Boat trip checklist: what to arrange and when

A boat trip needs more than a reservation and a passenger list. You have to lock in the route, departure point, moorings and boat capacity before invitations go out, then collect dietary requirements and emergency contacts in time for catering and safety checks. The final week is for weather decisions, payments, shopping and packing. Use this checklist to keep the practical details together, from the first booking to chilled drinks and a printed passenger list on departure 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

Record the date and sailing time
2 people
Reserve boat and route
Reserve moorings
Confirm departure location
Send invitations
2 people
Process registrations
Collect dietary requirements
Send transportation information
Collect emergency contacts
Create final passenger list
Set the catering menu
2 people
Inform the caterer of allergies
Check the weather forecast
Determine an alternative route
2 people
Confirm boat capacity
Reconfirm departure details
Check payments and reservations
Check the shopping list
2 people
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Portion snacks
3 people
Prepare sandwiches and wraps
3 people
Pack diet meals separately
2 people
Print the passenger list
Print route maps
Charge phones and power banks
Bring materials to the dock
4 people
Check boat safety with the skipper
3 people
Set up tables and chairs
4 people
Set up the buffet and bar
3 people
Lay out crockery and cutlery
2 people
Hang decorations
2 people
Set out drinks and ice
2 people
Set out safety instructions

Event

Welcome guests
3 people
Register attendance
2 people
Serve welcome drinks
2 people
Give safety instructions
2 people
Oversee departure
3 people
Serve snacks
3 people
Refill drinks
2 people
Explain the route and sights
Take photos
Open the dinner buffet
2 people
Serve dinner
4 people
Restock the buffet
2 people
Collect waste along the way
2 people
Serve coffee and tea
2 people
Serve dessert
2 people
Announce the final round
Guide docking
3 people
Help guests get off safely
3 people

Aftercare

Pack leftovers chilled
3 people
Collect tableware and cutlery
3 people
Remove decorations
2 people
Collect and sort waste
3 people
Clean the boat and dock
4 people
Return materials
4 people
Wash dishes
3 people
Empty and dry coolers
2 people
Check stock
Return borrowed materials
2 people
Return left-behind items
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 24
High tablesqty 4
Tableclothsqty 6

Tableware

Reusable drinking glassesqty 60
Wine glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 50
Serving boardsqty 8
Serving plattersqty 8
Serving traysqty 6

Equipment

Coolersqty 4
Portable speaker
Power banksqty 4
Charging cablesqty 6
Extension cordqty 2

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Serving tongsqty 6
Serving spoonsqty 6
Bottle openersqty 3
Corkscrewsqty 3
Thermos flasksqty 4

Safety

Life jacketsqty 60
First aid kit
Waterproof phone casesqty 6
Flashlightsqty 4

Decorations

Buntingqty 6
Table decorationsqty 6
LED string lightsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Cleaning clothsqty 12
Litter pickerqty 2

Other

Clipboardsqty 4
Waterproof markersqty 6
Name stickersqty 60
Route mapsqty 60
Cratesqty 12

Catering

Groceries

Tips

Book the boat, route and moorings before sending invitations. Confirm the departure location and sailing time in writing, then share transport details with every passenger.
Set a registration deadline at least 7 days before departure. Use the final list to check capacity, collect emergency contacts and give the caterer a confirmed headcount and allergy information.
Plan catering around the time on the water: prepare sandwiches and wraps, portion snacks, and pack dietary meals separately. Chill drinks several hours before boarding and use coolers to keep them cold.
Check the forecast 48 hours before sailing and decide when you will switch to an alternative route. Reconfirm departure details, boat capacity, payments and reservations no later than the day before.
Pack serving equipment and safety items as separate groups. Count life jackets for every passenger, add a first aid kit and waterproof phone cases, and print the passenger list before leaving for the dock.

Frequently asked questions

How far in advance should I book a boat trip?: Book the boat, route and any moorings as soon as you know the date. Aim to have the main reservation confirmed at least 4–6 weeks before departure, especially if the group is close to the boat’s capacity.
When should I send boat trip invitations?: Send invitations after the boat, sailing time and departure location are confirmed. Set the registration deadline 7 days before the trip so you have time to finalise numbers, dietary requirements and emergency contacts.
When should I check the weather for a boat trip?: Make a first check 48 hours before departure and a final check on the morning of the trip. Decide on an alternative route before passengers arrive if the forecast could affect the planned sailing route.
How much food and drink should I take on a boat trip?: Plan food for the full sailing period plus a small buffer, with separate portions for allergies and special diets. For drinks, allow roughly 2–3 per person for the first hour, then adjust for the trip length and provide extra water.

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