Yacht Charter Booking Process
How to Book Your Epic Yacht Charter
Booking a private yacht charter is easier than you might think. You don’t need to know exactly which yacht you want or have every detail figured out before getting started. Tell Epic Yacht Charters a little about your group and the experience you have in mind, and we’ll guide you through the rest – from finding the right yacht and crew to preparing for your arrival.
Step-By-Step Booking Process
STEP 1: Tell Us About Your Ideal Charter
Start by sharing the basics: your preferred destination, approximate dates, number of guests, budget, and anything that’s especially important to your group.
This might include a particular style of yacht, snorkeling or scuba diving, water toys, family-friendly activities, great food, special dietary needs, or places you’d love to visit. The more we know about what you’re looking for, the better we can tailor our recommendations.
STEP 2: Explore Your Personalized Yacht Options
We’ll research yachts available for your dates and put together a selection of options that best match your group, budget, and charter preferences.
Depending on the yacht, we’ll provide photos and videos, pricing, amenities and water toys, crew information, sample menus, guest reviews, and itinerary ideas. Our team attends yacht shows, tours yachts, and meets crews personally, giving us valuable firsthand knowledge to help you compare your choices.
We’ll answer your questions, talk through the pros and cons of different options, and help you select the yacht that feels right for your vacation.
STEP 3: Reserve Your Yacht
Once you’ve chosen your yacht, we’ll request a temporary hold on your preferred dates and prepare the charter agreement for electronic signature.
Your initial deposit is submitted with the agreement. Deposit amounts and payment schedules vary depending on the yacht, destination, and how far in advance you’re booking. We’ll clearly explain the costs, payment schedule, and any additional expenses before you commit.
Once the agreement has been signed by all parties and the deposit received, your yacht charter is officially confirmed!
STEP 4: Personalize Your Charter
As your departure approaches, we’ll send you preference sheets so the captain and crew can begin preparing specifically for your group.
You’ll be able to tell us about favorite foods and beverages, dietary restrictions and allergies, activities you’d like to try, places you’d like to visit, special occasions you’re celebrating, and other preferences.
These details help your crew customize everything from menus and provisions to activities and your itinerary.
STEP 5: Get Ready to Go
We’ll stay in touch as your charter approaches, keep you informed about upcoming payments, and help make sure you’re prepared for your trip.
We can also provide guidance on practical details such as travel insurance, transportation, hotels before or after your charter, packing, and getting to the yacht.
Then, Just Step Aboard
When charter day arrives, the planning is behind you. Meet your captain and crew, unpack your bags, and settle in. Your crew will take care of the details—from navigation and meals to service and daily activities—so you can concentrate on enjoying your time on the water.
Ready to start planning? All you really need are approximate dates, a destination or region you’re interested in, your number of guests, and an idea of your budget. Fill out the simple form below and we’ll take it from there!
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)
7 nights is the typical length of a crewed yacht charter. Most yachts will charter a minimum of 5 nights up to any duration you would like. Some yachts have a standard 7 night minimum.
- Location – A five night charter would in a location such as the British Virgin Islands, as the distances to travel between islands are fairly short. Destinations such as Greece, Croatia and Bahamas, where the island are further apart, we would suggest 7 nights.
- Season – During high season in the Mediterranean (July and August) the minimum number of nights is 7. Also during Christmas, New Years and some yachts, Thanksgiving in the Caribbean.
- Availability – Yachts may offer less than 5 nights during slow season or if it is a last minute request.
Generally crewed yacht charters in the Caribbean can start any day of the week, so long as the calendar allows. However, during Christmas and New Year’s, the yachts will have set 7 night dates.
As the Mediterranean has a shorter season, the yachts like to make the most out of the weeks available. This could mean that you would have to take dates that would leave a 24 hour gap between already booked charters. Yachts maybe more flexible out of high season.
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.
Travel insurance is always a good idea. Major travel insurance companies can cover cancellations due to extreme weather or an Act of God, emergency medical issues, and other specific situations. Please inquire with your preferred travel insurance company.
Before your charter begins, you’ll complete a detailed preference sheet covering:
- Dietary requirements, restrictions, and accommodations
- Allergies
- Favorite foods and cuisines
- Include wine, cocktail, and beverage preferences.
- Activity interests
- Wake-up times and meal schedules
- Indicate special occasions or celebrations details such as birthdays or anniversaries
- List favorite snacks or ingredients you’d like on board
Your chef uses this information to provision the yacht with exactly what you love, creating customized menus that feel personally designed for your group.
Let us find your perfect yacht
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