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Yachting and Cruise Event Options

Whether you are entertaining clients, hosting a sales meeting, organizing a press party, or putting together team-building exercises, holding an event on a yacht can be an enticing way to attract-and retain-an audience. What's more, a yacht can be a very special event site on its own, or it can provide a different mode of transport for guests bound for other ports of call. Following are strategies for holding events on yachts.

Choosing the Vessel

If you want to hold your special event on a boat, there are plenty of vessels to choose from. Important is to select one that is well suited to your party, in size, layout and image, not to mention budget. Yachts generally are not inexpensive party venues, but there is considerable variation in costs, so be sure to find out exactly what the price quotes you get cover and if you are likely to incur any additional fees. Payment schedules vary, but it's common to pay 50 percent in advance to hold the date, with the balance due seven days before the event.

When selecting a vessel, pay attention to the details you would check while choosing any party space. Note traffic flow, lavatory and coat-check facilities, indoor and outdoor (deck) aspects, food and beverage service stations, cleanliness and general state of repair.

Charter Options

When chartering a yacht for an event, planners may have several options. In choosing a vessel from companies that run regular dinner/cruise or charter fleets, approach the sales office directly. In some areas, planners have the option of approaching boat owners directly (in which case, make sure the boat is officially certified to carry the number of passengers in your party, and that it is both safe and legally available for event charter). Often, however, planners book yachts through yacht brokers, who can also offer event-planning assistance and make arrangements for food and beverage, decor, and whatever else is needed for the event. (If you are choosing the caterer directly, be sure he or she has "sea legs" and is comfortable preparing food in a small, undulating yacht galley.)

Safety Factors

Since you will be out on the water, safety is an important consideration. Making sure the ship is safe for your guests is in large part your responsibility. One place to start on your safety check is to look for proof of Coast Guard certification. Regulations for certification require that certain materials be fire-resistant, that there are adequate life jackets on board, radio equipment functions properly, the crew is properly licensed and the vessel is safe and sound for a designated number of passengers.

The certificate should be placed in full view on the wheelhouse of the vessel. It looks like an official certificate and is often framed. (Don't confuse the certificate and the ship's registration documents.)

Making sure the vessel you choose bears the official Coast Guard certificate is one way of short-circuiting some potential problems. Some states, such as California, have enacted laws outlawing bare-boating arrangements and requiring all vessels that take money for charters to be Coast Guard certified, which makes the process of chartering a safe vessel somewhat simpler for event planners.

Insurance

Another important consideration in choosing a yacht as an event venue is adequate insurance. Although the Coast Guard requires charter yachts to carry insurance, make sure that the amount is adequate for your needs. In addition, many corporations ask to be included on an insurance policy as an additional insured for the duration of the chartered period of time. As in any rental arrangement, know exactly what you are getting and what legal liabilities you are incurring before signing a contract.

What It Costs

Costs you may encounter in hiring a yacht include dockage fees (based on the boat's length, say $1 to $2 per foot or more), boarding fees ($2 to $3 per person or more), galley fees (if you're bringing on your own caterer), food and beverage charges, charter fees (often based on a four-hour period) and, perhaps, additional service costs. Most don't charge extra for crew and fuel-they're generally included in the overall rate.

Arrivals and Departures

When inviting guests to join a cruise, be sure to specify the vessel's exact point of departure, including the address of the pier, dock or marina, and directions on how to get there, if necessary. Also note exactly when the vessel will depart and return. Sometimes events begin with cocktails for a period of time before the vessel gets under way. This gives guests a little leeway on time, so that they can arrive a few minutes late without missing the boat.

Most piers and marinas have parking facilities close by. Double check, though, to make sure they are adequate, easily accessible, and well-lighted. And, since piers tend to be in places that may be out of the loop for convenient public transportation, it's also a good idea to have a limo service on call for anyone who may need transportation, even if most of the guests will be using their own cars.