One of the most important parts of planning a private crewed yacht charter happens before you ever step onboard.
It is not choosing your swimsuit. It is not packing the perfect resort wear. It is not even deciding which island you are most excited to see.
It is filling out your preference sheet.
If you have never booked a private crewed yacht charter before, the preference sheet may look like just another planning form. But in reality, this one document helps shape your entire week onboard.
It tells your crew how you like to eat, drink, relax, celebrate, explore, and spend your time. It helps your chef plan meals, your captain think through the itinerary, and your crew understand the rhythm of your group.
The more thoughtful and honest you are, the easier it is for your crew to personalize the experience and truly wow you. Here is how to fill out your yacht charter preference sheet in a way that helps your crew create the best possible week.
What is a yacht charter preference sheet?
A preference sheet is a planning document you complete before your private crewed yacht charter.
It usually asks about your food preferences, dietary restrictions, drink requests, allergies, activities, celebrations, special occasions, travel style, and guest details.
Think of it as your crew’s guide to your group.
It helps answer questions like:
- What foods do you love?
- What foods should be avoided?
- Are there allergies or dietary restrictions?
- What do you like to drink?
- Are you celebrating anything?
- Do you prefer quiet mornings or active days?
- Do you want beach bars, snorkeling, water toys, hiking, shopping, or total relaxation?
- Are there children or teens onboard?
- Does anyone have mobility issues or health concerns the crew should know about?
The goal is not to make the trip rigid. The goal is to help your crew understand your group before you arrive. For instance, do you need coffee as soon as you open your eyes? Or do you have sugar problems and need to have bananas on hand at all times?
Do not just write “we eat everything”
This is one of the biggest missed opportunities on a preference sheet.
A lot of guests write something like:
“We are easy.”
“We eat anything.”
“We are not picky.”
That sounds helpful, but it actually gives the chef very little direction.
Most people do have preferences, even if they are not picky. Maybe you love seafood but do not want it every day. Maybe you like healthy breakfasts but still want one fun pancake morning. Maybe you enjoy fresh salads, grilled meats, tropical fruit, and light lunches. Maybe you are open to trying local dishes but still want some familiar favorites.
The more specific you are, the better.
Instead of writing:
“We eat everything.”
Try writing:
“We are pretty easy eaters, but we especially love fresh seafood, grilled chicken, salads, tropical fruit, Mediterranean-style meals, and lighter lunches. We would enjoy one or two more indulgent dinners, but overall we prefer fresh and flavorful over heavy.”
That gives your chef something useful to work with.
Things like capers, olives, anchovies, stuff like this. Details, details, details!
Be honest about foods you do not like
This is not the time to be polite about foods you secretly dislike.
If someone hates mushrooms, say so.
If seafood is not your thing, say so.
If your child will not eat anything spicy, say so.
If someone cannot stand cilantro, olives, goat cheese, onions, or mayonnaise, put it on the sheet.
Your chef is not judging you. They are trying to avoid serving something your group will not enjoy.
A good preference sheet includes both what you love and what you do not want.
Helpful examples:
- “We love fish, but not raw seafood.”
- “We like spicy food, but please keep it mild for the kids.”
- “No mushrooms for two guests.”
- “One guest strongly dislikes lamb.”
- “We prefer lighter lunches and more elegant dinners.”
- “The kids are adventurous with fruit and pasta, but not with seafood.”
Honesty helps the crew avoid awkward moments and wasted provisioning.
Be clear about allergies and medical needs
Allergies and medical needs should be listed clearly and separately from general dislikes.
There is a big difference between “I do not like shrimp” and “I have a shellfish allergy.”
If anyone has a food allergy, medication concern, mobility issue, or health-related need that could affect the charter, your crew needs to know before you arrive.
This includes:
- Food allergies
- Severe intolerances
- Gluten-free needs
- Nut allergies
- Shellfish allergies
- Diabetes-related food timing
- Motion sickness concerns
- Mobility limitations
- Medical equipment needs
- Any issue that may affect meals, movement, or activities
The goal is not to overshare. The goal is safety and comfort.
Think through breakfast, lunch, dinner, and snacks
Many guests focus on dinner and forget about the rest of the day.
But on a yacht charter, breakfast, lunch, snacks, and drinks matter too.
Think about how your group actually eats.
Are you coffee-first people?
Do you like big breakfasts or light ones?
Do you want fresh fruit, eggs, pastries, yogurt, oatmeal, pancakes, avocado toast, breakfast sandwiches, or something else?
Do you prefer casual lunches after swimming?
Do you want snacks out during the day?
Are there kids or teens who will be hungry between meals?
Would your group enjoy happy hour appetizers before dinner?
These details help the crew plan the flow of the day.
You do not have to create a menu. Just give them enough information to understand your rhythm.
Tell the crew how you like to drink
Beverage preferences are another important part of the preference sheet.
This does not only mean alcohol.
Include coffee, tea, sparkling water, soda, juices, mixers, mocktails, cocktails, beer, wine, and any specific brands or styles you care about.
Helpful details include:
- Coffee preferences
- Milk or creamer choices
- Favorite sodas or sparkling waters
- Still or sparkling water
- Favorite wines
- Beer preferences
- Cocktail favorites
- Mocktails or non-alcoholic options
- Kids’ drinks
- Any “must-have” beverages
If your group loves margaritas, say so.
If you prefer crisp white wine over red, say so.
If you want good coffee every morning, say so.
If half the group does not drink alcohol, that is helpful too.
The crew wants to provision well, not guess.
Share the reason for the trip
If you are celebrating something, put it on the preference sheet.
Birthdays, anniversaries, retirements, graduations, honeymoons, family reunions, milestone trips, or even “we finally got everyone together” are all worth mentioning.
