What should the organiser send to suppliers?

Please confirm the exact yacht, proposed contracting entity, dates, embarkation/disembarkation ports and times, availability status and any option expiry with time zone. Please provide a current cabin plan and allocation, applicable passenger/operating documentation, vessel insurance evidence, expected crew roster, and confirmation against our essential access and service requirements.

Please itemise the charter fee, taxes, APA or inclusions, delivery charges, exclusions and payment schedule. Include operating assumptions, expense-reporting and refund arrangements, a captain-reviewed itinerary with alternatives, the proposed contract and special conditions, your role and compensation, and the authorised funds-handling process. Please identify anything not yet established rather than estimating it silently.

Do not ask the broker to forward unnecessary personal documents or unredacted crew information. Permit redacted certificates and specialist confirmations where they adequately establish the relevant point.

What fields belong in the workbook?

Use one row per material claim:

Proposal ID | Yacht identifier | Criterion | Requirement | Mandatory? | Supplier answer | Fit rating | Evidence status | Source/document page | Source date | Checked date | Reviewer | Validity/refresh trigger | Conflict or gap | Action owner | Deadline

Maintain separate tabs for:

• Buyer brief and frozen weights.
• Cabin allocation and access requirements.
• Costs, assumptions and payment calendar.
• Contract and insurance exposure questions.
• Itinerary and operating assumptions.
• Evidence register and decision history.

Keep bank details and sensitive identity documents outside the broadly shared comparison workbook.