How to organise a Tall Ships Festival

A Tall Ships Festival needs more than ships and a busy quay. Start with permits, berth confirmations and reservations, then build the visitor programme around guided tours and clear arrival information. Registration data, dietary requirements and volunteer shifts should be settled before you order catering or print materials. In the final days, check the forecast, inspect the grounds and test power, sound and information points before visitors arrive.

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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
Apply for a permit
2
Confirm berths
2 people
3
Make reservations
4
Compile program
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Assign volunteers
2 people
9
Plan guided tours
2 people
10
Order catering
11
Order print materials
12
Check the weather forecast
13
Publish visitor information
2 people
14
Check equipment
2 people
15
Do the shopping
3 people
16
Chill drinks
2 people
17
Prepare snacks
4 people
18
Prepare route signs
2 people
19
Prepare the crew briefing
2 people
20
Inspect the quay and grounds
3 people
21
Set up tents
6 people
22
Set up tables and chairs
5 people
23
Set up the information desk
3 people
24
Set up the catering counter
4 people
25
Set out tableware and cutlery
3 people
26
Hang decorations
3 people
27
Put up route signs
3 people
28
Put up safety barriers
4 people
29
Hang lighting
3 people
30
Connect sound equipment
2 people
31
Lay out tour materials
2 people
32
Set out coffee and tea
2 people
33
Display snacks
3 people
34
Prepare the registration list
2 people
35
Give crew briefing
4 people
36
Carry out the final site check
3 people

Event

37
Welcome visitors
6 people
38
Check off registrations
3 people
39
Distribute program
2 people
40
Lead ship tours
6 people
41
Guide marine demonstrations
4 people
42
Guide music program
2 people
43
Serve snacks
4 people
44
Serve drinks
4 people
45
Refill drinks
3 people
46
Refill coffee and tea
2 people
47
Empty trash bins
3 people
48
Check toilets
2 people
49
Answer audience questions
3 people
50
Guide the photo moment
2 people
51
Check evening lighting
2 people
52
Supervise the final tour
4 people
53
Wave goodbye to visitors
4 people
54
Serve the last drinks round
3 people

Aftercare

55
Turn off the sound equipment
2 people
56
Clean up catering
4 people
57
Wash dishes
3 people
58
Collect waste
4 people
59
Clear tables and chairs
5 people
60
Remove decorations
3 people
61
Remove safety barrier
4 people
62
Clean the grounds
5 people
63
Inventory materials
2 people
64
Return borrowed items
2 people
65
Clean coolers
2 people
66
Store leftover stock
2 people
67
Remove plates and ribbons
3 people
68
Register lost property

What to bring

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

Furniture

Party tentsqty 4
High tablesqty 12
Beer tablesqty 10
Benchesqty 20
Chairsqty 80
Ticket counterqty 2
Tableclothqty 12

Tableware

Reusable cupsqty 600
Coffee cupsqty 100
Platesqty 500
Dessert platesqty 300
Cutlery setsqty 500
Serving plattersqty 20
Serving tongsqty 12

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Sound system
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 6
Power banksqty 6
Route signsqty 12
Information boardsqty 8
Crowd control barriersqty 20
Barrier tapeqty 6
Walkie-talkiesqty 8
Megaphone
First aid kitsqty 2
Flashlightsqty 6
Clipboardsqty 6
Pensqty 30
Name stickersqty 250
Program flyersqty 600
Wristbandsqty 600

Lighting

LED light stringsqty 10
LED lampsqty 12

Decorations

Buntingqty 12
Maritime flagsqty 20
Rope rollsqty 4
Chalkboardsqty 8
Table décorqty 20

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Measuring cupsqty 4
Thermos flasksqty 8
Ice cube traysqty 8

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mop setsqty 3
Cleaning bucketsqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Apply for the permit and confirm berths before publishing the programme. Allow at least 6–8 weeks for approvals, quay arrangements and any changes requested by authorities.
Build the programme around fixed activities such as guided tours, then publish registration details, arrival instructions and accessibility information at least 2 weeks ahead. Keep a final list of dietary requirements for the caterer.
Assign volunteers to specific shifts and locations rather than giving everyone a general role. Include separate cover for the information desk, tours, catering counter and crew briefing, with handover time between shifts.
Order catering and printed materials only after registration numbers and dietary requirements are processed. Recheck quantities 3–5 days before the festival, when cancellations and late registrations are easier to assess.
Use the last setup window for practical checks: inspect the quay and grounds, place route signs, test microphones and extension cords, and confirm that tents, tables, chairs, lighting and cooling equipment are ready before opening.

Frequently asked questions

How far in advance should I organise a Tall Ships Festival?: Start at least 8–12 weeks before the event. Permits, berth confirmations, reservations and the programme should be underway first, while volunteer assignments and catering can follow once registrations are clearer.
When should I send invitations for a Tall Ships Festival?: Send invitations around 4–6 weeks before the festival, with a clear registration deadline. Close or review registrations about 7 days before the event so you can confirm numbers, dietary requirements and guided-tour capacity.
How much catering should I order for a Tall Ships Festival?: Base the order on confirmed registrations, then add a small buffer of about 5–10% for expected walk-ins and crew needs. Finalise the count 3–5 days beforehand, after checking dietary requirements and volunteer meals.
What should I check on the day before a Tall Ships Festival?: Inspect the quay and grounds, check the weather forecast, test the sound system and microphones, and verify power connections. Also confirm route signs, the information desk, catering counter, tents, seating, tableware and chilled drinks before the first visitors arrive.

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.