Wedding boat trip checklist: what to arrange and when

A wedding boat trip needs more than a guest list and a reservation. You must coordinate the boat, route, boarding point, ceremony, suppliers, food and table setup around a fixed departure time. Start with the guest information and boat details, then build the schedule and confirm every supplier. This checklist also covers practical items people often arrange too late, such as dietary requirements, parking directions, glassware and printed program cards.

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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

Compile the guest list
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create final guest list
2 people
Confirm boat reservation
Check the boating area and route
2 people
Confirm departure and arrival point
Share parking information
Create the day schedule
2 people
Collect ceremony texts
2 people
Confirm speakers
Compile music list
2 people
Confirm suppliers
2 people
Order wedding bouquet
Order flower decorations
Order cake
Finalize the menu
2 people
Arrange the table layout
2 people
Make name badges
2 people
Print program cards
2 people
Print directions
Check the shopping list
2 people
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare dessert portions
2 people
Check tableware
2 people
Sort decorations
2 people
Test sound equipment
2 people
Print emergency contacts
Check the weather forecast
Inspect the boat area
3 people
Receive deliveries
3 people
Set up tables
4 people
Set up chairs
4 people
Set the tables
4 people
Place name tags
2 people
Hang decorations
4 people
Place floral arrangements
2 people
Set up the ceremony area
3 people
Connect the music
2 people
Test microphones
2 people
Set up the buffet
4 people
Set up the drinks station
2 people
Refrigerate cake
2 people
Set out snacks
3 people
Set up welcome desk
2 people
Give supplier briefing
2 people

Event

Welcome guests
4 people
Distribute program
2 people
Serve welcome drinks
4 people
Give safety instructions
2 people
Support the ceremony
3 people
Provide music during the ceremony
Pour Champagne
4 people
Serve snacks
4 people
Refill drinks
3 people
Facilitate the group photo
2 people
Open the dinner buffet
3 people
Serve dinner
5 people
Serve diet meals
2 people
Collect tableware
3 people
Cut the cake
2 people
Serve cake
4 people
Guide speeches
2 people
Provide music and dancing
2 people
Serve late-night snacks
3 people
See guests off
3 people

Aftercare

Remove decorations
4 people
Collect waste
3 people
Pre-sort tableware
3 people
Clean the kitchen
3 people
Wipe down tables
3 people
Clean the floors
2 people
Collect lost and found items
2 people
Return materials
3 people
Return rental equipment
2 people
Distribute leftover food
2 people
Collect photo and video material
Check supplier invoices

What to bring

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

Furniture

Dining tablesqty 8
Chairsqty 90
High tablesqty 6
Ceremony chairsqty 20
Buffet tablesqty 4
Stoolsqty 12
Coat racksqty 2
Waste binsqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 120
Champagne glassesqty 100
Coffee spoonsqty 90
Table knivesqty 100
Table forksqty 100
Serving spoonsqty 12

Decorations

Table runnersqty 8
Cloth napkinsqty 100
Name badgesqty 90
Program cardsqty 90
Table numbersqty 8
Flower vasesqty 16
String lightsqty 8
Artificial flowersqty 80
Balloonsqty 120
Balloon ribbonqty 4
Welcome sign
Photo framesqty 12
Ring pillow
Guest book
Candle holdersqty 24
LED candlesqty 30
Wedding card box

Equipment

Battery speakerqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Music player
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12
Coolersqty 6
Ice cube traysqty 4
Thermos flasksqty 6
Water jugsqty 12
Cake stand

Kitchen

Serving plattersqty 12
Food warmersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Measuring cupsqty 3
Aluminum foilqty 4
Cling filmqty 4

Lighting

LED work lightsqty 4
Night lightsqty 4
Flashlightsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries

Tips

Confirm the boat reservation, route and departure point before sending invitations. Guests need the correct boarding address, arrival time and parking information, and a change of route can affect the whole day schedule.
Set a deadline for registrations and dietary requirements, then create the final guest list before finalizing the menu and seating. Use the confirmed numbers to plan chairs, plates, glasses and name badges.
Work backwards from departure time when planning the ceremony, speeches, music and meal. Leave a clear buffer for boarding, safety instructions and moving guests between the dock and the boat.
Order the bouquet, flower decorations and cake early enough to match the boat’s loading and storage arrangements. Ask suppliers where and when they can deliver, because dock access may be limited to a short time window.
Print program cards, directions and name badges before the final week, and check the shopping list at the same time. Non-perishable shopping can be done earlier; drinks, cake and other time-sensitive items need a separate delivery plan.

Frequently asked questions

How far in advance should I book a wedding boat trip?: Confirm the boat as early as possible, especially for a fixed wedding date. Aim to have the reservation, boating area, route and departure point confirmed before invitations are sent, so guests receive reliable travel details.
When should wedding boat trip invitations be sent?: Send invitations once the boat, boarding point and basic schedule are confirmed. Set the RSVP deadline early enough to collect dietary requirements and create the final guest list before ordering food and arranging the table layout.
How many drinks should I plan for a wedding boat trip?: For the first hour, plan on two to three drinks per guest, then adjust for the length of the trip and whether drinks are served with the meal. Confirm the final headcount before buying, and include water glasses as well as wine and champagne glasses.
What should I arrange one week before a wedding boat trip?: One week before, confirm the boat, route, suppliers, menu, ceremony texts, speakers and music list. Also check the printed directions, program cards, name badges, decorations, tableware and any delivery times at the departure point.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.