Classic Ships Festival planning checklist

A Classic Ships Festival needs more than a line-up of vessels and a date. You must secure harbor berths, permits, insurance and skipper information before you can publish a reliable program. Visitor boat tours, volunteer shifts, parking information and the harbor route need coordinating at the same time. This checklist takes you from the first harbor arrangements through catering, equipment, safety checks and final messages to captains.

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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

Set date and harbor
2 people
Reserve berths for ships
2 people
Check permits
2 people
Arrange insurance and liability
Contact participating ships
2 people
Process skipper registrations
2 people
Gather skipper information
Put together the public program
2 people
Plan boat tours
2 people
Process boat tour registrations
2 people
Collect dietary requirements
Send invitations
2 people
Publish the program online
Post social media messages
Send press release
Schedule volunteers
2 people
Develop the harbor route for visitors
2 people
Prepare parking information
Order groceries
2 people
Reserve drinks and ice
Brief the cruise guides
3 people
Review the first aid and safety plan
3 people
Check the weather forecast
Send captains the latest information
Inspect venue
3 people
Receive deliveries
3 people
Close off the harbor quay
3 people
Set up the information desk
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the terrace and seating areas
3 people
Place ship signs
3 people
Place route and program signs
2 people
Connect power and lighting
2 people
Test sound system
2 people
Check port safety
3 people
Welcome ships
4 people
Assign berths
3 people
Register captains
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Set up the buffet and bar
3 people
Brief volunteers
2 people

Event

Welcome visitors
4 people
Staff the information desk
2 people
Explain the program
2 people
Guide the ships
4 people
Guide the boat tours
4 people
Guide the photo contest
Guide music program
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Hand out drinks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Keep seating areas tidy
2 people
Carry out the lighting check
Guide the final boat tour
3 people
Guide visitors to the exit
3 people
Ensure ships depart safely
4 people

Aftercare

Close the bar and buffet
3 people
Collect tableware
3 people
Collect waste
4 people
Clean the quay and grounds
4 people
Take down tables and chairs
4 people
Take down party tents
4 people
Clear away lights and cables
2 people
Tidy up the information desk
2 people
Count and store materials
2 people
Return borrowed materials
2 people
Wash and dry the dishes
3 people
Cool and store leftovers
2 people
Handle deposits and lost property

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 8
Beer tablesqty 10
Folding chairsqty 80
Bar stoolsqty 12
Information desk
Waste binsqty 10
Tableclothsqty 12

Tableware

Coffee cupsqty 100
Water glassesqty 150
Wine glassesqty 100
Beer glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 20
Tongs and serving spoonsqty 12
Food warmersqty 4

Equipment

Speakersqty 2
Mixer
Microphonesqty 2
Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 8
Walkie-talkiesqty 6
Power banksqty 6
Cash registerqty 2
Card machinesqty 2

Lighting

LED lampsqty 12
String lightsqty 8
Emergency lightingqty 4

Decorations

Buntingqty 12
Port flagsqty 8
Ship name signsqty 30
Program bannersqty 6
Table décorqty 12
Program flyersqty 500
Route mapsqty 300
Name stickersqty 250
Wristbandsqty 300
Pensqty 30

Safety

Vestsqty 12
Crowd control barriersqty 20
Traffic conesqty 12
Life ringsqty 6
Flashlightsqty 6
First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 8

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Cleaning clothsqty 30
Litter pickersqty 4

Catering

Groceries

Tips

Start with the date and harbor, then reserve berths for every participating ship. Confirm access times, mooring requirements and the space needed for tents, tables and the information desk before publishing anything.
Set firm deadlines for skipper registrations and dietary requirements. Use the collected skipper details to prepare invitations, tour schedules and the final information package sent to captains.
Build the public program only after boat tour capacity, registration handling and the harbor route are clear. Publish one current version online so visitors do not rely on outdated times or meeting points.
Count food, drinks, ice, cups and serving equipment against the expected attendance, not just the number of ships. Arrange coffee machines, kettles and thermos flasks early, because these are easy to overlook until setup day.
Schedule volunteers in shifts covering the information desk, cruise guiding, parking and safety support. Review the first aid and safety plan, inspect the venue and check the forecast before sending the final operational details to captains.

Frequently asked questions

How far in advance should I book berths for a Classic Ships Festival?: Reserve the berths as soon as the date and harbor are confirmed, ideally 6 to 12 months before the festival. This gives you time to resolve access, mooring and space requirements before invitations go out.
When should skipper registrations close?: Set the registration deadline at least 6 weeks before the event. You need the final skipper information to complete the program, prepare captain communications and plan boat tours accurately.
How many volunteers are needed for a Classic Ships Festival?: Plan at least one person for the information desk, one guide for each active boat tour group and separate cover for parking and safety duties. Use shifts of 3 to 4 hours so volunteers can take breaks without leaving key points unattended.
When should I publish the festival program?: Publish the first confirmed program 3 to 4 weeks before the festival, then send captains the latest version during the final week. Recheck tour times, parking information and meeting points before the update goes out.

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.