Planning a cruise meeting

When planning a meeting on a cruise, consider the following points on this checklist:

DETERMINING NEEDS

– Will any services required have to be outsourced or will they be available from the cruise operator?
– What kind of meeting space will the group need? Include room sizes, configuration and seating capacities.
– For VIPs or incentive winners, what is the desired level of amenities and service?
– Would a full-ship charter be desirable and feasible for the group size and budget?
– Do any participants have special dietary or health needs?
– Will passengers with disabilities be fully accommodated both on-board and while at ports of call?

WORKING WITH THE CRUISE LINE

– Confirm the following in writing: dates, rates, amenities, sleeping rooms, meeting space and room setups, menus and dining arrangements, liquor policies and prices, and distribution of room gifts.
– Determine what will be billed to the master account and who is authorized to approve charges to that account.
– Determine if a site inspection will be necessary and feasible. If so, meet with appropriate ship staff and ground operators in ports of call.
– Discuss amenities and promotional materials to be provided by the cruise line (including gifts, event and vehicle signage, document wallets, badge tags, agenda booklets, name badges, invitations and table tent cards). Consider ordering customized items.
– How many ship staff and trip directors will be available to your group?
– How many years of experience do staff members have?
– Are staff members familiar with all scheduled ports of call?
– What A/V and technical support staff will be available?
– Will the cruise line provide transportation from airports, if necessary?
– Will the cruise lineás staff be uniformed or otherwise identifiable?

PROGRAMMING

– What type of itinerary is appropriate? How much free time should be included in the agenda? Evaluate cruise length, sailing date and destination.
– What ports of call does your group wish to visit?
– Will the cruise line arrange for ground operators at ports of call to help coordinate transportation needs, events and excursions?
– Will the cruise line coordinate advance sign-ups for shore excursions?
– Can custom shore excursions be arranged?
– Will the shipás public areas be available for special events on specified dates and times?

MISCELLANEOUS

– Verify all contract terminology with a marine attorney.
– Confirm all passenger names by cruise line deadline (up to 60 days prior to trip departure).
– Arrange pre- and post-cruise accommodations and transportation for group members and staff, as necessary.
– Determine hospitality desk hours and location to expedite special requests.
– Confirm refund and contingency policies in the event of cancellation.