The big question when planning your charter yacht vacation is – “What do I have to pack?”
The first tip to packing is not to pack too much. Trust us, you will need far less than you think.
Remember that storage onboard yachts is usually limited, and it is not easy to store large hard suitcases. Strong medium-sized rolling soft bags are great and are easy to stow away.
You will also need a small bag or backpack as a carry-on for your valuables such as phones, tablets, charging cables, medicines, and your travel documents.
Most yachts will provide a range of amenities such as sunscreen, shampoo, conditioner and shower gel. Your crew will reach out to you a couple of weeks before your trip and will let you know what they have onboard so that you do not have to bring unnecessary items. If not, sunscreen is a must. Please bring only non-spray sunscreen as it often stains towels and decks orange because of ingredients.
This lets you arrive carefree, knowing you can travel as lightly as possible.
The most important items to remember are your travel documents and passports. Ensure that your passport is valid, has 6 months left before it expires, and has at least one blank page left. It is also wise to keep a photo of your passport on your phone. Also remember any medications that you are taking and travel with them in your carry on bag.
Nearly all yachts in the Caribbean will have American plug sockets and those in the Mediterranean will have European sockets. Please pack any adapters you may need for any of your electrical items.
While on your crewed yacht charter, you will probably spend most of your time in your swimsuit, shorts, T-shirts, cover-ups, rashguards, and sundresses. As well as flip flops and sandals, water shoes are also great for when wading in shallow water. Whilst onboard you will be barefoot, however if you do need to wear shoes, please bring ones with clean white soles so that they do not mark the decks. For hiking ashore or for those who like running, bring a pair of sneakers and socks. We recommend casual and comfortable attire onboard, and if you want to dress up a little for dinner ashore or a little dancing with local entertainment, something a little more stylish may be in order. The evenings can get a little cooler in the spring and autumn in the Mediterranean and during winter months in the Caribbean; a couple of light sweaters and a jacket would be a good addition to your packing list.
Does a crewed yacht charter sound like your dream vacation? Let us help you make that dream a reality! Epic Yacht Charters offers access to the best sailing or motor catamarans and motor yachts for vacations in the Virgin Islands, the rest of the Caribbean, and Greece.
Contact us and ask how we can help you find the right boat and crew for your next unforgettable all-inclusive vacation!
The captain manages the APA account like an operating budget, tracking every expense with receipts.
During Your Charter:
- The captain maintains detailed expense records
- All receipts are retained for documentation
- On longer charters (7+ days), mid-week accounting updates are common
- If APA runs low, captain will discuss with you before requesting additional funds
Final Day of Charter:
- Captain prepares comprehensive expense report
- Review shows all expenditures with supporting receipts
- Remaining APA balance is calculated
- You receive complete accounting documentation
What If APA Runs Out?
This is uncommon with proper planning, but if you’re exceptionally active, travel extensively, or make numerous premium requests, the APA may be insufficient. In these cases:
- Captain notifies you when APA reaches approximately 20% remaining
- You discuss options: reduce expenses or add funds
- Additional payment can be made via wire transfer or credit card
- Charter continues without interruption
Good communication with your captain about preferences and activities helps prevent APA shortfalls. An experienced charter broker helps you estimate appropriate APA amounts during booking.
Sample APA Accounting
Here’s an example of typical APA expenses for a $40,000/week charter with $12,000 APA:
Fuel and Dockage:$3,800
- Diesel fuel for yacht and tenders: $2,400
- Marina fees (3 nights): $900
- Mooring balls and harbor fees: $500
Provisions:$4,200
- Groceries and fresh provisions: $2,800
- Alcoholic beverages: $1,100
- Specialty items and dietary requirements: $300
Activities and Services:$2,100
- Scuba diving (2 tanks per person): $800
- Shore excursion to ruins with guide: $600
- Special dinner celebration setup: $400
- Water toy rentals (jet ski half-day): $300
Communications and Miscellaneous: $600
- Starlink internet usage: $350
- Laundry service: $150
- Special provision delivery: $100
Total Expenses: $10,700, APA Provided: $12,000, Refund to Guest: $1,300
This accounting is provided with all supporting receipts, showing complete transparency in how your APA was utilized.
Understanding the difference between these two pricing models helps you choose the right option for your vacation style.
Plus-Expenses Charter (APA Model)
How it works:
- Pay charter fee plus APA upfront
- Captain tracks actual expenses
- Receive accounting and any refund at charter end
Advantages:
- Complete transparency—see exactly where money goes
- Flexibility to adjust preferences during charter
- Pay only for what you actually consume
- Unused funds returned to you
- Premium provisions and experiences available
Considerations:
- Requires APA payment upfront (larger initial outlay)
- Final cost unknown until charter ends
- Need to discuss preferences and budget with captain
All-Inclusive Charter
How it works:
- Single price covers charter fee AND typical operating expenses
- Specific inclusions outlined in contract
- No additional charges unless you exceed package terms
Advantages:
- Know total cost upfront
- Simplified budgeting and planning
- No APA payment or final accounting
- Often includes standard bar and provisions
Considerations:
- Premium or special requests may incur extra charges
- Less flexibility for custom experiences
- Includes budget limitations on provisions
- Still need to pay crew gratuity separately
Typical All-Inclusive Coverage:
- Standard fuel allowance (limited cruising hours)
- House wine, beer, and basic spirits
- Three meals daily with standard provisions
- Standard water toys and equipment
- Local cruising within specified area
Common All-Inclusive Exclusions:
- Premium wines and all champagnes
- Top-shelf spirits or specialty cocktails
- Excessive fuel use (extended cruising or high speeds)
- Shore dining at restaurants
- Special activities (scuba diving, guided tours)
- Crew gratuity
Most luxury crewed charters in prime destinations like the Mediterranean, Caribbean, and Bahamas operate on the APA model because it provides the flexibility and transparency that discerning charterers expect. All-inclusive options are more common for budget-friendly or charters in the Virgin Islands.
