Sailing trip checklist: organise everything before departure

A sailing trip needs more preparation than booking a boat and checking the forecast. You need a confirmed skipper, departure point, route and landing place, plus accurate dietary information and a final passenger list. Food, drinks and safety equipment must be ready before guests arrive, while bags and provisions should be protected from spray. Use this checklist to work through the arrangements in order, from the first participant list to the safety briefing and departure.

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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

Create the participant list
Reserve sailboat
Confirm skipper
Confirm departure location
Send invitations
Process registrations
Collect dietary requirements
Determine route and landing place
2 people
Check the weather forecast
Send participant information
Create final participant list
Do the shopping
2 people
Fill coolers
2 people
Prepare snacks and lunch
3 people
Chill drinks
2 people
Check safety equipment
2 people
Test navigation equipment
2 people
Label bags and provisions
2 people
Set up the departure location
3 people

Event

Receive participants
3 people
Register attendance
Bring baggage on board
3 people
Give safety instructions
2 people
Distribute life jackets
2 people
Escort the departure
3 people
Serve snacks
2 people
Refill drinks
2 people
Serve lunch
3 people
Guide mooring stop
3 people
Serve dinner
3 people
Collect waste
2 people
Guide the return trip
3 people
Help participants get out safely
3 people
Bring luggage ashore
3 people

Aftercare

Wash dishes and cutlery
2 people
Return Boat Clean and Empty
3 people
Put life jackets back
2 people
Take waste to the collection point
2 people
Return rented materials
2 people
Check lost property

What to bring

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

Furniture

Folding chairsqty 4
Foldable tablesqty 2
Tableclothqty 2

Tableware

Reusable platesqty 18
Reusable bowlsqty 18
Reusable cupsqty 36
Reusable cutleryqty 36
Reusable wine glassesqty 18

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Serving plattersqty 6
Serving spoonsqty 4
Thermos flasksqty 3

Equipment

Coolersqty 4
Ice packsqty 16
Waterproof bagsqty 6
Waterproof phone casesqty 14
VHF radio
Navigation mapqty 2
Compassqty 2
Flashlightsqty 4

Sports equipment

Life jacketsqty 18
Throwing line
Waterproof blanketsqty 4

Cleaning

Waste binsqty 3
Reusable cleaning clothsqty 12
Dish brushesqty 2
Hand soapqty 2

Catering

Picnic basketsqty 4
Corkscrewqty 2
Bottle openersqty 2
Cool Bag for Diet Products
Groceries

Safety

First aid kit
Sunscreenqty 3
Emergency blanketqty 4
Signal whistlesqty 18

Tips

Confirm the boat, skipper and departure location before sending invitations. Give guests the exact meeting point and a clear registration deadline so you can plan food and life jackets from a reliable headcount.
Set the route and landing place before the final information goes out, then check the weather forecast again on the day of departure. A route that works in the morning may need adjusting if conditions change.
Plan food and drinks around the time on board, not just the number of guests. Prepare snacks and lunch in advance, chill drinks, fill the coolers and use ice packs so refreshments stay cold during the trip.
Protect anything that cannot get wet before boarding starts. Label waterproof bags with names or contents, use waterproof phone cases and keep navigation items, provisions and personal baggage easy to find.
Complete the safety setup before receiving participants. Check life jackets, the throwing line, VHF radio, navigation map, compass and flashlights, then give safety instructions and distribute life jackets before departure.

Frequently asked questions

How far in advance should I book a sailboat for a sailing trip?: Aim to reserve the sailboat and confirm the skipper at least 4 to 6 weeks before the trip. This gives you time to confirm the route, send invitations, process registrations and replace the date if the boat is unavailable.
When should I send the final sailing trip information?: Send the practical information 3 to 5 days before departure, after creating the final participant list. Include the meeting point, departure time, route, landing place, what to bring and the contact details for the organiser or skipper.
How much food and drink should I bring on a sailing trip?: Plan food for the full time on board, with snacks and lunch ready before guests arrive. As a working guide, allow 2 to 3 drinks per person for the first hour, then 1 drink per person for each additional hour, with extra water for warm weather.
When should I check the weather before a sailing trip?: Check the forecast when deciding the route and again on the morning of departure. Make the final go/no-go and route decision at least 2 hours before boarding so participants can be informed before they travel to the departure point.

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