A good preference sheet helps the crew get your food, drinks, cabin setup, and onboard pace right before you step onboard.
Fill out your yacht charter preference sheet by telling the crew what actually matters to your group: allergies, drinks, cabin setup, celebrations, activity priorities, children’s routines, and anything that will affect food, pace, or comfort onboard.
We usually tell clients not to treat it like admin. A good preference sheet gives the crew a practical brief before embarkation. A vague one forces them to guess. In our experience, it is one of the easiest ways to shape the charter before you arrive, and one of the most common places where avoidable mistakes begin.
What a Preference Sheet Is
Your preference sheet is the crew’s practical brief for the charter. It tells them who is coming, who sleeps where, what people eat and drink, whether there are birthdays or anniversaries, what pace the group likes, and whether anything needs extra attention. It often has a bigger effect on the week than people expect, because it shapes provisioning, table planning, cabin setup, and the crew’s first impression of your group.
Who Should Fill It Out
We usually recommend that 1 person fills it out and gathers the answers from the rest of the group. That works much better than 6 people answering separately or 1 person guessing on everyone else’s behalf. The best version is simple: 1 guest coordinates it, but checks the key details with each cabin or couple before sending it back.
What to Include
The most useful preference sheets cover:
- dietary restrictions, allergies, and how serious they are
- drinks preferences, including what people actually drink during the day
- cabin assignments and any mobility or privacy considerations
- birthdays, anniversaries, or meals that matter more than usual
- toy use, swimming habits, and activity priorities
- children’s routines, if kids are onboard
- anything the crew should know about the group’s pace, mornings, or expectations ashore
That is the information the crew can actually use.
What Clients Often Leave Too Vague
This is where we see the most avoidable issues. Saying vegetarian without explaining whether fish is fine or not is too vague. Saying good wine is too vague. Saying we like everything is usually not true, and it does not help the crew plan properly. If someone is easygoing, that is fine, but if something matters, it is always better to say it clearly.
We also recommend being realistic about the group. If 2 guests are early risers and 2 like slow mornings, that is useful. If someone gets seasick easily, say it. If a teenager mainly cares about toys and Wi-Fi, that matters more than pretending they are interested in wine pairings and sightseeing.
What to Ask Your Group Before You Send It Back
Before you return the form, we usually recommend checking these points with everyone:
- any allergies or foods people truly avoid
- who wants which cabin
- what people actually drink
- whether there are any celebrations during the week
- whether the group wants more swimming, more lunches ashore, or more sightseeing
- whether anyone has mobility issues, medication, or a strong preference the crew should know
That 10-minute check usually improves the sheet a lot.
When to Send It Back
The earlier, the better. In most cases, we recommend sending it back as soon as your group can answer it properly, ideally at least a few weeks before embarkation. Some requests are easy to adjust later, but others are not. Specific wines, celebration setup, children’s needs, difficult allergies, and more tailored provisioning are all easier when the crew and broker have time to prepare.
If something changes after you send it, that is still fine. Just tell us. A late update is much better than hoping the crew will work it out onboard.
Why It Matters More Than People Think
The best charters usually feel easy from the start, and that is rarely accidental. When the preference sheet is done properly, the crew already knows the shape of the group before embarkation. That helps with the welcome drinks, the first lunch, the cabin setup, the pace, the children, the toys, and the small details that make guests feel understood quickly.
If you are at this stage already, our guide to booking a crewed yacht charter in Greece is the best next read. If you are also working out what to bring, our guide on what to pack for your yacht charter in Greece fits naturally with this stage of planning. And if your requests are likely to affect provisioning or special orders, it also helps to understand how yacht charter APA works.
Quick Answers
Can you change a preference sheet after sending it?
Yes. We see that all the time. Just send the update as soon as possible so the broker and crew can adjust in time.
Does each guest need to fill out a separate sheet?
Usually no. We recommend that 1 person gathers the answers and returns 1 clear version for the group.
Is the preference sheet only about food and drinks?
No. It is also about cabin setup, celebrations, activity preferences, children’s needs, pace, mobility, and anything else that helps the crew prepare properly.
Does all-inclusive mean the preference sheet matters less?
No. It still matters just as much. All-inclusive may change how costs are handled, but the crew still needs to know what the group wants.
Need Help With the Pre-Charter Details?
We help clients with every step before embarkation, including preference sheets, route planning, packing, and the small practical details that are easy to leave too late.
If you are still planning your Greece charter, we can help you get the details right from the start.