Your crew may be able to help make that moment feel special with a dinner, dessert, toast, table setting, beach picnic, or small surprise.
They cannot celebrate what they do not know about.
Helpful examples:
- “We are celebrating John’s 50th birthday on the third night.”
- “This is our 25th anniversary trip.”
- “Our daughter just graduated.”
- “This is our first big family trip in years.”
- “We would love one special dinner onboard to celebrate.”
You do not need to overplan it. Just give the crew the opportunity to make it personal.
Describe your group’s travel style
This may be one of the most helpful sections of the entire preference sheet.
Your crew needs to know what kind of week you want.
Do you want to be active every day?
Do you want slow mornings?
Do you want quiet anchorages?
Do you want beach bars and restaurants?
Do you want to snorkel as much as possible?
Do you want lots of water toys?
Do you want a flexible, relaxed pace?
Do you want to see as much as possible, or would you rather settle in and enjoy fewer stops?
A yacht charter is private, but it still needs a rhythm.
Try describing your group honestly.
For example:
“We like a relaxed pace. We do not want to feel rushed. A mix of swimming, pretty anchorages, good meals, and one or two beach bars would be perfect.”
Or:
“We are an active group and would love snorkeling, paddleboarding, hiking, and exploring. We are happy to move around more if the weather allows.”
Or:
“We want this trip to feel restful. Quiet anchorages, beautiful water, good food, and slow mornings matter more than seeing every possible stop.”
This helps the captain and crew shape the experience around your people.
Include kids and teens honestly
If children or teenagers are coming, give the crew real information about them.
Ages matter, but personalities matter too.
Do they love the water?
Are they adventurous eaters?
Do they need simple meals?
Are they strong swimmers?
Do they like snorkeling, fishing, paddleboarding, games, movies, or beach time?
Do they need downtime?
Are they likely to sleep late?
The more the crew understands the younger guests, the better they can make the charter enjoyable for everyone.
This is especially important for family and multigenerational charters.
A happy kid or teen can change the whole energy of the trip.
Do not let one person fill it out alone without asking the group
One common mistake is letting one person complete the preference sheet without checking with everyone else.
That can lead to problems.
One person may say “we love seafood,” while another guest does not eat fish.
One person may request a healthy menu, while others are hoping for desserts and cocktails.
One person may say “we are adventurous,” while half the group wants to relax.
Before submitting the sheet, ask the group a few simple questions:
- Any allergies?
- Any foods you absolutely do not eat?
- Favorite breakfasts?
- Favorite drinks?
- Any must-have snacks?
- Do you want active days or relaxed days?
- Anything you are hoping to do?
- Anything you want to avoid?
You do not need everyone to write a novel. You just need the important details.
Be specific, but stay flexible
A good preference sheet gives guidance without trying to control every minute of the charter.
You do not need to dictate every meal, every drink, or every stop.
Your crew knows the yacht, destination, weather, provisioning options, and flow of the charter. Leave room for their expertise.
The best approach is:
- Be clear about must-haves
- Be honest about dislikes
- Share your style
- Mention celebrations
- Communicate dietary needs
- Then let the crew do what they do best
The goal is not to micromanage.
The goal is to help them personalize the experience.
Remember that provisioning depends on destination
Not every destination has the same provisioning options.
A yacht charter in the British Virgin Islands, Bahamas, Greece, Croatia, Italy, or another destination may have different access to specific brands, specialty items, wines, snacks, or ingredients.
Your crew will do their best, but flexibility helps.
If something is truly important to you, mention it early. If it is more of a general preference, give examples instead of exact requirements.
For example:
“We like flavored sparkling water such as LaCroix, Waterloo, or something similar.”
That is easier to work with than requiring one specific brand that may not be available in the destination.
What makes a great preference sheet?
A great preference sheet is honest, specific, and realistic.
It does not have to be complicated.
It simply gives the crew a clear picture of your group.
A strong preference sheet might say:
“We are a family of eight celebrating a 50th birthday. We love fresh seafood, grilled meats, salads, tropical fruit, and fun desserts. Two guests dislike spicy food, one does not eat shellfish, and the kids prefer simple breakfasts. Adults enjoy wine, margaritas, and sparkling water. We would love a relaxed itinerary with snorkeling, beach time, and one special birthday dinner onboard. We do not want to feel rushed.”
That kind of information is incredibly useful.
It tells the crew what matters, what to avoid, and how the group wants to feel during the week.
The preference sheet helps your crew wow you
The preference sheet is not just paperwork.
It is one of the most important tools your crew has to create a charter that feels personal.
It helps them plan meals, stock the yacht, prepare for celebrations, understand your pace, and think about the small touches that make the trip memorable.
A private crewed yacht charter is not supposed to feel generic.
It should feel like your trip.
The more thoughtfully you complete your preference sheet, the easier it is for your crew to take care of you well.
Planning a private crewed yacht charter?
At Songs In The Sails, we help guide you through the yacht charter process from the first conversation to the details that shape your week onboard.
From choosing the right yacht and crew to understanding the destination, pricing, itinerary, and preference sheet, we help make the planning feel easier and more personal.
If you are dreaming about a private crewed yacht charter, we would love to help you find the right fit for your group.
Explore the world’s most breathtaking islands in style! Let Songs In The Sails Yacht Charters guide you on a private yacht adventure through the British Virgin Islands, US Virgin Islands, Greece, and the Bahamas.—or let us customize your dream getaway anywhere you desire.
Contact Songs In The Sails Yacht Charters at 706-901-7525 or yachtcharters@songsinthesails.com to plan your dream yacht charter today.
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Top Blog Suggestions from Songs In The Sails Yacht Charters
If you’re planning a yacht charter and want the easiest, most stress-free path from “dreaming” to “booked,” these next reads will help:
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