How to organise a boat wedding without last-minute problems

A boat wedding needs two plans running together: the wedding schedule and the vessel’s practical limits. Start by fixing guest numbers, the route and mooring points, then build the ceremony, meal and music around the time available on board. Dietary details, seating and supplier agreements need to be settled before food and decorations are bought. In the final week, focus on weather, safety equipment, chilled drinks and anything that cannot be replaced once the boat leaves the dock.

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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

1
Compile guest list
2 people
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Create wedding program
2 people
6
Compile music list
2 people
7
Confirm supplier agreements
8
Check route and mooring points
2 people
9
Check the weather forecast
10
Confirm the bad weather plan
2 people
11
Arrange the table layout
2 people
12
Determine seating for the ceremony
2 people
13
Create menus and name cards
2 people
14
Check the shopping list
15
Do non-perishable shopping
2 people
16
Buy fresh groceries
2 people
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Portion desserts
2 people
20
Gather ceremony supplies
2 people
21
Sort decorations
2 people
22
Lay out the clothes and rings
2 people
23
Clean the boat
3 people
24
Check safety equipment
2 people
25
Check fire extinguishers
26
Restock toilets
27
Set up tables
4 people
28
Set up chairs
4 people
29
Set up ceremony arch
3 people
30
Hang decorations
3 people
31
Place floral arrangements
2 people
32
Set the tables
4 people
33
Place name tags
2 people
34
Connect sound equipment
2 people
35
Test the music
2 people
36
Check lighting
2 people
37
Set up the buffet
3 people
38
Arrange snacks on platters
3 people
39
Set up drink points
2 people
40
Set up coffee station
2 people
41
Check the ceremony setup
2 people

Event

42
Welcome guests
4 people
43
Serve welcome drinks
3 people
44
Guide guests to the ceremony
2 people
45
Support the ceremony
2 people
46
Operate the ceremony music
47
Pour Champagne
3 people
48
Guide the cake cutting
2 people
49
Serve snacks
4 people
50
Refill drinks
2 people
51
Supervise the photo corner
52
Open the dinner buffet
2 people
53
Serve dinner
4 people
54
Restock the buffet
3 people
55
Collect tableware
2 people
56
Serve coffee and tea
3 people
57
Lead the first dance
58
Operate the music
59
Prepare evening snacks
2 people
60
Guide guests to the exit
3 people

Aftercare

61
Collect waste
3 people
62
Pre-sort tableware
2 people
63
Clear away food and drinks
3 people
64
Remove decorations
3 people
65
Take down tables and chairs
4 people
66
Disconnect sound equipment
2 people
67
Wash dishes
3 people
68
Clean the boat thoroughly
3 people
69
Empty and clean coolers
2 people
70
Pack leftover food
2 people
71
Count inventory
72
Return rental items
2 people
73
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

Set the guest list and registration deadline first. Use the final headcount to plan ceremony seating, folding chairs, table space, plates, glasses and food portions rather than estimating on the day.
Confirm the route, departure time and mooring points before writing the wedding programme. Allow at least 30 minutes of buffer for boarding, delays and moving between ceremony, meal and photographs.
Make the weather decision in advance, not when guests are arriving. Confirm the bad-weather plan and tell suppliers and guests the deadline for any change, ideally 24 to 48 hours before departure.
Finish non-perishable shopping several days ahead and buy fresh groceries as late as practical. Chill drinks the day before, prepare snacks and desserts in portions, and keep coolers, ice and serving trays ready for movement on board.
Run a final boat check before loading decorations and ceremony supplies. Check safety equipment and fire extinguishers, clean the boat, lay out clothes and rings, and keep menus, name cards and the music list together so they are not misplaced.

Frequently asked questions

How far in advance should you plan a boat wedding?: Start planning at least 6 to 12 months ahead, especially if the boat, caterer or other suppliers must be booked. Finalise the guest list and dietary requirements several weeks before the wedding, then confirm the headcount before ordering fresh food.
How many guests can you invite to a boat wedding?: Use the boat’s approved passenger capacity as the absolute limit, then reduce it if you need seated dining, a ceremony layout and clear walkways. Count every guest and supplier on board, and confirm the usable space with the operator before sending invitations.
When should you check the weather for a boat wedding?: Check the forecast daily during the final week and make the formal go-or-no-go decision 24 to 48 hours before departure, according to the operator’s policy. Keep checking on the wedding morning because wind and rain can affect the route, mooring and ceremony setup.
What food and drinks do you need for a boat wedding?: Plan portions from the confirmed guest count and include water, welcome drinks, the meal, snacks and dessert. Chill drinks at least overnight, prepare food that can be served safely in limited kitchen space, and bring bottle openers, corkscrews, coolers, ice and covered serving trays.

Start this plan in Lizzt

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