How to organise a wedding cruise without last-minute problems

A wedding cruise combines a ceremony, reception and moving venue, so the route and departure time should shape every other decision. Start by confirming the cruise route, deposit and onboard timing, then build the guest list, catering and seating around the space available. Suppliers, dietary requirements, speeches and music need firm deadlines because there is little room to fix mistakes once the boat leaves. Use the final week for route confirmation, weather checks, shopping and practical onboard checks—not major decisions.

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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
Confirm the cruise route and departure
2
Check the cruise deposit
3
Book flower suppliers
4
Confirm photographer and videographer
5
Send invitations
2 people
6
Share the gift list and route details
7
Process registrations
8
Collect dietary requirements
9
Collect music preferences
10
Create final guest list
11
Arrange the table layout
2 people
12
Design menus
13
Arrange seating for seniors
14
Schedule witnesses and speeches
15
Order the bridal bouquet and corsages
16
Order cake
17
Confirm catering menu
18
Coordinate drinks list
19
Compile playlist
20
Test sound equipment
2 people
21
Check the weather forecast
22
Share final route
23
Do the shopping
3 people
24
Chill drinks
2 people
25
Check dishes and glassware
2 people
26
Print menus
27
Write name tags
2 people
28
Print the speaking order
29
Sort decorations
2 people
30
Keep flowers cool
31
Set up the welcome table
2 people
32
Set up tables
3 people
33
Set up chairs
3 people
34
Set table linen
2 people
35
Set tableware on the table
3 people
36
Set out glassware
2 people
37
Lay out cutlery
2 people
38
Place name tags
2 people
39
Hang decorations
3 people
40
Place floral arrangements
2 people
41
Set up candles and lighting
2 people
42
Connect the music
2 people
43
Prepare snacks
3 people
44
Set out buffet dishes
3 people
45
Place cake on dessert table
2 people
46
Set up welcome drinks
2 people
47
Place the guest list at the entrance
48
Carry out the final safety check
2 people

Event

49
Welcome guests
3 people
50
Serve welcome drinks
3 people
51
Escort guests to tables
2 people
52
Serve toast
3 people
53
Serve snacks
4 people
54
Refill drinks
3 people
55
Announce speeches
56
Open the buffet
2 people
57
Restock the buffet
3 people
58
Serve diet meals
2 people
59
Clear tables
3 people
60
Cut the cake
2 people
61
Serve cake
3 people
62
Serve coffee and tea
3 people
63
Clear the dance floor
2 people
64
Serve farewell drinks
2 people
65
Guide guests to the exit
2 people
66
Collect lost items
2 people

Aftercare

67
Remove decorations
3 people
68
Take down tables and chairs
3 people
69
Collect waste
3 people
70
Wash dishes
3 people
71
Clean glassware
2 people
72
Clean the kitchen
2 people
73
Clean tables and floors
3 people
74
Pack leftover food
2 people
75
Empty coolers
2 people
76
Return borrowed materials
2 people
77
Take waste to the collection point
2 people
78
Return lost property

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 70
Buffet tablesqty 3
Gift table
Welcome table
Dessert table
Table linenqty 10
Chair coversqty 70

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 75
Coffee spoonsqty 75
Dinner knivesqty 75
Dinner forksqty 75
Dessert forksqty 75
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 75
Coffee potsqty 4
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 8
Cake knife
Cake stand

Decorations

Flower arrangementsqty 8
Bridal bouquet
Corsagesqty 8
Name badgesqty 70
Menusqty 10
Welcome sign
Table numbersqty 8
Balloonsqty 80
Balloon ribbonqty 2
Confettiqty 4
Ring pillow
Guest book
Pensqty 6
Candlesqty 24
Candle holdersqty 12
Table runnersqty 8

Equipment

Portable speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Ice containersqty 3
Thermos flasksqty 6
Coffee machinesqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Aluminum foilqty 3
Cling filmqty 3
Food containersqty 20
Bottle openersqty 4
Corkscrewsqty 4

Lighting

String lightsqty 6
Battery lanternsqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 12
Dish brushesqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the route, boarding point and departure time before sending invitations. Share the final route with guests at least 7 days before departure, including when they should arrive.
Set deadlines for guest registrations and dietary requirements. Close registrations 14 days before the cruise so you can finalise catering, menus, seating and the table layout.
Plan seating with the boat in mind, not just family relationships. Reserve the most stable and accessible seats for older guests, and keep clear access to the buffet, gift table and toilets.
Confirm every supplier at least 7 days before sailing, including the photographer, videographer, florist, cake supplier and caterer. Check that the bridal bouquet, corsages, flowers and cake all have a named handover point.
Treat drinks, music and tableware as onboard logistics. Chill drinks before guests arrive, test the sound equipment on the boat, and count dinner, dessert and coffee settings before loading plates, glasses and serving utensils.

Frequently asked questions

How far in advance should I plan a wedding cruise?: Start planning at least 6 months before the wedding cruise, especially if the route, boat and suppliers are not yet confirmed. Finalise the guest list, catering and seating around 14 days before departure.
When should wedding cruise invitations be sent?: Send invitations as soon as the route, departure point and timing are confirmed, ideally 3 to 6 months ahead. Request registrations and dietary requirements by a fixed deadline, preferably 14 days before the cruise.
How much food and drink do I need for a wedding cruise?: Base catering on the confirmed guest list and allow for the full cruise duration, including the meal, cake, coffee and non-alcoholic drinks. For the first hour, plan roughly 2 to 3 drinks per guest, then adjust for the remaining sailing time and your menu.
What should I check the day before a wedding cruise?: Check the weather forecast, final route, guest list, catering, drinks, cake, flowers, music and supplier arrival times the day before. Also count tableware and chill drinks early enough to replace missing items before boarding.

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.