Cruise planning checklist: from route to departure

Organising a cruise involves more than choosing a route and inviting people. You need to confirm the departure point, collect dietary and emergency details, arrange transport, and prepare everything before guests arrive. Food, drinks, serving equipment, lighting and safety items should be packed and loaded in a clear order. This checklist takes you from the first planning decisions through welcome drinks, safety instructions and the start of the cruise.

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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 the route and date
Check departure location
Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Collect emergency contacts
Arrange transport to the departure point
Send confirmation to participants
Check the weather forecast
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Pack diet meals separately
2 people
Load catering and supplies
3 people
Open the departure location
2 people
Build on board
4 people
Set up the buffet and drinks station
3 people
Check safety instructions
2 people

Event

Welcome guests
3 people
Register attendance
2 people
Serve welcome drinks
2 people
Give safety instructions
Explain the cruise program
Serve snacks
3 people
Refill drinks
2 people
Open the buffet
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Serve coffee and tea
2 people
Remove waste regularly
2 people
Inform guests about arrival
Serve the last round
2 people
Help guests get off safely
3 people

Aftercare

Collect catering and materials
3 people
Wash dishes and kitchen utensils
2 people
Wipe down tables and chairs
2 people
Sort and remove waste
2 people
Leave the boat area clean
3 people
Return materials
2 people
Check lost and found items

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Buffet tablesqty 2

Tableware

Dinner platesqty 36
Dessert platesqty 36
Drinking glassesqty 48
Wine glassesqty 36
Coffee cupsqty 36
Cutlery setsqty 36
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Coolersqty 4
Ice cube traysqty 3
Food containers with lidsqty 12
Aluminum serving traysqty 6

Decorations

Tableclothsqty 8
Napkin holdersqty 6
Table decorationsqty 6

Lighting

LED string lightsqty 4

Equipment

Portable speaker
Microphone
Power banksqty 4
Charging cablesqty 6

Safety

Flashlightsqty 4
Reflective vestsqty 4

Documents

Printed participant listqty 2
Printed route mapsqty 30

Cleaning

Waste binsqty 4
Bucketsqty 2
Spongesqty 6
Dish brushesqty 3
Microfiber clothsqty 12
Hand soap dispensersqty 3

Catering

Groceries

Tips

Set the route, date and departure location before sending invitations. Include the exact meeting point and a realistic arrival time so transport can be arranged before registrations close.
Ask for dietary requirements and emergency contacts when people register, not a few days before departure. Keep diet-specific meals in separate, clearly marked containers during loading and onboard setup.
Plan the drinks service around the first hour: allow roughly two to three drinks per person, then add water and chilled non-alcoholic options. Chill drinks in advance and load coolers after food that must stay cold.
Load catering, serving equipment and drinks in the order they will be needed. Put buffet tables, plates, glasses, cutlery and serving utensils where they can be reached without unpacking the entire boat.
Check the weather forecast on the day before and again on the morning of departure. Charge the speaker, microphone, power banks and cables, and keep flashlights and reflective vests accessible rather than buried in a supply box.

Frequently asked questions

How far in advance should I organise a cruise?: Set the route, date and departure point at least 6 to 8 weeks ahead if guests need to arrange transport. Close registrations about 10 to 14 days before departure so you have time to confirm numbers, dietary requirements and emergency contacts.
How much food and drink do I need for a cruise?: For the first hour, plan on about two to three drinks per person, including water and non-alcoholic choices. Prepare snacks for the full guest count and keep a small extra portion available for late arrivals or longer sailing time.
When should I send cruise details to guests?: Send the invitation as soon as the route, date and departure location are confirmed. Send a final confirmation 3 to 5 days before departure with the meeting time, transport information, programme and any safety instructions.
What should I check on the morning of the cruise?: Check the weather forecast, attendance list, chilled drinks, separately packed diet meals and loaded supplies on the morning itself. Open the departure location early enough to set up the buffet and drinks station at least 30 minutes before guests arrive.

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