How to organise a Classic Ships Festival

A Classic Ships Festival needs two plans running together: one for the participating ships and one for visitors moving through the harbour. Start by fixing the date and harbour, then secure berths, permits, insurance and ship registrations before publishing anything. Build the public programme around confirmed vessels and boat tours, and leave enough time for skipper information, volunteer shifts and safety checks. The final week is about weather, supplies, parking details and clear updates 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

1
Set date and harbor
2 people
2
Reserve berths for ships
2 people
3
Check permits
2 people
4
Arrange insurance and liability
5
Contact participating ships
2 people
6
Process skipper registrations
2 people
7
Gather skipper information
8
Put together the public program
2 people
9
Plan boat tours
2 people
10
Process boat tour registrations
2 people
11
Collect dietary requirements
12
Send invitations
2 people
13
Publish the program online
14
Post social media messages
15
Send press release
16
Schedule volunteers
2 people
17
Develop the harbor route for visitors
2 people
18
Prepare parking information
19
Order groceries
2 people
20
Reserve drinks and ice
21
Brief the cruise guides
3 people
22
Review the first aid and safety plan
3 people
23
Check the weather forecast
24
Send captains the latest information
25
Inspect venue
3 people
26
Receive deliveries
3 people
27
Close off the harbor quay
3 people
28
Set up the information desk
2 people
29
Set up tables and chairs
4 people
30
Build party tents
4 people
31
Set up the terrace and seating areas
3 people
32
Place ship signs
3 people
33
Place route and program signs
2 people
34
Connect power and lighting
2 people
35
Test sound system
2 people
36
Check port safety
3 people
37
Welcome ships
4 people
38
Assign berths
3 people
39
Register captains
2 people
40
Set out coffee and tea
2 people
41
Prepare snacks
3 people
42
Set up the buffet and bar
3 people
43
Brief volunteers
2 people

Event

44
Welcome visitors
4 people
45
Staff the information desk
2 people
46
Explain the program
2 people
47
Guide the ships
4 people
48
Guide the boat tours
4 people
49
Guide the photo contest
50
Guide music program
2 people
51
Serve coffee and tea
2 people
52
Serve snacks
3 people
53
Hand out drinks
3 people
54
Refill drinks
2 people
55
Empty trash bins
2 people
56
Check toilets
57
Keep seating areas tidy
2 people
58
Carry out the lighting check
59
Guide the final boat tour
3 people
60
Guide visitors to the exit
3 people
61
Ensure ships depart safely
4 people

Aftercare

62
Close the bar and buffet
3 people
63
Collect tableware
3 people
64
Collect waste
4 people
65
Clean the quay and grounds
4 people
66
Take down tables and chairs
4 people
67
Take down party tents
4 people
68
Clear away lights and cables
2 people
69
Tidy up the information desk
2 people
70
Count and store materials
2 people
71
Return borrowed materials
2 people
72
Wash and dry the dishes
3 people
73
Cool and store leftovers
2 people
74
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

Set the date and harbour first, then reserve ship berths before opening registrations. Confirm the number and type of vessels early, because the berth layout affects the visitor route, boat tours and safety plan.
Keep skipper administration separate from public promotion. Collect each skipper’s contact details, ship information and tour availability before publishing the programme or sending invitations.
Plan boat tours with fixed registration capacity and a clear check-in process. Send dietary requirements to the catering team in advance, rather than trying to collect them at the harbour.
Walk the complete visitor route before the festival and mark the information desk, parking approach, waste bins, first-aid arrangements and any points where queues may form. Brief cruise guides using the same route and schedule.
Reserve drinks, ice and catering equipment early, then check quantities against the expected attendance. In the final week, inspect the venue, review the first-aid plan, check the weather forecast and send captains the latest practical information.

Frequently asked questions

How far in advance should I organise a Classic Ships Festival?: Start at least six months before the festival if several ships, boat tours and public activities are involved. Secure the date, harbour, berths, permits and insurance first; programme publishing should wait until the participating ships are confirmed.
When should ship registrations close?: Close skipper registrations around six to eight weeks before the event. That gives you time to check ship details, assign berths, process tour registrations and send accurate arrival information to every captain.
How many volunteers do I need for a Classic Ships Festival?: Plan separate coverage for the information desk, visitor route, boat-tour check-in, cruise guides, catering and safety support. As a starting point, schedule at least one volunteer per active area per shift, with shifts of about three to four hours.
When should I check the weather and contact the captains?: Check the forecast seven days before the festival and again 24 to 48 hours before opening. Send captains the latest arrival, berth, parking, programme and safety information after the final venue inspection.

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.