Wedding cruise checklist: plan the day without last-minute gaps

A wedding cruise combines a ceremony, reception and transport, so several details have to be confirmed earlier than they would for a venue on land. Start with the route, departure time and deposit, then work through guests, catering, seating, flowers, music and the final onboard setup. This checklist also covers details couples often leave too late, such as dietary requirements, witness and speech timings, glassware, chilled drinks and the final route shared with guests.

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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

Confirm the cruise route and departure
Check the cruise deposit
Book flower suppliers
Confirm photographer and videographer
Send invitations
2 people
Share the gift list and route details
Process registrations
Collect dietary requirements
Collect music preferences
Create final guest list
Arrange the table layout
2 people
Design menus
Arrange seating for seniors
Schedule witnesses and speeches
Order the bridal bouquet and corsages
Order cake
Confirm catering menu
Coordinate drinks list
Compile playlist
Test sound equipment
2 people
Check the weather forecast
Share final route
Do the shopping
3 people
Chill drinks
2 people
Check dishes and glassware
2 people
Print menus
Write name tags
2 people
Print the speaking order
Sort decorations
2 people
Keep flowers cool
Set up the welcome table
2 people
Set up tables
3 people
Set up chairs
3 people
Set table linen
2 people
Set tableware on the table
3 people
Set out glassware
2 people
Lay out cutlery
2 people
Place name tags
2 people
Hang decorations
3 people
Place floral arrangements
2 people
Set up candles and lighting
2 people
Connect the music
2 people
Prepare snacks
3 people
Set out buffet dishes
3 people
Place cake on dessert table
2 people
Set up welcome drinks
2 people
Place the guest list at the entrance
Carry out the final safety check
2 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Escort guests to tables
2 people
Serve toast
3 people
Serve snacks
4 people
Refill drinks
3 people
Announce speeches
Open the buffet
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Clear tables
3 people
Cut the cake
2 people
Serve cake
3 people
Serve coffee and tea
3 people
Clear the dance floor
2 people
Serve farewell drinks
2 people
Guide guests to the exit
2 people
Collect lost items
2 people

Aftercare

Remove decorations
3 people
Take down tables and chairs
3 people
Collect waste
3 people
Wash dishes
3 people
Clean glassware
2 people
Clean the kitchen
2 people
Clean tables and floors
3 people
Pack leftover food
2 people
Empty coolers
2 people
Return borrowed materials
2 people
Take waste to the collection point
2 people
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 cruise route, departure point and sailing time before sending invitations. Share the final route again once it is fixed, because guests need practical travel details as well as the wedding date.
Set a deadline for dietary requirements, registrations and music preferences at least 4 weeks before departure. Use the final guest list to adjust the catering menu, table layout, seating for seniors and name badges.
Book the photographer, videographer, flower suppliers and cake early enough to match the sailing schedule. Give each supplier the boarding time, access arrangements and the point at which the boat leaves.
Plan drinks by service moment, not just by guest count: allow 2–3 drinks per person during the first hour, then check the drinks list against the meal and speeches. Chill bottles before boarding and confirm that champagne, wine and water glasses are available.
Finish the onboard setup before guests arrive: place the welcome sign and menus, check tables, linen, chairs, dishes and serving utensils, then test the sound equipment. Keep the cake knife, cake stand, coffee pots and coffee spoons together so they are not lost during service.

Frequently asked questions

How far in advance should I plan a wedding cruise?: Start arranging the cruise route, departure and deposit at least 6–9 months before the wedding. Aim to have suppliers, invitations and the main catering decisions confirmed several months before sailing.
When should wedding cruise invitations be sent?: Send invitations once the route, departure point and timing are confirmed, usually 4–6 months before the cruise. Request registrations and dietary requirements by a clear deadline, ideally 4 weeks before departure.
How many drinks do I need for a wedding cruise?: Plan for 2–3 drinks per guest during the first hour, then add wine, water, champagne and non-alcoholic options for the meal and speeches. Final quantities depend on the guest count and cruise duration, so check the drinks list after registrations close.
What should I check on the wedding cruise the day before?: Check the weather forecast, final route, guest list, catering, flowers, cake, chilled drinks, dishes and glassware the day before. Test the sound equipment and confirm witness, speech and departure timings before boarding day.

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.