Boat wedding checklist and planning guide

A boat wedding needs the usual ceremony and reception planning plus a few checks that land venues do not require. Confirm the guest list and dietary requirements early, then lock in suppliers, the route, mooring points, seating, food, and the weather plan. In the final days, chill drinks, prepare snacks and desserts, lay out the rings and clothing, and inspect the boat’s safety equipment. This checklist puts those jobs in a workable order so small details do not become last-minute problems.

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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

Compile guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Create wedding program
2 people
Compile music list
2 people
Confirm supplier agreements
Check route and mooring points
2 people
Check the weather forecast
Confirm the bad weather plan
2 people
Arrange the table layout
2 people
Determine seating for the ceremony
2 people
Create menus and name cards
2 people
Check the shopping list
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Prepare snacks
3 people
Portion desserts
2 people
Gather ceremony supplies
2 people
Sort decorations
2 people
Lay out the clothes and rings
2 people
Clean the boat
3 people
Check safety equipment
2 people
Check fire extinguishers
Restock toilets
Set up tables
4 people
Set up chairs
4 people
Set up ceremony arch
3 people
Hang decorations
3 people
Place floral arrangements
2 people
Set the tables
4 people
Place name tags
2 people
Connect sound equipment
2 people
Test the music
2 people
Check lighting
2 people
Set up the buffet
3 people
Arrange snacks on platters
3 people
Set up drink points
2 people
Set up coffee station
2 people
Check the ceremony setup
2 people

Event

Welcome guests
4 people
Serve welcome drinks
3 people
Guide guests to the ceremony
2 people
Support the ceremony
2 people
Operate the ceremony music
Pour Champagne
3 people
Guide the cake cutting
2 people
Serve snacks
4 people
Refill drinks
2 people
Supervise the photo corner
Open the dinner buffet
2 people
Serve dinner
4 people
Restock the buffet
3 people
Collect tableware
2 people
Serve coffee and tea
3 people
Lead the first dance
Operate the music
Prepare evening snacks
2 people
Guide guests to the exit
3 people

Aftercare

Collect waste
3 people
Pre-sort tableware
2 people
Clear away food and drinks
3 people
Remove decorations
3 people
Take down tables and chairs
4 people
Disconnect sound equipment
2 people
Wash dishes
3 people
Clean the boat thoroughly
3 people
Empty and clean coolers
2 people
Pack leftover food
2 people
Count inventory
Return rental items
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 70
Bar stoolsqty 8
Buffet tablesqty 3
Table linenqty 8
Chair cushionsqty 70

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 70
Coffee spoonsqty 70
Dinner knivesqty 75
Dinner forksqty 75
Dessert spoonsqty 75
Serving spoonsqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 16
Serving trays with lidsqty 8
Food warmersqty 6
Thermos flasksqty 4
Coolersqty 6
Ice cube traysqty 4
Bottle openersqty 4
Corkscrewsqty 4
Kitchen tongsqty 6
Aluminum foilqty 4
Food storage containersqty 20

Decorations

Ceremony arch
Artificial flower garlandsqty 8
Table decorationsqty 8
Glass vasesqty 16
LED candlesqty 40
String lightsqty 8
Welcome sign
Wedding book
Pen for the wedding bookqty 2
Name badgesqty 70
Menusqty 12
Photo framesqty 8
Photo booth accessoriesqty 20

Equipment

Portable speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Bluetooth music player

Lighting

LED lanternsqty 8
Spare batteriesqty 24

Cleaning

Waste binsqty 6
Trash bagsqty 80
Cleaning glovesqty 8
Microfiber clothsqty 20
Bucketsqty 4
Broomsqty 3
Floor squeegeesqty 2
Dish brushesqty 4
Toilet brushesqty 2

Catering

Groceries

Safety

Adult life jacketsqty 70
Children's life jacketsqty 6
Life ringsqty 2
Flashlightsqty 6
First aid kitsqty 2
Fire extinguishersqty 2
Non-slip matsqty 12

Paper goods

Program leafletsqty 70
Table number cardsqty 8
Pensqty 20
Envelopes for the ballot boxqty 80
Tapeqty 6
Double-sided tapeqty 4

Tools

Scissorsqty 6
Cable tiesqty 100
Ropeqty 2
Hammersqty 2
Screwdriversqty 2
Spirit level
Pocket knifeqty 2

Tips

Confirm the route, mooring points, and bad-weather plan before finalising the wedding program. A change in sailing time can affect the ceremony, meal service, music, and guest arrival instructions.
Collect dietary requirements when registrations are processed, not during the reception. Use the final guest count to prepare menus and name cards, then check that serving platters, tongs, and food warmers match the meal plan.
Plan drinks by service period: chill the first round before guests arrive and keep extra bottles in coolers with ice. Set aside bottle openers, corkscrews, water glasses, wine glasses, and champagne glasses where staff can reach them.
Do the non-perishable shopping first and buy fresh groceries close to the wedding. Portion desserts and prepare snacks in advance, but leave chilled items and ice until the final preparation window.
Complete the boat clean, safety-equipment check, and fire-extinguisher check before decorating or laying out ceremony supplies. Keep a clear route to safety equipment and do not let tables, chairs, or buffet equipment block passageways.

Frequently asked questions

How early should I send invitations for a boat wedding?: Send invitations about 12 to 16 weeks before the wedding, especially if guests need travel information or a fixed boarding time. Set the registration deadline at least 6 weeks before the event so dietary requirements and seating can be completed.
When should I check the weather for a boat wedding?: Check the forecast 7 days before the wedding for early warning, then review it again 48 hours and 6 hours before departure. Confirm the bad-weather plan no later than 48 hours beforehand, including how guests will be informed.
How much food and drink should I plan for a boat wedding?: For drinks, allow roughly 2 to 3 drinks per guest during the first hour, then about 1 drink per person per hour, alongside water. Final food quantities depend on the menu, but set the guest count and dietary requirements at least 6 weeks ahead so fresh shopping and portions are accurate.
What should I check on the boat before the wedding?: Complete the cleaning and layout check at least 24 hours before guests arrive. Check safety equipment and fire extinguishers again on the day, before tables, chairs, decorations, and buffet equipment are put in place.

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