How Does the Booking Process Work?
Thinking about a crewed yacht charter but wondering how it all comes together? We’ve laid out every step of our booking process below, so you’ll know exactly what to expect from your first inquiry to the moment you step aboard.
SHARE YOUR VISION
Start by sharing the basics with us. Where are you dreaming of sailing? What time frame works best for your group, and how many guests will be joining? Let us know which on-the-water activities matter most, what you’re comfortable spending, and whether anyone has dietary restrictions or allergies the crew should plan around.
For example: “We’re a group of 8 — four adults couples— hoping to explore the US Virgin Islands for about a week sometime in early to mid-March. We love our water toys and any activity in the water, if we could scuba dive onboard, that would be awesome. Our budget is somewhere in the $35K–$50K range.”
WE FIND YOUR PERFECT MATCH
Once we know what you’re looking for, we dig into an extensive database of available yachts that fit your dates. We narrow down the options based on everything you’ve told us, then put together a detailed proposal sent straight to your inbox. You’ll get a full breakdown of pricing along with photos, video walkthroughs, onboard amenities and toys, crew bios, a sample menu, past guest reviews, and a suggested itinerary.
Our team visits boat shows throughout the year to inspect vessels firsthand and get to know the crews personally. We’ll never suggest a yacht we haven’t vetted and feel confident will deliver an outstanding experience. Feel free to ask us anything before making your final choice.
SECURE YOUR DATES
Once you’ve settled on the right yacht, we’ll reserve your dates on the calendar. While that hold is in place, we prepare a charter agreement and send it over for your electronic signature. You’ll return the signed contract along with your deposit to lock everything in.
For most Caribbean catamaran and smaller motor yacht charters, the deposit structure depends on timing. Bookings made more than six months out require 25% of the charter rate upfront. Between two and six months out, that increases to 50%. If you’re booking within two months of departure, the full amount is due at the time of booking.
APA & VAT
For larger motor yachts, a 50% deposit is required to secure the reservation. The remaining balance, along with the Advance Provisioning Allowance and any applicable VAT, is due two months before your charter begins. Bookings made inside that two-month window require payment in full right away.
Charters based in the Bahamas are subject to VAT, which will be reflected on your final invoice. We accept wire transfers, credit cards, and checks.
YOU’RE ALL SET
After we receive your signed agreement and deposit, we forward the contract to the yacht’s clearing house and owner for their signatures. Once every party has signed, we’ll send you the fully executed contract. At that point, your charter is officially booked and confirmed.
PAYMENT
If your initial deposit was 25%, we’ll send a second invoice for another 25% six months before your trip. The remaining balance is then invoiced two months prior to departure. If you started with a 50% deposit, you’ll simply receive one final invoice for the balance two months out.
Crew gratuity is handled separately and given directly to the captain at the end of your charter.
PREFERENCE SHEETS
About two months before you set sail, we’ll send over preference sheets for everyone in your group to fill out. This is your chance to share all your food and drink preferences, flag any allergies, and request specific beverages you’d like stocked on board.
You can also outline the activities you’re most excited about and any particular destinations you want to visit along the way. Your crew will then reach out personally to introduce themselves and talk through your preferences, making sure the yacht is fully prepared and everything you’ve asked for is waiting when you arrive.
WE’RE HERE EVERY STEP OF THE WAY
We are here whenever you need us. Whether you have questions about getting to your departure point, need hotel suggestions for the night before or after your trip, want guidance on travel insurance or packing, or just need a hand with anything else — we’re happy to help. Now, let’s get started!