Even the most experienced planner may find that when it comes to planning an event aboard ship, it's quite different from a land-based trip.  Below are some things to consider before you choose a cruise…

1.) What kind of ship is best for my needs?

Be careful to choose a ship whose image appeals to the people in your group. If a conservative bunch looking for quiet and relaxation gets booked on a ship full of disco-type party people, your guests will be unhappy.  Also consider the nationality of your passengers and how they will fit with the nationality of the passengers and crew of the ship you are considering.  The average age, economic status, prior travel experience, etc. of your guests should all play a role in the final ship choice.

2.) Booking passage

In general, cruise bookings require more lead-time than resort bookings on land.  Some destinations--such as the Caribbean--have so many sailings that late bookings may not be an issue.  But, any group over 500 people should be committed at least a year out.  Charters may require more lead-time because ships must be removed from inventory before vacation passengers begin booking.

3.) To charter or not to charter?  That is the question…

Basically there are two options: you can book your group on one ship with other passengers, or charter a ship just for your group.  A number of factors will enter into your decision such as how many people, how large of a budget you have, and where to sail.  Both options offer distinct advantages.

4.) Negotiating rates

Negotiating rates for a cruise is somewhat different than negotiating rates for a resort.  The planner must consider such variables as season, ports of call, and arrival / departure dates.  Prices will vary depending on the cruise line and level of luxury you want, as well as the accommodations you choose.  However, cruise lines tend to be more restrictive than hotels in giving out free rooms for your planning staff. 

5.) Obtaining expert help

Planners should know that if they book their cruise direct from the cruise line, they will be working with the cruise line's corporate office--which is not aboard ship.  The staff who coordinates the program planning is not the same staff who will implement it once you sail. For this reason, planners often seek help from specialists.

Pick a company that has a background in the industry or specializes in cruises. It is important to be familiar with what can and cannot be done onboard ship.  Being familiar with how a cruise line operates makes it possible to come up with alternatives that might not have otherwise been thought possible. Use a third party that has relationships with the cruise line executives. The company you choose should know all facets of the cruise industry and its suppliers including cruise ship staff, ground operators, and air providers.