What to Expect on a Crewed Yacht Charter: A First-Timer's Guide

Most of what makes a first crewed charter feel easy happens before you arrive. The crew has read your preference sheet, the galley is stocked with what you said you like, and the captain already has a plan for the first day. What is left for you is to know how life on board works: who to ask for what, which decisions are yours and which belong to the captain, and what the last morning involves so that nothing surprises you on the gangway.

This guide follows the week in order. It draws on MYBA, the industry association whose charter terms are the most commonly used, and on the published guidance of large charter houses and the specialist press.

What does the week look like, step by step?

A crewed charter follows a predictable sequence: a preference sheet a few weeks out, boarding from midday, a safety briefing, days at your pace within the captain’s safety limits, and a last morning where you settle the expense account. The exact times and ports are in your contract, and the stages below are the ones the sources describe.

What is the preference sheet and when do you get it?

The preference sheet is a detailed questionnaire about your group that the charter agency sends a few weeks before the charter. It covers food, drink, allergies, medical needs, celebrations and activities, and goes to the captain and crew so they can provision and plan around you.

Burgess says it sends the questionnaire “a few weeks before your charter starts” and that it covers dietary and medical requirements, allergies, special requests, birthdays and entertainment. IYC describes the same step “several weeks before”, with dietary preferences, medical requirements and allergies.

MYBA’s guidelines for brokers explain why it matters: the broker is expected to find out as much as possible about you “so that the yacht can provision accordingly” and to send the captain, in writing and in good time, a comprehensive preference document with all guests’ details, passport information, and any medical and mobility issues.

What to put on it:

• Food and drink: favourite dishes, dislikes and wine. Northrop & Johnson: “the more specific, the better the result.”
• Allergies, medical and mobility needs.
• Children and their ages, as Northrop & Johnson asks.
• Celebrations: birthdays, anniversaries, a special dinner.
• Your itinerary wishes and pace, also recommended by Northrop & Johnson.
• Small preferences, such as a favourite sunscreen, which IYC notes many yachts supply.

If a guest changes later, tell the agency: MYBA expects the broker to keep the captain updated.

Who is who in the crew?

On a crewed charter the captain runs the yacht and answers to you, the chef runs the galley, the interior team (stewards and stewardesses) looks after cabins, meals and service, the deck team handles the exterior and the tender, and the engineers keep everything running. Small yachts combine roles; large ones have full departments.

YachtBuyer describes the roles like this:

• Captain: “responsible for the safe running of the vessel whether in port or at sea”. Under MYBA practice the captain also handles the APA and answers to you for how it is spent.
• Chief engineer: engines, generators and other mechanical equipment.
• Chef: “all culinary matters”, specialist menus, provisioning and the galley.
• Stewards and stewardesses: the accommodation and living areas.
• Deckhands: the yacht’s exterior and “running the tenders”; in YachtBuyer’s 80 m example, a bosun leads a team of six or more deckhands.

How many people that means depends on size. YachtBuyer gives these estimates, which it calls “estimates rather than fixed requirements”:

MYBA also asks that uniforms be worn throughout the charter, and binds the crew to confidentiality even after leaving the yacht: no information or photos go to third parties without written permission. For how size changes the experience, see our size comparison.

What happens on the first day?

You usually board from noon at the port named in your contract. Soon after, the captain gives a short briefing on safety and how the yacht works. Fraser notes that by the time you step aboard the galley is stocked and the captain has a first day’s route in mind.

IYC’s FAQ states that “Charters commence from noon onwards on the first day and terminate by noon on the last day”. Your contract fixes the actual port, date and time, and MYBA asks the captain to confirm to the central agent that the charter started as agreed, with the right number of guests and the charterer named on the agreement. Extra guests joining on board are at the captain’s discretion under the standard contract.

MYBA’s guidance for captains describes the briefing: at a suitable moment after you join, the captain explains basic safety procedures and points that may include security on board, the water sports equipment, smoking, recreational drugs, the yacht’s policy on children, internet charges, and local laws in the places you will visit.

If the charter begins or ends away from the home port, MYBA asks the captain to explain the pre-agreed delivery costs at the start; if your contract has a reduced VAT rate tied to going into international waters, the captain should remind you on embarkation.

Who decides the route, and what if the weather changes?

You decide where you would like to go and how you want to spend the days; the captain decides whether and how it can be done safely. If the weather turns, the captain changes the plan, and you cannot overrule that.

BOAT International’s legal column puts it plainly: a guest controls where the yacht goes but cannot override the captain’s responsibilities, and the charterer is “not entitled to direct the captain on any matters of seamanship”. The captain also “must refuse requests that might compromise” the general safety of the vessel. Burgess says itineraries can change during the trip and that the only limitation on that flexibility is the weather, which the captain monitors continuously. Northrop & Johnson calls the captain “the ultimate authority onboard” and adds that the crew will advise you daily on the weather.

There is also a contractual side. MYBA’s guidance asks captains, ideally, not to change the itinerary while you are on board without first discussing it with the central agent, your broker and you, because a change of route can have tax consequences. And the MYBA agreement gives the captain teeth on conduct: if the captain reasonably believes that you or your guests have breached the clause on use of the yacht (clause 13), the Shipowners’ Club explains that the captain must give a warning, and if it continues can end the charter, with no refund of the charter fee.

In practice, plan less. BOAT International quotes Ocean Independence suggesting you stay flexible “to change course for weather” and cruise “for six hours or less a day”. IYC notes that weather and marina availability decide which places you can visit, and under the standard contract berths are not guaranteed.

How do meals and the chef work?

The chef plans menus around your preference sheet and cooks every meal on board; the food and drink are paid from the APA at cost. You can eat ashore whenever you like, but tell the crew in advance, and clear any extra guests for a meal with the captain first.

