Question 1

When Should I Consider a Cruise?

Accepted Answer

○ Whenever you want to offer attendees an “out of the box” experience vs. the same old thing
○ Whenever casinos, golf, and nightly entertainment are desired for a single event
○ Whenever you want a captive audience
○ Whenever you’re looking for an all-inclusive program
○ Whenever you have weather concerns about a land destination
○ Whenever you are looking to maximize budget dollars and receive an overall better
    bang for your program budget.

Question 2

How many cabins are required to qualify as a Group?

Accepted Answer

Cruise lines require a minimum of eight (8) cabins to qualify for group rates, amenities, and concessions. However, if the numbers are uncertain and may be less than 8 cabins, it is still possible that we can negotiate as a “Promotional Group”. Promotional requests are often used for family reunions, birthdays, and various social activities, etc., where invitations are sent and the returns and the number of participants are uncertain.

Question 3

What is included in my Cruise Fare?

Accepted Answer

On most cruise lines, accommodations, all meals, 24-hour room service, coffee breaks, complimentary meeting space. Complementary audio/visual equipment (not tied to room pickup), shipboard activities, entertainment, full casino, state-of-the-art spas & fitness centers, exciting itineraries and ports of call, and impeccable service are all included.  A ship normally has one crew for every passenger, so service is everything. You may also have a complementary cocktail reception, beverage packages, Wi-Fi, and shore excursions as a part of the negotiations.

Question 4

What is not included in my Cruise Fare?

Accepted Answer

Government and port Taxes, gratuities (unless pre-paid), spa services, dining in specialty restaurants, duty-free shopping purchases, photographs, casino gambling, and other personal incidentals. As noted, many of these items can be included in the cruise fare as part of negotiations.

Question 5

Who should I contact to request a group or full ship charter proposal?

Accepted Answer

You should contact a consultant like me just as you would contact Amazon. If you contact a cruise line directly, you will pay more, not have the benefit of comparing multiple vendors through a single source, and will not receive free delivery. Like Amazon, we buy better and deliver for free. Can you imagine calling a product manufacturer directly and telling them you want the Amazon price and free delivery within a few days? Neither these manufacturers nor the cruise lines have the staff to handle the volume. It is far less expensive for them to outsource at a fixed rate.
 
I suggest a quick online chat or call 561-398-7098 for immediate and preliminary assistance. You can also email ggehl@cruiselineevents.com (mailto:ggehl@cruiselineevents.com)or complete the request form found on the Request Pricing page.

Question 6

What issues should I consider before submitting the Request for Pricing in Step II below?

Accepted Answer

What type of group is yours – meeting, incentive, or special affinity event, with individuals paying for their cruise? Is the group mostly single or double occupancy, and what is the length and pattern desired? What is the time of year and destination desired? What is your group’s approximate per-person budget, the class of hotel normally booked, etc.? These answers assist in defining the best cruise line and vessel for your program.

Question 7

What is the expected turnaround time of a proposal?

Accepted Answer

Turnaround time for proposals depends on several variables such as availability, the size of the group, how far in advance of the cruise departure the request is, etc. Generally, we receive a reply to our request for rates from the cruise lines within three to five business days. Once rates are received, we often turn the proposal around within two business days. This may extend the turnaround time if we do not receive all the information required from the initial RFP. If urgent or you have a deadline, please indicate on the RFP when submitting, and we will do everything in our power to meet your deadline.

Question 8

What are the general terms of a cruise contract?

Accepted Answer

Deposit and Payment Policies: Group cruises are pre-paid over a period of time. Cruise line group deposits are usually minimal, and payment policies are fairly lenient. A detailed payment schedule is provided in the cruise contract. Please note that all cruise lines require a deposit for each stateroom/person within a group block; the deposit amounts will vary based on the size of the group and the sailing selected.

Cancellation & Attrition: Cancellation and attrition terms are generally more flexible than at a hotel or resort.  Most cruise lines offer groups a tiered cancellation schedule.  The cancellation schedule will be provided in the cruise contract and will vary based on the size of the group and the sailing selected.

