Charter preferences form explanation

Why the charter preferences form makes all the difference

An accurately completed charter preferences form prevents guesswork on board and delivers immediate noticeable quality. The document is the basis for provisioning, crew planning and logistics, making your time on the water entirely about relaxing and enjoying yourself. The better the details, the more personalised the experience and the more efficiently the budget is used. More background: How APA works on a yacht charter. In doubt about what is included as standard and what can be arranged through the form? Read: What is included in a superyacht charter.

• Bespoke provisioning - The chef orders exactly what you value, from dietary requirements and allergies to specific brands of wine and coffee. No missteps, no wastage.
• Route and safety - The captain matches anchorages, marinas and sailing times to your preference for quiet, privacy or liveliness, taking into account weather windows and local rules. Please note that fuel consumption depends on chosen route and pace; this may affect the total cost.
• Activities without compromise - Water toys, diving equipment, licences and guides are at the ready, tailored to the level, age and interests of your party.
• Efficient APA spending - Clear preferences prevent last-minute purchases and duplicate inventory, ensuring your Advanced Provisioning Allowance is used purposefully.
• Seamless logistics - Flight and transfer details ensure streamlined boarding. If required, we coordinate private flights through our sister organisation Global Aviation.

Who uses your preference sheet on board?

Your yacht charter preference sheet is used by the entire crew to make the right decisions in advance and act proactively on board. This way, every team member translates your wishes into concrete comfort.

• Captain - Plans the itinerary, anchorages and marina bookings based on your pace, privacy desire and intended hotspots. Takes into account child safety, sea conditions and tender distances.
• Chef - Compiles menus per guest, manages allergens, tailors sourcing to dietary requirements and favourite cuisines, and prepares special occasions such as birthdays or anniversaries.
• Interior crew - Arranges table decor, turn-down service, housekeeping and bar service according to your style, including glassware, temperature of wines and snack preferences.
• Deck crew - Ensures that water toys, diving and snorkelling sets are ready in appropriate sizes and numbers, and safely accompanies all activities on and around the water.

What do you fill in on the yacht preference sheet?

The overview below will help you fill in the form in a focused and complete way. No detail is too small when it contributes to comfort, safety and experience.

• Guest and contact details - Names, ages, passport names, emergency contact and any VIP or privacy requests.
• Travel details and transfers - Flight numbers, arrival and departure times, hotels, preferred pick-up and special luggage.
• Dietary requirements and allergens - Allergies, intolerances, medical diets, religious restrictions and preferences such as vegan, keto or gluten-free.
• Meal preferences - Favourite cuisines, breakfast style, lunch light or elaborate, dinner format, kids menus, times and dinnertime ashore.
• Drinks and brands - Wines, champagne, spirits and mixers with preferred labels, non-alcoholic alternatives, coffee style and tea selection.
• Activities and water toys - Snorkelling, diving, SUP, jet ski, wakeboard, e-foil, games on board and desired intensity or instruction.
• Health and mobility - Medical concerns, seasickness, mobility restrictions and first aid preferences.
• Children and safety - Age, swimming skills, child tenders, life jacket sizes and bed rails.
• Special occasions - Birthday, marriage proposal, anniversary, dress code, music preference and cakes or flower styling.
• Daily schedule and ambience - Early birds or late dinners, siesta, background music, privacy wishes and preferred turn-down time.
• Destinations and ports - Desired highlights or hidden bays, preference for anchor or marina and tender distances.
• Sizes and equipment - Shoe and clothing sizes for watersports gear, wetsuits and snorkel masks.

Here's how to fill in the form smartly and on time

Complete your charter preferences form ideally 4 to 6 weeks before departure, so crew and suppliers can procure and book in time. Be specific about brands, numbers and alternatives, and indicate individual preferences for each guest. Report medical information discreetly but completely, including emergency medication. If you have a theme night or special surprise, inform us early on for appropriate styling or entertainment. We are happy to think with you and help prioritise requirements within your APA. A clear starting point is Cost of a superyacht charter (APA, VAT, gratuities).

Frequently asked questions

When should I submit the charter preferences form?

Preferably 4 to 6 weeks in advance. For peak seasons in the French Riviera, Greek islands and the Caribbean, we recommend the upper limit so that premium items and berths are booked in time. You can read more about the best booking times in When to book your summer charter.

Can I modify the form after it has been sent?

Yes, where possible. Small changes can often be accommodated by the crew. For special products, licences or marina bookings, late changes are subject to availability and may incur additional costs through the APA.

Do my preferences affect the APA?

Sure. The more specific your preferences and alternatives, the more efficient the provisioning and the more targeted the APA is spent. Last-minute purchases and rush logistics usually increase costs.

How do you ensure the privacy of my data?

Your preference sheet will only be shared with involved crew and suppliers needed to execute your charter. Data will be treated confidentially and according to applicable regulations.

Ready to start your yacht preference sheet or want advice on completing it? We are happy to help you personally, so that your charter feels customised from the first minute. Request a quote for your yacht charter.