Atlantic Crossing Preparation Checklist from the Viking Explorers Rally

With over 15 years of experience in offshore sailing and Atlantic crossing preparation, Oliver Heinrichs, Managing Director of the Viking Explorers Rally, Safety Officer, and host of numerous Atlantic crossing safety seminars and lectures, shares the key principles every crew should consider before heading west across the Atlantic.

Checking lines

Three weeks before departure is when most Atlantic crossings start to feel real. The boat is nearly loaded, the weather files become part of your morning routine, and small unanswered questions suddenly feel bigger than they did at the dock in summer. A solid Atlantic crossing preparation checklist helps turn that pressure into progress, especially when the goal is not just to leave, but to leave well.

An ocean passage from the Canaries to the Caribbean is a unique adventure, but it rewards methodical preparation more than bravado. Boats do not need to be perfect, but they do need to be honest. Crew do not need to be professional sailors, but they do need clear systems, realistic expectations, and the right support around them. The strongest crossings usually begin long before the lines are cast off.

What an Atlantic crossing preparation checklist should really do

A useful checklist is not just a shopping list for offshore gear. It should help you test whether the boat, the people aboard, and the plan all match the voyage ahead. That means looking beyond equipment and asking harder questions. Can your charging system support life at sea for three weeks? Does every crewmember know how to reef, call for help, and manage seasickness? Have you built enough flexibility into your routing and arrival plans?

This is where many crews lose time. They focus heavily on visible upgrades while postponing the less glamorous work of procedures, spares, paperwork, and decision-making. A watermaker matters if you rely on one, but so does knowing how you will manage if it fails on day six. The same goes for electronics, steering systems, and even meal planning. Offshore, the backup plan is often what protects the experience.

And that's why our safety seminar is also called "What If".

Safety seminar by Oliver Heinrichs

Start with boat readiness, not boat perfection

The best place to begin is with seaworthiness. Hull, rig, steering, sails, engine, tanks, and electrical systems should all be inspected with passage loads in mind. A yacht that performs beautifully on weekend sails can reveal different weaknesses when carrying extra fuel, water, provisions, and downwind sail inventory for 2,700 nautical miles.

Rigging inspection

Rigging deserves especially close attention. Standing rigging age, chainplates, furling systems, halyards, clutches, and chafe points should all be checked well before departure. If something is borderline, this is rarely the crossing to hope it lasts. The same logic applies to rudder bearings, autopilot drives, windvane systems, bilge pumps, and through-hulls.

Sails should be chosen for durability as much as speed. Many crews imagine constant trade-wind comfort, but sail plans need to cover squalls, rolly conditions, and periods of lighter or more awkward angles. A good inventory depends on boat type and crew experience, yet most boats benefit from a conservative mainsail setup, reliable headsail options, and a realistic heavy-weather plan.

Liferaft demo

Safety gear needs to be usable, not just present

Safety preparation is one of the clearest areas where checklists can be misleading. It is easy to tick off liferaft, EPIRB, jacklines, life jackets, grab bag, and medical kit. It is more valuable to confirm that each item is current, accessible, and understood by everyone aboard.

Your liferaft service date matters. So does where it is mounted and whether it can be launched quickly if the boat is inverted or on fire. Jacklines should be rigged in a way that allows movement without creating unnecessary risk at the cockpit or mast. Personal tethers need to suit the boat layout. Medical supplies should match your crew size, existing conditions, and expected passage length.

Communication equipment deserves the same practical approach. Satellite communication, VHF, handheld backups, AIS, and emergency signalling devices all play different roles. Redundancy is wise, but complexity can become its own problem if nobody is fully comfortable using the systems under pressure.

Arrival of crew

Crew preparation is where confidence is built

A capable crew is not simply a group of people willing to go. For many owners, the most important part of an Atlantic crossing preparation checklist is confirming that crew skills, routines, and personalities fit the passage.

Before departure, every crewmember should understand watch schedules, clipping-on rules, reefing procedure, man overboard response, engine checks, and basic navigation awareness. This does not mean everyone must be equal in experience. It does mean no critical task should live only in one person's head.