Question 9

What are the meeting facilities onboard?

Accepted Answer

Some cruise lines feature dedicated meeting facilities and conference centers. Multi-purpose public spaces such as theaters, lounges, and restaurants are also used to host meetings. Seating capacities and configurations vary depending on the ship and the set-up desired.  The meeting space is complimentary and based on availability, so this is the first item we lock in when booking.

Question 10

Is Audiovisual equipment available, and is there a fee for usage?

Accepted Answer

Based on availability, most cruise lines offer standard audio/video equipment onboard each vessel free of charge. Equipment such as LCD projectors, overhead projectors, slide projectors, screens, TVs, DVD players, flip charts, laser pointers, microphones, podiums, and more are standard on all ships. Tech Fees are applicable if a tech is required to operate equipment during a meeting or event.

Question 11

Are food and beverage packages available for meetings, private receptions, and events?

Accepted Answer

Like Hotel and Resort offerings, many cruise lines offer various culinary and beverage packages for your private receptions, meetings, and events. Standard coffee breaks are complimentary. A minimal set-up fee per person may apply. For those groups that wish to provide unlimited alcohol and soft drinks, beverage packages are available at a per-person, per-day rate. Most luxury vessels include alcohol at no additional charge.

Question 12

Can I customize my program on a ship?

Accepted Answer

Yes. Each cruise line offers the ability to customize your program. With over 40 years of experience negotiating and executing events at sea, we can help you customize your onboard experience to meet your group’s needs. From private receptions and team-building events to turndown gifts and customized group shore excursions, we can assist in making your cruise program everything you had hoped for and more.

Question 13

Can I create custom shore excursions for my group?

Accepted Answer

We can assist you in arranging private and customized group shore excursions. Arrangements for group shore excursions are required before the ship's departure.

Question 14

Is there Internet access onboard ships?

Accepted Answer

Internet access is available on all cruise line vessels. Internet speeds vary significantly from line to line and ship to ship, depending on location and available bandwidth. Most cruise lines don’t offer speeds supporting streaming services like Netflix or Spotify.  Many cruise lines now offer branded apps allowing cruisers to chat with each other onboard, super-fast high-bandwidth Wi-Fi, and even tablets for use at sea.

Question 15

Will my mobile phone work at sea?

Accepted Answer

You may be in the middle of the ocean, but you can still stay connected while at sea! Most ships are equipped to allow you to make and receive calls, check voice mail, send text messages, and receive GPRS data. You will want to touch base with your service provider to ensure this is a part of your plan.

Question 16

Can I arrange a pre-program planning site inspection as I typically do at a hotel?

Accepted Answer

If you want to visit a ship after receipt of a cruise proposal and before the contract, we will happily arrange a non-sailing site inspection. Depending on the location of the port where the site is being conducted, one of our cruise experts and/or a representative from the cruise line will escort you on a tour of the various cabin categories, public areas, and conference facilities and conclude the day with lunch onboard the vessel. Once the group has contracted, you may also be eligible for a complimentary sailing inspection cabin on a comparable itinerary. Complimentary cabins for a sailing site inspection are based on a minimum of 50 cabins contracted. These sailing sites are normally used as onboard planning cruises.

Question 17

What are the main U.S. departure gateways/ports?

Accepted Answer

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Question 18

What are the main Cruise Destinations in Europe?

Accepted Answer

○ Western Mediterranean
○ The Baltic’s
○ The Greek Isles between Athens and Istanbul
○ The Norwegian Fjords
○ The British Isles
○ River cruises on the Danube, Rhine, Elbe, Rhone, etc. These vessels call on ports like
   Prague, Vienna, Budapest, Amsterdam, etc.

Question 19

What are high (Peak) and low seasons, and where?

