Tall Ships Festival planning checklist

A Tall Ships Festival combines visiting ships, guided tours, public information and hospitality on the quay. The work starts well before the first vessel arrives: secure permits and berths, build the program, process registrations and assign volunteers. In the final days, weather checks, equipment inspections, catering deliveries and route signs become critical. This checklist keeps the 68 planning tasks and 54 required items in a workable order, so setup does not crowd out safety and visitor service.

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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

Apply for a permit
Confirm berths
2 people
Make reservations
Compile program
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Plan guided tours
2 people
Order catering
Order print materials
Check the weather forecast
Publish visitor information
2 people
Check equipment
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare route signs
2 people
Prepare the crew briefing
2 people
Inspect the quay and grounds
3 people
Set up tents
6 people
Set up tables and chairs
5 people
Set up the information desk
3 people
Set up the catering counter
4 people
Set out tableware and cutlery
3 people
Hang decorations
3 people
Put up route signs
3 people
Put up safety barriers
4 people
Hang lighting
3 people
Connect sound equipment
2 people
Lay out tour materials
2 people
Set out coffee and tea
2 people
Display snacks
3 people
Prepare the registration list
2 people
Give crew briefing
4 people
Carry out the final site check
3 people

Event

Welcome visitors
6 people
Check off registrations
3 people
Distribute program
2 people
Lead ship tours
6 people
Guide marine demonstrations
4 people
Guide music program
2 people
Serve snacks
4 people
Serve drinks
4 people
Refill drinks
3 people
Refill coffee and tea
2 people
Empty trash bins
3 people
Check toilets
2 people
Answer audience questions
3 people
Guide the photo moment
2 people
Check evening lighting
2 people
Supervise the final tour
4 people
Wave goodbye to visitors
4 people
Serve the last drinks round
3 people

Aftercare

Turn off the sound equipment
2 people
Clean up catering
4 people
Wash dishes
3 people
Collect waste
4 people
Clear tables and chairs
5 people
Remove decorations
3 people
Remove safety barrier
4 people
Clean the grounds
5 people
Inventory materials
2 people
Return borrowed items
2 people
Clean coolers
2 people
Store leftover stock
2 people
Remove plates and ribbons
3 people
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

Start permits, berth confirmations and venue reservations as soon as the dates are known. Keep written confirmation for each ship, supplier and activity, because a late change can affect the program and quay layout.
Set a registration deadline for visitors, crew and volunteers, then collect dietary requirements at the same time. Use the final headcount to adjust catering quantities, seating and the information desk schedule.
Give volunteers a written shift plan and a short crew briefing before opening. Include who leads guided tours, who covers the ticket counter or information desk, and who handles equipment or power problems.
Inspect the quay and grounds before placing tents, tables and signs. Check walking routes, access to power, cable protection, lighting and clear passage around the ships before the public arrives.
Do the final shopping and drink setup close to opening: chill drinks, prepare snacks, test the sound system and microphones, and verify coffee machines, kettles, extension cords and power strips. Publish the final visitor information only after routes, times and weather-dependent activities are confirmed.

Frequently asked questions

How far in advance should I organize a Tall Ships Festival?: Begin permits, berth confirmations and major reservations at least 6 to 12 months before the festival. Aim to finalize the program, suppliers and volunteer structure 8 to 12 weeks before opening.
How many volunteers do I need for a Tall Ships Festival?: There is no fixed number, but plan separate coverage for guided tours, visitor information, registrations or ticketing, catering and site support. Create shifts of about 3 to 4 hours and add at least 10% reserve capacity for absences.
When should I order catering for a Tall Ships Festival?: Place the initial catering order 2 to 4 weeks before the event, using the current registration count and expected public attendance. Confirm dietary requirements and the final quantity 3 to 5 days before opening.
What should I check on the day before a Tall Ships Festival?: Inspect the quay and grounds, test the sound system and microphones, check lighting and power connections, and confirm tents, tables, chairs and route signs are in place. Complete the weather check and publish any changes at least 12 to 24 hours before opening.

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.