There is an extensive list of operational, financial, logistical, and “Wow-Factor” reasons to hold a large group event onboard a cruise ship. Below are a few highlights:

• Exclusivity – You “Own” a state-of-the-art cruise ship for the entire duration of your group event.
• Freedom to Customize the event program from embarkation to disembarkation. 
• Option to modify the ship’s regular itinerary with your choice of ports and destinations (in consideration of distance and transit times)
• Branding & Theme opportunities to match the event, corporate, or industry look and feel.
• Event costs are important, and cruise ship-based events can reduce your net per attendee costs by 20-30% when compared to land-based venues. 
• Sense of Belonging – Everyone sailing is part of your group.
• Prestige – People will feel like VIP’s the moment they set foot on board the ship for the first time.
• Ship’s Staff is fully dedicated to your event and ensures it all runs smoothly.
• Complimentary use of meeting or event space, break-out session rooms, A/V equipment, and technical support.
• All included under one roof – Accommodations, Dining, Entertainment, Spas, Gyms, Pool Decks and so much more.
• Ability to travel between islands and ports while conducting your event.

There are 2 primary types of cruise ship charters events:

Organized Public Event – An Event Organizer of Planner charters a cruise ship to stage their event and manages all aspects of the event itself with the objectives of promoting and marketing the sale of cruise stateroom and passes to consumers, fans, members, or others sharing a common interest. Examples of past SeaSide Events or other Organized Events include:

• Music Festivals & Concerts
• Association Conference
• Pro-Sport Fan Events
• Sports Tournaments (Multi-Stop Triathlon)
• ESport Tournament
• MotorSport Fan Events
• Religious Groups
• Lifestyle Groups

Corporate Event – A corporation or HQ Office conducts their annual global or regional staff event onboard a cruise ship with all guests being part of the same corporation or associated with it. Examples of past SeaSide Events or other Corporate Events include:

• Corporate Annual Staff Meetings
• Post-Merger or Acquisition Meetings
• Staff Incentive Programs

• Top-Client Events

Most Cruise Lines would prefer 12-18 months of advanced notice for a full-ship charter given the advanced booking practices in the cruise industry. The actual event planning should ideally start no later than 18 months from sail date to account for and plan all aspects of a cruise-based event.

Most recurring events (Organized or Corporate Events) typically plan their cruise charters 1-2 years in advance. SeaSide Events’ Cruise Charter Consulting Services provides detailed guidelines.

A full-ship charter agreement provides the ultimate financial peace of mind as most known event costs are included in one single contract. Below is a list of event elements included in the charter contract:

• • All Group Accommodations (all of the ship’s staterooms)
  • All Group Meals and Dining Options
  • All Meeting or Presentation venues, theaters, lounges, stages, etc.
  • All Group Entertainment (Broadway-style musical shows, Concerts, Comedy Club, Piano Bar)
  • Access to AV Equipment and Technical Support
  • Access to Pool Decks, Solariums, and Waterparks
  • Gyms and Spas
  • Ship’s Staff for Event support
  • Access to Private Islands (Bahamas)
  • Travel & Destinations from Embarkation to Disembarkation

A full-ship charter agreement does not cover the added costs associated with the following areas:

• • Alcoholic Beverages
  • Shoreside Meals or Transportation at Ports of Call
  • Transfers To/From the Cruise Ship (e.g., Airport transfers)
  • Optional Shore Excursions (Ports of Call)
  • Casino Gaming
  • Specialty Restaurant charges
  • Ship’s Store Purchases

it is important to note over 35 major cruise lines are operating over 350 cruise ships around the world, and every one of these cruise lines prices their full-ship charters differently. SeaSide Events has negotiated several full-ship charter agreements with and on behalf of our clients, so we have the insight to share a few general charter cost guidelines:

• Cruise Ship Charter rates are typically priced based on the assumption that each available ship stateroom will sail with double occupancy (e.g., 2 guests per stateroom). For example, a cruise ship with 1,200 staterooms will be priced under the assumption that 2,400 guests will sail on the ship. For large cruise ships (e.g., 3,000+ passengers) the average All-Inclusive Charter cost is approximately $140.00 – $150.00 per passenger/per day. For example, a cruise ship with a 3,500-passenger capacity could charge approximately $1,960,000 on a 4-day cruise (3,500 guests for 4 days at a per-guest rate of $140.00 per day).
• Cruise Ship Charter agreements add Government Taxes, Fees, and Port Expenses as additional costs. Typically, these costs amount to approximately $25.00 per passenger/per day and are based on the final confirmed ship’s itinerary and several ports of call.
• Cruise Ship Charter agreements also provide the option to add Service Charges (Tips) to the overall agreement at an average of $15.00 per passenger/per day.
• In general terms, average cruise ship charter rates can be calculated based on:
  • All-Inclusive Charter Rate of $ 140.00 Per Passenger/ Per Day
  • Taxes & Fees of $25.00 Per Passenger / Per Day
  • Gratuities of $15.00 Per Passenger / Per Day
  • Average all-in rate of $180.00 Per Passenger / Per Day.

As noted above, every cruise line prices its charter contracts differently, and thus as SeaSide Events we focus primarily on understanding our client’s event needs and objectives, and from there we can identify the ideal cruise ship, itinerary, destinations, and overall requirements prior to negotiating charter agreements with the cruise lines. With over 20 years of experience in the cruise industry, we have the knowledge and insights to negotiate the best possible cruise ship charter agreements.

Depending on the length of the cruise, cruise charters provide the option to modify the ship’s itinerary beyond the port of embarkation and disembarkation. It must be kept in mind, however, that due to US Government regulations, all itineraries departing from a US port must include a port of call at a foreign port prior to returning to a US port (e.g., Miami-Nassau-Miami). Itinerary changes can create additional costs, planning, and logistics that would be factored into the cruise line’s Charter quote.