Accepted Answer

Cruises to Europe, Alaska, and the Northeastern U.S., which include Bermuda, Canada, and New England, share their Season with Alaska and Europe. In March and April each year, many vessels that winter in the Caribbean are moved north to New England, trans-canal to Seattle and Vancouver, or trans-Atlantic to Europe. The Alaska and European seasons run from May through the beginning of October. The main European departure ports are Barcelona, Rome, Athens, etc. Cruises in the Caribbean are year-round. South America cruises operate during winter in the US, which is summer in South America.

Question 20

Do I need a passport?

Accepted Answer

Valid Passports are not required for most cruises departing from the contiguous U.S., Alaska, and Hawaii; however, they are recommended if a guest has to return from a port in the itinerary for an emergency. We recommend that your passport expiration date be valid for six (6) months from the sailing termination date. U.S. citizens on closed-loop cruises (cruises that begin and end in the same U.S. port) and travel to destinations in Mexico and Canada. Passengers on Caribbean, Bahamas, and Bermuda cruises can re-enter the United States with proof of citizenship other than a passport or passport card. Acceptable proof of citizenship includes a state-certified birth certificate with a government-issued photo ID (typically, a driver’s license), a Consular Report of Born Abroad Certificate, or a Certificate of Naturalization.  NOTE: Baptismal records and certificates issued by a hospital are not acceptable. In an emergency where air transportation is necessary to travel home before the end of the cruise, a passport will be required.

Question 21

When can I check in on Embarkation Day?

Accepted Answer

Boarding times vary depending on the port, cruise line, ship, and itinerary. The online printed cruise documents will specify boarding times for your ship and sailing date. We advise groups not to arrive at the pier before the specified time as the ship will not be ready to board guests. Early boarding can be arranged for your program’s travel staff, VIPs, and production crew.

Question 22

When and how can I disembark?

Accepted Answer

Disembarkation can begin once the ship has received proper clearance from the port. Specific disembarkation details will be delivered to your stateroom the day before the last day of the cruise. Depending on the port, we recommend arranging return flights on the last day, sometime after noon.

Question 23

Do I need to be concerned about motion sickness?

Accepted Answer

Motion Sickness – is almost a non-issue with the newer, larger vessels and their state-of-the-art stabilizers. Most of the time it is hard to know you are on a ship at sea. However, Sea- Bands or a patch from a doctor are options for anyone concerned.

Question 24

Is emergency medical care available for my group?

Accepted Answer

Every vessel has a doctor and nurse onboard in the ship's medical center or hospital, which is always on a lower deck. You may also wish to secure medical and trip cancellation insurance.

Question 25

What kind of security is there onboard?

Accepted Answer

Security is one of the top benefits of hosting your event at sea. The highest priority of each cruise line is to ensure the safety and security of all guests. Each cruise line has established strict security procedures in the seaport terminals and onboard their vessels. These measures include screening all guests and their personal property before boarding. The passenger manifest, which includes all passenger birth dates, citizenship, and passport numbers, is sent to the Department of Homeland Security three days before each ship’s departure. Passengers are issued a photo-secured card at embarkation for room keys, incidental purchases, and identification. While the ship is in a U.S. port, the Coast Guard has boats around the ships and often divers under the ships. Anyone can enter a hotel where there is no security.

Question 26

What happens in a hurricane or other inclement weather?

Accepted Answer

Given the sophisticated radar technology currently available on cruise ships, vessels can seek out problem areas (regarding weather), and alter the ship’s path to avoid storms or rain showers. Unlike coastal hotels and resorts, storms and hurricanes rarely affect cruise ships, as they can move around the tropical activity. Hurricanes may alter the itinerary, but the program's operation will not be affected unless the embarkation port is affected. When a hurricane threatens a land program, venues are not switched on short notice without additional costs. Even when Mexico experienced a SARS epidemic, all land programs in Mexico were canceled, but all cruises continued to operate and just stopped at non-Mexico ports.
 
Now that you have addressed frequently asked questions if your program were operated at sea, simply call me to discuss at 561-398-7098 and save time or submit the following RFP