The Chief Stew's Pre-Charter Checklist: 14 Days to Embarkation

A chief stewardess's pre-charter checklist from 14 days out to embarkation: preferences, provisioning, cabins, crew briefing, service plan and guest arrival.

About this guide

A chief stew's pre-charter checklist turns the guests' preference sheet into a ready interior: orders placed, cabins prepared, crew briefed and the first day planned. Most of the work happens in the 14 days before embarkation, and most problems come from things left to the last 48 hours.

This countdown is a starting point. Adjust it for the size of the yacht and the team.

14 to 10 days out

Chase the preference sheet if it isn't back yet. Read it with the chef, and highlight allergies, dietary needs and celebrations. List speciality orders: wines, spirits, flowers, toiletries and gifts. Check the interior inventory and order what is short. Confirm cabin allocation with the captain or broker.

9 to 4 days out

Confirm delivery dates for orders against the provisioning plan. Plan the service style for each day against the itinerary: meals ashore, long lunches, early starts. Draft the interior rota and cabin assignments for the team. Prepare welcome touches for each cabin, based on the preferences. Check the guest-facing itinerary, menus and onboard information are current.

The last 72 hours

Detail cabins and guest areas, and check every light, lock and amenity. Receive and stow deliveries, and check them against orders. Brief the interior team on guests' names, preferences and the first-day plan. Join the full-crew briefing with the captain and chef. Prepare the welcome drink, canapés and the first lunch with the galley.

Print a one-page cheat sheet for the team: guest names and photos if available, allergies, drinks preferences and celebrations.

Embarkation day

Keep the first hour simple: a warm welcome, the safety briefing, cabins and a relaxed first meal. Note anything new guests mention, because preference sheets are rarely complete.

Mistakes worth avoiding

  • Waiting for the preference sheet instead of chasing it.
  • Not reading allergies with the chef in the same room.
  • Leaving speciality orders until the final week.
  • Briefing the team on the morning of embarkation.
  • Not updating the plan with what guests say on day one.

Frequently asked questions

What does a chief stew do before a charter?

Chases and reads the preference sheet, places interior orders, prepares cabins and guest areas, plans service around the itinerary and briefs the interior team.

How early should a chief stew start preparing for a charter?

Around two weeks before embarkation, or as soon as the charter is confirmed. Speciality orders and remote destinations may need longer.

What should be on an interior pre-charter checklist?

Preference sheet review, speciality orders, inventory, cabin allocation, the service plan for each day, crew rota, cabin detailing, deliveries and the team briefing.

What if guests don't return the preference sheet?

Chase it through the broker, then ask the essentials directly: allergies, dietary needs and celebrations. Fill in the rest on embarkation day.

Where the tooling helps

Digital preference forms

Sent by link, with answers landing straight against the trip for every department.

Guest-facing menus and information

Menus, Wi-Fi and onboard information that can be updated without reprinting.

Guest service requests

Spa bookings, room service and steward calls arrive in one place.

Continue reading

Preferences, menus and requests in one place

Some interior teams send preference forms and publish menus and guest information with Guest Trip, so changes don't mean reprinting. Try it free on your next charter.