Boat Hire Checklist

To help you plan and execute the perfect event aboard one of our amazing boats, we have put together a guide to ensure that all important details are covered, leaving you to relax and enjoy yourself on the day of your charter.


Guest Number: Before you begin to look in to the wide range of options available for events, write down a list of the guests you’re hoping will attend. If there will be children or infants attending with their parents, ensure numbers are noted as this will still affect legal boat capacity, but may mean a discount or waiver of their catering / beverage fees. Please also include suppliers such as photographers or musicians in your count.

Date and Time: Using your newly formulated guest list, it is a good idea to send out a simple group message or email to figure out everyone’s availability. If you have specific date(s) in mind, let your guests know. This way you will determine in advance who can commit to the plans, or whether you will need to consider changing the date to suit accordingly. Helpful hint: For a corporate event, we have found that Thursday and Friday evenings usually work best as you and your colleagues may only have to miss one (if any) days in the office!

Style of Event: When you have a better idea of your likely guests and their availability, the real fun begins! Now you can plan the style of your event and the atmosphere you wish to create on board. This includes thinking about the type of vessel you want for your event, and whether or not you want a boat that provides all catering, drinks, and service on board (most common), or if you would prefer to self cater and BYO drinks.

Booking the Boat

Select a Vessel: Time to narrow down the right vessel for your event. We have a wide range of charter boats on Sydney Harbour and something for every occasion, so browse our fleet for ideas, or let us know what you envision for your perfect cruise and we will recommend the best available option(s) to suit your group. If you’re aiming to keep your spend to a particular limit, it is helpful for us to be aware of this so that we can avoid suggesting vessels which won’t be appropriate. Once you’ve decided which available boat you wish to book, a tentative reservation will be made for your preferred date and time while a deposit invoice is sent across to you for payment.

Plan the Catering: Most of our yachts have their own caterer or dedicated chef, and a unique range of menu’s and styles are usually available. We understand the thought of trying to please everyone may be daunting. Before finalising your menu choice, decide what is going to be most appealing to the majority of your group, and whether there are any allergies to consider. The time of your charter should also be taken into account, with canapé and buffet menus popular for day cruises, and the latter most popular for evenings. Formal dinner menus may also an option on some vessels where suitable. If you have elected a BYO option instead, it might be time to rope in a few family or friends that will be happy to share the task! In this instance, remember to bring cutlery, crockery, napkins, condiments (unless otherwise stated).

Plan the Drinks: Most of our boats are licensed, with a selection of beverage options to suit your taste. The boat will be stocked according to your choice. Otherwise, if you’ve chosen a BYO vessel, be sure to discuss delivery requirements with us and whether you will need to bring your own ice and/or eskies.

Finalising Your Boat Charter

2 Weeks Prior: Reach out to each of your guests to confirm their attendance, whether it be individually, or via a group message / email. As the boat will need to finalise arrangements such as catering, drinks, and staff at least 7 days prior to the event, it is imperative that you know and inform us by this time, and the best way to ensure this is seam free is by contacting your guests ahead of time. If there are one or two guests who are still unsure, you will need to include them in your count to ensure the boat is prepared in the event they do show.

1 Week Prior: All guest numbers, wharf times, menu selections, special requirements and host contact details should be confirmed at this stage. If you haven’t done so already, now is the time to finalise your charter balance.

A Handy Checklist


☑ Boat, date, and boarding / disembarking times confirmed
☑ Guest number, menu selections, and wharf locations confirmed
☑ Any special requests or dietary requirements communicated
☑ Charter balance finalised
☑ Bond form signed and returned (where applicable)
☑ Captain or charter co-ordinators phone number saved for the day
☑ A hosts mobile contact for the day has been provided to the agent

Inform Your Guests

☑ The date, time, and exact wharf location
☑ To plan to arrive early as the boat cannot wait for latecomers
☑ Photo ID may be required for anyone over the age of 18
☑ The same rules apply on board as would they at any bar or land venue
☑ Smoking may be prohibited or restricted to a particular area of the vessel
☑ The footwear policy applicable to the boat you have booked
☑ We’d love to see their photo’s! #FlagshipAU @flagshipcruises

Things to Bring

☑ Your Photo ID
☑ A music playlist on your smartphone that suits the mood of your event
☑ Your phone charger 
☑ Sunscreen for day time charters
☑ A coat or jacket for cool evenings

When the Boat Arrives

☑ Board your group in a prompt but careful manner
☑ Listen to any safety briefing that may be read or played
☑ Do a quick inspection of the boat and immediately inform the skipper if you notice any existing damage

Don’t Forget To

☑ Relax and have fun!
☑ Tag us in your photo’s #FlagshipAU @flagshipcruises

When Leaving the Boat

☑ Take all personal belongings with you
☑ Ensure your guests disembark in a prompt but careful manner

Arriving Home

☑ Post your best pictures to our Facebook, we’d love to see them! 
☑ Let us know your feedback and how your guests enjoyed the charter
☑ Send us any suggestions you may have

Charter Boat Agents Association
Destination NSW
Australian Cruise Group