The Advanced Provisioning Allowance (APA) is a standard part of most luxury yacht charters, typically set at 25 to 40% of your base charter fee, the APA ensures your captain and crew have the funds needed to deliver a seamless experience—covering everything from fuel and food to docking fees and local taxes. Your APA covers all variable operational expenses during your charter like:
Fuel and Dockage:
- Diesel or gasoline for the yacht and tenders
- Marina fees and mooring costs
- Port charges and harbor dues
- Generator fuel for power at anchor
Food and Beverages:
- All groceries for meals prepared onboard
- Wine, spirits, beer, and specialty beverages
- Special dietary requirements or premium ingredients
- Snacks, coffee, and provisions for the crew
Activities and Entertainment:
- Water sports equipment rentals beyond standard toys
- Scuba diving arrangements and tank refills
- Shore excursions and guided tours
- Special event arrangements or decorations
- Transportation to restaurants or attractions
Communications and Services:
- Satellite phone or internet usage (if charged separately)
- Laundry and dry cleaning services
- Special delivery services for provisions
- National park fees or marine reserve charges
Additional Crew or Services:
- Massage therapists or yoga instructors
- Dive instructors or water sports coaches
- Additional crew for special events ( Musicians etc)
- Local guides or interpreters
The 25-40% range covers most standard charters, but consider these factors:
Higher APA (35-40%) recommended for:
- Motor yachts with high fuel consumption
- Extensive cruising itineraries covering long distances
- Frequent dining on board
- Active water sports programs with rentals
- Remote destinations with higher provisioning costs
- Large groups requiring abundant provisions
Lower APA (25-30%) may suffice for:
- Sailing catamarans with minimal fuel needs
- Shorter cruising distances in one area
- Primarily dining aboard with chef-prepared meals
- Standard water toys without rentals
- Well-provisioned charter bases with competitive prices
- Smaller groups with modest consumption
Lower APA (5-10%) works for:
- Larger All- inclusive catamarans often ask for an extra amount for fine wines, transfers and unexpected expenses
Your charter broker can help you estimate appropriate APA based on your specific itinerary and preferences. It’s always better to have excess APA (which is refunded) than to run short mid-charter. Any extra APA can be returned or given to the crew toward gratuity.
Understanding the payment schedule helps you budget properly for your yacht charter vacation.
Standard Payment Schedule
At Booking (Contract Signing):
- 50% of the charter fee as a deposit
- This secures your yacht and dates
- Payment typically due within 5-7 days of signed agreement
8 Weeks Before Charter:
- Remaining 50% of charter fee (covers yacht, crew, equipment, insurance).
- Full APA amount (typically 25 to 40% of the charter fee)
- Any VAT (Value Added Tax) of the charter fee
- Delivery Fees (if any)
During Charter:
- The captain manages the APA account and tracks expenses
- Mid-week update is standard on longer charters, daily if you request.
- Additional APA payment if original amount proves insufficient (rare with proper planning)
End of Charter:
- Captain presents detailed expense accounting
- Unused APA funds returned to you (typically via wire transfer within 2 weeks)
- Crew gratuity paid separately (typically 10 to 20% of the charter fee, depending on region)
Payment Methods Accepted
- Wire transfers (preferred for large amounts)
- Credit cards (may incur 3-5% processing fee)
- Certified checks (requires advance timing)
- Digital payment platforms for some brokerages
International charters may involve currency exchange considerations. Confirm the currency of payment with your broker—some Caribbean charters price in USD, while Mediterranean charters often use EUR. Your charter agreement will specify the currency and payment methods.
Security Deposits
Unlike the APA, most yacht charters do NOT require a separate security deposit. The charter fee and APA structure covers normal operational expenses, and yacht insurance protects against major damage. However, some charter yachts may require:
- Additional deposit for extremely high-value vessels or for special events
- Damage waiver fees as an alternative to deposits
- Always clarify deposit requirements with us during booking.
Yes—absolutely. The APA is YOUR money held in trust for operating expenses, not additional payment to the charter company or yacht. Any unused APA is returned at the end of your charter, typically by wire transfer within two weeks, or you can choose to put it toward the crew gratuity.
APA charters suit:
- Guests who value complete transparency in expenses
- Those with specific preferences or premium taste in provisions
- Groups planning diverse activities or extensive travel
- Charterers comfortable with variable final costs
- Anyone who appreciates detailed accounting
