Stage 8: What should be confirmed before departure?

Use these as suggested internal review points, adjusted to the captain’s deadlines:

These are planning checkpoints, not contractual entitlements or universal supplier deadlines.

What goes in the preference and logistics pack?

Include:

• Final cabin allocation and guest list.
• Food preferences, allergies and the chef’s acknowledgement of essential requirements.
• Beverage selections and spending parameters.
• Activity priorities, experience levels and any required documents.
• Boarding and movement arrangements.
• Child supervision and nanny responsibilities.
• Arrival/departure transport and who handles delays.
• Spending authority, reporting frequency and APA top-up arrangements.
• Emergency contacts and privacy instructions.

MYBA’s operational guidance calls for timely preference information, updates to the party and communication of material yacht or crew changes. Use those principles without assuming an old guidance document changes the rights in your signed agreement. (myba-association.com)

Which travel documents need checking?

Review entry requirements for each guest’s nationality and every planned country, including transit and possible route alternatives. Use destination authorities and US State Department guidance where applicable; do not borrow a cruise-ship exception for a private yacht without checking its applicability. The State Department’s Bahamas page contains destination-specific entry and safety information. (travel.state.gov)

For European travel, consult the official EU ETIAS information rather than assuming a requirement from the year printed on a travel article. This research does not establish an exact operational start date applicable to a particular future trip. (travel-europe.europa.eu)

Keep passports, health information and family security details out of the general proposal spreadsheet. Ask recipients why information is needed, who receives it, how it is transmitted and how long it is retained.

Output: a captain-acknowledged preparation pack and an updated decision log.

Do not proceed silently if: an essential feature changes. Escalate it through the contract and approval process before treating the substitute as acceptable.