Seasickness planning is often underestimated. Even experienced sailors can struggle in the first days offshore. That affects morale, hydration, sleep, and watch quality. It helps to discuss medication preferences early, assign easier duties for the adjustment period, and keep expectations realistic. The first 72 hours can feel very different from the rest of the crossing.

Crew compatibility also matters more than many technical choices. Sleep habits, communication style, cooking preferences, and personal space all become operational issues offshore. A frank pre-departure conversation about routines and pressure points is not awkward. It is smart seamanship.

Provisioning and power are passage systems, not separate tasks

Food planning should make life easier at sea, not more ambitious. The most successful offshore provisioning is usually simple, repetitive, and easy to prepare when tired. Fresh produce that lasts, pre-cooked meals for the first week, snacks that can be eaten one-handed, and reliable hydration systems all matter more than elaborate menus.

Provisioning

Water planning should include both daily use and failure scenarios. If you carry a watermaker, think through spare parts, pickling, and your fallback ration plan. Fuel calculations should cover charging, motoring in calms, and reserve margin. Offshore comfort often depends less on capacity than on honest consumption estimates.

Power management is one of the biggest practical dividing lines between a relaxed crossing and a draining one. Autopilots, fridges, navigation electronics, lights, communications, and water systems all add up quickly. Test your charging setup under real usage before leaving. Solar, alternator, hydrogeneration, and wind inputs all look good on paper, but passage reality is what counts.

The logistics side of an Atlantic crossing preparation checklist

Many sailors are comfortable with the sailing side and less enthusiastic about the logistics. Yet marina reservations, customs paperwork, insurance requirements, crew documentation, and arrival planning can create just as much stress as a technical problem aboard.

Before departure, confirm passports, boat registration, insurance coverage, radio licenses, and any crew-specific entry requirements. Check what your insurer expects for offshore passages, especially regarding dates, routes, and storm-season clauses. If you plan a stop in Cape Verde or a direct run to the Caribbean, the paperwork and timing may differ.

Departure ports can also become busy and unpredictable in rally season. Berth availability, fuel access, gas bottle refills, provisioning transport, and waste disposal all affect your final week. This is where organised support can save an enormous amount of energy. Viking Explorers Rally is built around exactly that kind of practical help - marina coordination, customs assistance, expert-led preparation, and direct support that lets crews focus on the crossing itself.

Last preparations

Routing, weather, and the discipline to stay flexible

No checklist should pretend weather routing is a fixed formula. Yes, there are preferred seasonal patterns and well-known trade-wind routes, but every crossing still depends on timing, boat speed, crew comfort threshold, and tactical choices along the way.

That means your routing plan should include a default strategy and clear decision points. When will you choose a Cape Verde stopover versus pressing on? What conditions would justify delaying departure? How much squall intensity is acceptable for your crew and sail plan? Good preparation includes these thresholds before emotion takes over.

Weather tools are valuable, but interpretation matters. More data does not always produce better decisions. For most cruising crews, the goal is not to optimise every mile. It is to avoid getting trapped by avoidable mistakes and to preserve boat and crew for a strong arrival.

Departure Day

Final checks in the last 72 hours

The last few days should not be for major projects. Ideally, they are for verification. Test communications, inspect lashings, top up fuel and water, review abandon-ship procedures, preload waypoints, and stow the boat for sea. Then walk through the first day under way as if you have already left.

That final mental rehearsal catches more problems than people expect. Where do wet foul-weather layers go? Can the off-watch crew sleep with current stowage? Is the grab bag blocked by extra sails? Can one person reach the medical kit, tools, and emergency tiller quickly? A calm departure usually begins with these small details handled ashore.

The Atlantic does not ask for perfection. It asks for respect, preparation, and the judgement to keep things simple when simple is better. If your checklist helps you leave with a well-found boat, a ready crew, and fewer unanswered questions, it has done its job. From there, the crossing becomes what it should be - not a scramble to catch up, but a passage you are genuinely ready to enjoy.

For more information visit www.vikingexplorersrally.com

Sail configuration on HH50 catamaran