks and drinks.
Check the weather forecast several times during the final week, then make the practical decision at least 24 hours before departure. Chill drinks, prepare sandwiches, coffee and tea, and bring all equipment to the dock with enough time for setup.

Frequently asked questions

How far in advance should I book a boat tour?: Book the sightseeing boat as soon as you know the likely group size and preferred date. Aim to confirm the boat, route and docking point at least 4 to 6 weeks before the tour, especially if catering and transport are involved.
When should I send invitations for a boat tour?: Send invitations about 4 weeks before departure and set a clear registration deadline. Close registrations 7 to 10 days before the tour so you can order catering, check dietary requirements and compile the participant list.
How much food and drink do I need for a boat tour?: For the first hour, plan on 2 to 3 drinks per person, plus water throughout the trip. Order or prepare food according to the confirmed participant list, adding roughly 5 to 10 percent extra for small changes and second servings.
When should I check the weather for a boat tour?: Check the forecast 7 days before the tour, again 48 hours before departure and once more on the morning itself. Make any safety or transport changes at least 24 hours in advance and tell participants immediately.

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