Boat Trip Staff Party Checklist

A boat trip staff party needs tighter timing than a regular office event: the boat, boarding point, catering and final headcount all have fixed deadlines. Use this checklist to work from the first participant list through invitations, dietary requirements, transport details and onboard setup. The final days are for confirming the route, checking the forecast, chilling drinks, packing diet meals separately and testing the sound and lighting. Keep safety instructions and guest welcome at the centre of the boarding process.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Create the participant list
Reserve the boat and boarding point
Coordinate onboard catering
Send invitations
Process registrations
Collect dietary requirements
Send transportation information
Report the final headcount
Finalize the menu and allergens
2 people
Compile the music playlist
Check the weather forecast
Confirm route and sailing times
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Pack diet meals separately
2 people
Prepare welcome packs
2 people
Bring materials to the staging area
3 people
Set up the registration table
2 people
Set up tables and chairs
3 people
Set up buffet
3 people
Hang up decorations
2 people
Test music and lighting
2 people
Review the safety instructions
2 people

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Provide the safety briefing
Serve snacks
2 people
Refill drinks
2 people
Open the buffet
2 people
Serve the buffet
3 people
Serve diet meals
2 people
Collect tableware and waste
2 people
Serve coffee and tea
2 people
Serve dessert and fruit
2 people
Handle the final round of drinks
2 people
Help guests get off safely
3 people

Aftercare

Unload materials from the boat
3 people
Sort and remove waste
2 people
Wash dishes and kitchen equipment
3 people
Clean the venue and boat
3 people
Check and dry materials
2 people
Return borrowed materials
2 people
Keep leftovers refrigerated

What to bring

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

Furniture

Buffet tablesqty 4
Foldable tablesqty 6
Folding chairsqty 50
Tableclothsqty 10

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable drinking glassesqty 100
Coffee cupsqty 60
Cutlery setsqty 70
Serving spoonsqty 12
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Food containers with lidsqty 12
Coolersqty 6
Ice containersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6

Equipment

Battery speaker
Microphone
Extension cordsqty 3
Power stripsqty 3

Lighting

LED light stringsqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Welcome sign
Name badgesqty 55
Table decorationsqty 10

Safety

Reflective vestsqty 4
Waterproof flashlightsqty 4
First aid kit
Waterproof storage bagsqty 6

Cleaning

Waste binsqty 6
Cleaning clothsqty 20
Dish brushesqty 3
Rubber glovesqty 6
Hand soap dispensersqty 3
Paper towel dispensersqty 3

Catering

Groceries

Tips

Confirm the boat, boarding point, route and sailing times before sending invitations. Include the exact meeting point and transport information so guests are not searching for directions at boarding time.
Set a firm registration deadline and report the final headcount to the boat and caterer several days before departure. Recheck dietary requirements against the final menu and label separate diet meals clearly.
Plan drinks by time, not only by total quantity: allow roughly two to three drinks per person for the first hour, then adjust for the length of the trip. Chill drinks before loading and keep backup ice in coolers or ice containers.
Bring setup materials to the staging area before guests arrive. Allow at least 60 minutes to arrange the registration table, buffet, tables, chairs, decorations and welcome packs.
Check the weather forecast 24 hours before sailing and again on the morning of the trip. Test the battery speaker, microphone and lighting before boarding, and review the boat’s safety instructions with the organising team.

Frequently asked questions

How far in advance should I book a boat for a staff party?: Start looking at least 8 to 12 weeks before the preferred sailing date, especially for larger groups or limited departure times. Confirm the boat and boarding point before sending invitations.
When should I collect dietary requirements for a boat trip staff party?: Ask for dietary requirements when guests register and set the response deadline at least 7 days before departure. Finalize the menu and allergens after the registration deadline, then pack diet meals separately.
When should I send the final headcount to the caterer and boat?: Send the final number as soon as registrations close, ideally 5 to 7 days before sailing. This gives the caterer time to adjust portions and gives you time to resolve missing or duplicate registrations.
How early should guests arrive for a staff party boat trip?: Ask guests to arrive 30 minutes before the scheduled departure. The organising team should be at the boarding point at least 60 minutes beforehand to set up registration, welcome materials and safety information.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.