Yacht Charter Preference Sheet: What to Include
A yacht charter preference sheet is the form you fill in before a crewed charter so the captain and chef can prepare your week. It covers who is coming, when you arrive, allergies and diets, what you like to eat and drink at each meal, cabins, special occasions, activities and how busy you want the itinerary to be. Most crews want it 2–4 weeks before you board.
What is a charter preference sheet?
On a crewed yacht the crew shops, cooks, plans the route and runs the day around you. They can only do that well if they know you before you step aboard. The preference sheet is that briefing: a questionnaire, usually sent by the charter company or broker after you book, that goes straight to the captain and chef.
It is not a contract and not a menu you are locked into. It is a starting point the crew uses to buy provisions, plan menus and suggest a route. You can still change things on board, but anything that needs to be bought or booked in advance depends on what you wrote.
When do you fill in the preference sheet?
Expect to receive it soon after booking. Sources in the industry give deadlines from about 2 to 4 weeks before the charter starts, and the company will tell you its own date. Send it early if anyone has a serious allergy, a strict diet (vegan, gluten-free, kosher, halal) or you want specific wines or ingredients, because the chef may need to order them from suppliers.
One person should collect the answers for the whole group. It is much easier than having the crew chase six guests for their breakfast wishes.
Preference sheet checklist: what to include
The table sums up each section. Below it are the points people most often forget.
| Section | What to write | Example |
|---|---|---|
| Guests | Names, ages, who shares a cabin, swimming ability | 4 adults, 2 kids (6 and 9), kids swim well |
| Travel | Flight numbers, arrival and departure times, transfer needs | Arrive Split 14:10, need transfer to marina |
| Allergies and diets | Exact allergen, severity, medication on board | Anna: peanut allergy, severe, carries EpiPen |
| Food per meal | Breakfast style, lunch light or big, dinner on board or ashore | Cooked breakfast, light lunch, 2 dinners ashore |
| Drinks | Wine, beer, spirits, soft drinks, coffee, amounts | Dry white, local beer, oat milk, no fizzy drinks for kids |
| Occasions | Birthdays, anniversaries, surprises | Tom turns 40 on Wednesday, cake please |
| Pace and route | Relaxed or active, sailing hours per day, must-see places | Max 3 hours sailing a day, one quiet bay night |
| Activities | Snorkelling, paddleboard, fishing, hiking, water toys | Kids want to try the paddleboard |
| Medical | Conditions, seasickness, mobility | Dad has a bad knee, avoid long dinghy trips |
| Other | Music, service style, bedtimes, early risers | Casual service, quiet after 22:00 |
Guest details and passport information
List every guest with full name and age. Say who shares a cabin, who is a light sleeper and who is an early riser. The charter company may also ask for passport or ID details (name, date of birth, nationality, document number) for the official crew list, which is standard in countries like Croatia and Greece. Have everyone's passports ready when you fill it in.
Arrival, departure and transfers
Give flight or ferry numbers and times for both ends of the trip, and say if you need a transfer, want to store luggage or plan to arrive late. If the group is arriving at different times, say so. The crew can then plan the first dinner and the last morning around you.
Food and drink, meal by meal
Be specific. "We like fish" helps less than "grilled fish yes, raw fish no, no shellfish". Useful points:
- Breakfast: sweet or savoury, cooked or continental, what time
- Lunch: light salads or a proper meal, on board or at a beach taverna
- Dinner: how many nights ashore, favourite cuisines, spice level
- Snacks and treats, including what the kids eat
- Dislikes, even small ones (coriander, olives, mushrooms)
- Coffee and tea: espresso, filter, plant milk, decaf
- Wine: red, white or rosé, dry or sweet, local or a specific label
- Beer, spirits and cocktails, including brands you care about
- Soft drinks and water: still, sparkling, juices, how much
How precise should you be about allergies and diets?
As precise as possible. Write the exact allergen, who has it, how severe it is and whether the person carries medication such as an adrenaline pen. Separate real allergies from preferences: a coeliac guest and a guest who "eats less bread" need very different handling in a small galley. The chef can plan around almost any diet with notice, but not if they find out on day 3.
Food, drinks and the APA: how provisioning works
On most crewed charters in the Mediterranean, food and drink are not in the charter price. Instead you pay an APA (Advance Provisioning Allowance) on top: a deposit, often around 20–40% of the charter fee depending on the yacht, that the captain uses for running costs such as fuel, marina fees, food and drinks. Your contract states the exact amount. The captain keeps receipts, you get the accounts at the end, unused money is refunded and an overspend is topped up.
This is why the preference sheet matters for your budget as well as your menu. Premium wines, lobster every night and many restaurant meals all come out of the APA. On smaller crewed yachts and catamarans the model can differ (APA, a food package or a more inclusive price), so check what your contract says.
Crewed, skippered or bareboat: who needs a preference sheet?
On Ship O'Hoi, charter yachts can be booked bareboat, with a skipper or fully crewed, where the listing offers it. The paperwork before the trip differs:
- Crewed charter (skipper plus host or chef): the full preference sheet, as above. Browse crewed yachts in Greece or crewed yacht charters in Croatia.
- Charter with a hired skipper: no chef, so no full sheet. Expect a short version: arrival times, sailing experience in the group, route wishes, and anything the skipper needs. You normally provision the boat yourself, feed the skipper (on board or ashore) and give them their own cabin.
- Bareboat: no crew and no preference sheet. You plan the route and buy the food yourself, from a supermarket or a provisioning service if the base offers one. You still send the crew list details.
Other things to add, and common mistakes
Think about how the week should feel. Say whether you want long sailing days or short hops with lots of swimming, and whether you prefer busy harbour towns or quiet anchorages. Mention any water toys you hope to use, the kids' routines (nap times, bedtimes, car seats for transfers) and the music you like. If you work on board, say so; our guide to wifi on a yacht charter explains what to expect.
The most common mistakes:
- Sending it late, so special items cannot be sourced
- Writing "no preferences" and then being disappointed
- Forgetting the kids' food and drinks
- Mixing up allergies and dislikes
- Planning too many sailing hours for a relaxed holiday
Once the sheet is sent, move on to packing with our list of what to bring on a yacht charter. Still choosing the boat? A catamaran for charter gives more space and stability for families, while a yacht for charter suits groups who want to sail or cruise in comfort; see yacht vs catamaran for the trade-offs.
FAQ
Can I change my preferences once I am on board?
Yes. Tell the crew on the first day and they will adjust. Just remember that items bought in advance are already paid for, and some ingredients or wines may be hard to find on small islands.
Do I need to fill in a preference sheet for a skippered charter?
Usually not the full version. You may get a short form about arrival, experience and route, and you are normally responsible for food on board, including meals for the skipper.
Is a preference sheet the same as the crew list?
No. The crew list is the official list of everyone on board with passport or ID details, needed on every charter type. The preference sheet is about your wishes and needs, and is used on crewed charters.
What if I do not know what I want?
Give ranges instead of blanks: "mostly Mediterranean food, fish twice a week, one or two restaurant nights". A good chef can work with that. An empty sheet gives them nothing to work with.
