What you need for a sailing networking event

What to bring

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

Tips

• Plan tableware for every registered guest, plus roughly 10% extra. Include separate wine glasses, water glasses, coffee cups, plates, dessert plates, cutlery, and serving utensils so catering does not depend on disposable backups.
• Allow two to three drinks per person for the first hour, then about one drink per person per hour. Keep water available throughout the program and use coolers so drinks remain cold while guests move between the harbor and boats.
• Prepare one registration pack for each guest: a name badge, a printed run sheet, and clear route directions. Bring at least 10% extra badges and printed copies for walk-ins, damaged labels, or last-minute changes.
• Set up the coffee station before arrival with one coffee cup and spoon per guest, plus kettles or coffee machines and a separate power check. Test extension cords and power strips before the event; a harbor outlet may not be close to the registration or catering area.
• Count one life jacket and one waterproof bag per sailing participant, not per boat. Check sizes and condition before boarding, and bring power banks so phones used for schedules or contact details can be charged away from fixed outlets.

Frequently asked questions

How much food and drink do I need for a sailing networking event?

Use the confirmed guest count and add about 10% for catering portions and tableware. Plan two to three drinks per person during the first hour, followed by around one drink per person per hour, with water available continuously.

How many life jackets do I need for a sailing event?

Prepare one suitable life jacket for every person who will sail, including skippers, speakers, and organizers joining a boat. Check the sizes at least one day before the event and keep a small number of spare jackets if the supplier allows it.

What should I bring for registration at the harbor?

Bring a registration desk, name badges for every guest plus 10% extra, the final guest list, printed run sheets, and route directions. Pack these materials at least one day ahead so missing prints or labels can be replaced before setup.

How many coffee cups and glasses should I buy?

Start with one cup and spoon per expected coffee drinker and one water glass per guest, then add about 10% extra. For a networking reception, provide wine glasses for the expected wine service and keep additional glasses available for breakage and changes in drink choice.