What do I have to pack for a charter 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.

One of the most important aspects of working with a yacht charter broker is understanding how they’re compensated:

• Paid by the yacht owner, not the client
• Standard industry rate ~15%
• Deducted from the charter fee (never added to your cost)
• Consistent across the industry, regardless of broker
• Focus should be on service, not price shopping

The fee structure ensures brokers can focus on finding the right yacht rather than the cheapest option.

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.

If you’re chartering internationally, currency exchange rates may impact your final costs.

Mediterranean Charters (EUR):

• • • Most Greek, Croatian, Italian, French charters price in euros
    • USD fluctuations affect dollar-equivalent costs
    • Consider exchange rate timing for payments
    • Some brokerages offer USD pricing for American clients

Caribbean Charters (USD):

• • • Most BVI, Bahamas, St. Martin charters price in dollars
    • Simplified for American charterers
    • Some destinations may have local currency considerations for shore expenses

Other Destinations:

• • • Confirm charter currency in your agreement
    • Ask your broker about exchange rate considerations
    • Factor currency fluctuation into budgeting
    • Wire transfer fees and exchange fees may apply

Your charter broker can advise on currency strategy and timing for international charters.

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

For most Caribbean charters that are all inclusive: Not included are crew gratuities of 10-20% depending on region, optional marina docking/berthing for an overnight stay, excursions, and meals ashore, special requests for top-shelf liquor, wine, or excessive alcohol consumption, and transfers to and from the airport.

For Mediterranean charters or APA charters “plus expenses”: APA expenses include fuel for both the yacht and tender, provisions, dockage, moorings, airport transfers, cruising permits and taxes, scuba diving and onshore excursions.

The APA payment is typically 25 to 40% of the base charter rate. Your captain will purchase provisions, taxes, fuel etc for the charter using the APA and will keep all receipts along with a running log of expenses. This can be viewed at any time during your charter.If you do not use all of the APA this will be returned to you at the end of your charter. If you exceed the APA you will need to settle your account before you disembark.

Mediterranean and APA charters charters do not include crew gratuity, which is typically 10%-15% of the charter cost.

The standard gratuity for yacht crew ranges from 10 to 20% of the charter fee, depending on the destination and level of service. In the Caribbean and Bahamas, gratuities are typically 15 to 20%, while in the Mediterranean and Europe, the standard is 10 to 15%.

For a detailed breakdown of tipping practices by region, visit our full Yacht Crew Gratuity Guide.

Caribbean – Once you decide on the yacht you would like to book, we will put a complimentary hold on your dates. while the hold is in place we will draw up a contract for you to sign along with details of how to pay your deposit. If you are more than 6 months away from your charter, a 25% deposit is required (50% if under 6 months). Payments of 25% at 6 months out, and the final 50% will be due 60 days before the charter. Your monies are held in escrow and the yacht owner is paid right before your charter.

Bahamas – Same payment terms as Caribbean except the VAT and Charter Tax is added to your final payment along with any APA (Advance Provisioning Allowance). Some yachts in the Bahamas include the APA in their rate.

Mediterranean – Once you decide which yacht that you would like to charter you need to be ready to sign your contract and submit your deposit as soon as possible. The deposit is 50% of the charter fee. 2 months before your charter we will invoice you for the other 50%, the VAT and the APA (Advance Provisioning Allowance)

Crewed yacht charters in the Caribbean range from $25,000 per week to $100,000 per week, all inclusive, for a large catamaran or small motor yachts. Luxury motor yachts start closer to $70,000.00 per week, plus expenses. Large luxury motor yachts in the Mediterranean can range up to $200,000+.

Rates will depend on the size, age, amenities (jacuzzi, jet skis), how many crew, etc.

Size and Type of Yacht

Larger more luxurious motor yachts will be more significantly more expensive to charter than a smaller catamaran.

Season

Yachts in the Caribbean will have higher rates for Christmas, New Years and some also have increased rates for Thanksgiving and Easter. In the Mediterranean, larger motor yachts will have higher rates for July and August, with smaller yachts and catamarans typically having a high, mid, and low season.

Location

VAT is added to yacht charters in locations in the Mediterranean and also in The Bahamas. VAT ranges from 5% up to 22%, depending on which country your charter is in.

Caribbean yachts (not large motor yachts) are all-inclusive with a professional captain and private chef. Larger vessels may have additional crew such as deckhands and steward(ess). All meals, snacks, standard ship’s bar (liquor, wine, beer, and soft drinks), fuel for the vessel and tender, insurance for the vessel and crews, all water sports activities, and SCUBA diving on some vessels are part of your package.

The charter fee is the base price for renting the yacht, crew, and standard equipment for your voyage. This fee covers:

• The yacht itself – exclusive use of the vessel for your group
• Professional crew – captain, chef, deckhands, and stewardesses (crew size varies by yacht)
• Standard water toys and equipment – typically includes paddleboards, snorkel gear, basic fishing equipment, and kayaks
• Yacht insurance and maintenance – the operational costs of running the vessel
• Basic linens and amenities – bedding, towels, and standard onboard supplies

Mediterranean yachts include the use of the charter yacht, professional crew, and onboard equipment and water Sports gear and activities.

All other daily expenses are paid from an Advance Provisioning Allowance (APA), typically 25 to 40% of the charter fee.

What Is Not Included In the Yacht Charter Fee? and What Does an APA Yacht Charter Cover?

In the unlikely event of you canceling your charter, all payments are forfeited. However, if the yacht can re-book a different charter for the same dates, there is a chance of a partial refund. In some cases, a future date can be chosen, and the deposit can be held.

The cancellation terms may depend on what contract is used for your charter. Contact us for more information. We would always recommend purchasing trip insurance.