Northrop & Johnson writes that “the chef can make or break your trip” and suggests saying yes to beach dinners or tasting menus if the yacht offers them. BOAT International warns against eating off the yacht the whole time, and against arriving late with friends expecting a late-night meal without clearing it with the captain.

Under MYBA terms, basic galley goods such as salt, pepper, spices and sugar are part of the charter fee and stocked by the yacht. How the APA works and how much to budget is in our APA guide.

What are the rules on board?

Expect to go barefoot, to smoke only outside if at all, and to stay out of the crew’s quarters and the galley unless invited. The rest is the courtesy of a good hotel.

• Shoes. Burgess says most guests go barefoot, “which is the tradition, to protect the teak deck”; IYC calls the barefoot rule standard on most charter yachts and prefers soft-soled deck shoes. BOAT International rules out stiletto heels and black soles.
• Smoking. The standard MYBA contract bans smoking inside the yacht and limits it to outside decks (clause 13). Burgess and IYC both state that smoking inside or in cabins is not allowed, for safety reasons, and IYC adds that smoking is prohibited on board most yachts and that policies vary, so check the yacht’s policy.
• Crew areas and the galley. BOAT International: never go into the private crew areas without an invitation, and leave the galley to the chef unless invited.
• Drugs and weapons. The Shipowners’ Club notes the MYBA form’s zero tolerance policy on possessing illegal drugs or weapons, and the duty to respect local laws wherever the yacht goes.
• Problems with service go to the captain; BOAT International advises against lecturing a crew member yourself.

What should you pack?

Pack light, in soft bags that can be folded away, and leave the heels at home. Bring your prescription medicines, cream sunscreen, a layer for the evenings and versatile pieces you can dress up or down. The yacht provides towels, toiletries and a medical kit.

• Soft luggage. IYC recommends soft-sided bags or duffels rather than hard-shell suitcases; BOAT International, soft bags that can be collapsed for stowing.
• Less than you think. Northrop & Johnson says to “resist the urge to overpack” and lists swimsuits, a layer for cool evenings, polarised sunglasses, a hat and a white outfit as the essentials.
• Medicines. IYC lists prescription medicines as essential because some destinations have limited access to well-equipped pharmacies; the yacht carries medical kits.
• Sunscreen. IYC prefers cream-based to spray or oil-based products and advises reef-friendly ones.
• What you can leave out. Under MYBA terms, sun lotion, soap, shampoo and paper products are basic consumables included in the charter fee. IYC adds that yachts usually have power adaptors and cables on board.
• Documents. Visas for you and your guests are your responsibility under the standard contract.

Can you bring children?

Yes, many crewed yachts welcome families, but the crew is not a childcare service. Children must be supervised by an adult in your party at all times, and each yacht has its own policy on children, which the captain explains at the briefing. Tell the agency their ages from the start.

MYBA’s note on existing clauses confirms that supervision of children by an adult in the charter party is already in the standard agreement (clause 5). It also asks charter managers to disclose any restrictions on bookings, giving young children as an example, so ask about it before you choose. BOAT International is direct: “the crew members are not babysitters”, so plan to look after them yourself or bring a nanny. Age limits for jet skis and other toys depend on the country; our water toys guide sets them out.

Will there be Wi-Fi?

Most charter yachts have Wi-Fi, but coverage depends on where you are and is not guaranteed. If internet is not included in the charter fee, it is charged at cost from the APA, and the captain should tell you the rate at the briefing.

Burgess says there is standard Wi-Fi on most yachts, although “in some areas coverage may be limited and is not guaranteed”. IYC lists electronic communications among the costs its rates exclude. If you need to work, say so on the preference sheet.

What happens on the last day?

You leave by noon, after reviewing and signing the APA account with all its receipts. Any unspent balance is refunded, by bank transfer if you prefer, and you receive a list of provisions bought but not used. The tip, if you leave one, is your decision, and MYBA says it should never be requested.

MYBA’s guidance for captains sets out the last morning:

1. The statement. The captain presents the APA account with all supporting receipts and answers your questions; queries are noted and passed to your broker.
2. Late bills and damage. Outstanding expenses appear on the account with a reasonable amount withheld. If damage was not shown to you during the charter and acknowledged when you signed the APA account, MYBA considers it unreasonable to ask you to pay for it later.
3. Signature and refund. If you accept the accounts you sign them, and you can receive any refund by bank transfer instead of cash.
4. Leftover provisions. You get a list of provisions bought but not consumed, especially wines and spirits; duty-free goods cannot leave the yacht without a customs declaration.

The tip is separate. MYBA’s guidance says brokers generally suggest 5-15% of the contracted charter fee if service has been excellent, that there is no obligation, and that a gratuity should never be solicited when the account is settled. Other sources give higher ranges: BOAT International says brokers advise 5-20% of the charter rate, and Northrop & Johnson gives 10-20% of the charter fee, adjusted for the region and service level. Regional customs and how to hand it over are in our crew tipping guide; the full account procedure is in the APA guide.

After the charter, MYBA expects the captain to debrief your broker, and the broker to pass your feedback to the charter manager: that is the route if something went wrong.

Before all this comes choosing the yacht and reading the contract. Our guides on how to choose a charter yacht, how much a charter costs and the MYBA charter agreement cover those steps.

Tell us about your group

To get options that fit, send your dates, where you would like to sail, how many adults and children (with ages), any dietary or mobility needs, and whether you prefer long days at sea or quiet bays. A charter specialist will study your request and reply with suitable yachts. The charter itself is contracted with the yacht’s owner through a licensed charter agency, normally on the MYBA agreement, with the full price, APA and VAT set out before you sign. Send us your plan.