How to organise a sailing networking event

A sailing networking event needs two plans running together: a useful networking programme and a safe sailing operation. Start by securing the harbour, sailboats and key speakers before opening registration. Then collect sailing experience and dietary requirements so you can build balanced groups, match skippers and plan catering accurately. In the final week, send guests the programme, check the forecast and prepare a realistic alternative if sailing is not possible.

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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
Send invitations
2 people
2
Open the registration form
3
Reserve sailboats
4
Reserve the harbor location
5
Order catering
6
Confirm speakers
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Inventory sailing experience
10
Create the sailing group schedule
2 people
11
Match skippers
2 people
12
Send the program to guests
13
Check the weather forecast
14
Prepare an alternative sailing program
15
Create final guest list
2 people
16
Prepare name badges
2 people
17
Print the run sheet
18
Print route directions
19
Do the shopping
2 people
20
Pick up catering
2 people
21
Check sailboats
3 people
22
Check safety equipment
3 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Set up coffee station
2 people
26
Set up tables
3 people
27
Set up chairs
3 people
28
Set up registration desk
2 people
29
Lay out name badges
30
Hang decorations
2 people
31
Put up route signs
2 people
32
Test sound equipment
2 people
33
Set up buffet
3 people
34
Lay out presentation materials
35
Give skipper briefing
4 people
36
Prepare safety briefing
2 people

Event

37
Welcome guests
3 people
38
Register attendance
2 people
39
Hand out name badges
2 people
40
Serve welcome drinks
2 people
41
Give safety instructions
3 people
42
Gather sailing groups
4 people
43
Distribute life jackets
3 people
44
Escort guests to the boats
4 people
45
Lead the network sailing trip
6 people
46
Take photos during the route
47
Welcome guests on return
3 people
48
Collect life jackets
3 people
49
Serve aperitifs
3 people
50
Refill drinks
2 people
51
Host the networking drinks reception
2 people
52
Open the buffet
2 people
53
Restock the buffet
3 people
54
Serve diet meals
2 people
55
Lead the network game
2 people
56
Announce the speaker
57
Lead the short presentation
2 people
58
Serve dessert
3 people
59
See off guests and manage departure
3 people
60
Collect lost and found items

Aftercare

61
Collect tableware
3 people
62
Chill leftovers
2 people
63
Separate waste
2 people
64
Clean up the venue
4 people
65
Fold tables and chairs
3 people
66
Remove decorations
2 people
67
Switch off equipment
2 people
68
Clean the harbor
3 people
69
Wash dishes
3 people
70
Clean sailboats
4 people
71
Inventory materials
2 people
72
Return borrowed materials
2 people
73
Share photos with guests
74
Send thank-you message

What to bring

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

Furniture

High tablesqty 8
Long tablesqty 6
Chairsqty 70
Bar stoolsqty 12
Registration desk
Buffet tablesqty 3
Parasolqty 4
Tableclothqty 12

Tableware

Wine glassesqty 80
Water glassesqty 80
Coffee cupsqty 70
Platesqty 80
Dessert platesqty 80
Cutlery setsqty 80
Serving spoonsqty 8
Coffee spoonsqty 70
Serving traysqty 10

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Bluetooth speakersqty 2
Wireless microphone
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Sports equipment

Sailboatsqty 6
Life jacketsqty 70
Waterproof bagsqty 12
Walkie-Talkiesqty 6
Hand compassesqty 6
Mooring linesqty 12
Fendersqty 12
Sailing glovesqty 12
Waterproof mapsqty 6
Emergency whistlesqty 70

Decorations

Buntingqty 6
Nautical table decorqty 12
Flower arrangementsqty 8
Name badgesqty 70
Name card holdersqty 70
Directional signsqty 8

Lighting

String lightsqty 8
LED lanternsqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Thermos flasksqty 4
Ice cube traysqty 6
Labels for dietary foodqty 20

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 2
Cleaning spongesqty 8
Dish brushesqty 4
Hand soap dispensersqty 4
Towel roll holdersqty 4

Catering

Groceries

Tips

Reserve the sailboats and harbour location before sending invitations. Your registration capacity depends on boat numbers, skipper availability and the space available at the harbour.
Ask about sailing experience during registration, not at check-in. Use the responses to match skippers and create groups with a clear schedule rather than sorting everyone out on arrival.
Set a firm deadline for dietary requirements, ideally 7 days before the event. Give the caterer one final guest count after registrations close, and keep a small buffer for late changes.
Check the weather forecast twice: once 48 hours before the event and again on the morning itself. Prepare the alternative programme before the forecast becomes a guest-facing problem.
Treat check-in and safety as part of the programme. Set up the registration desk, name badges and run sheet in advance, then check every sailboat, life jacket and waterproof bag before guests board.

Frequently asked questions

How far in advance should I organise a sailing networking event?: Start at least 8 to 12 weeks ahead. Reserve the harbour, sailboats and speakers first, then open registration once you know the practical capacity.
How many people should sail on each boat?: Use the boat operator’s approved capacity rather than a general networking target. Finalise groups at least 3 days before the event, after checking sailing experience and skipper availability.
When should I check the weather for a sailing networking event?: Check it 48 hours before the event and again on the morning itself. Decide when to activate the alternative programme according to the harbour or boat operator’s safety rules.
When should I collect dietary requirements and confirm catering?: Collect dietary requirements during registration and close the list 7 days before the event. Confirm the final guest count and menu with the caterer at least 3 days before service.

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.