What time should you board? Check-in, check-out and a typical day on board

What time to board and disembark: the usual times

If boarding is set for the afternoon and disembarkation for early morning, there is a simple reason: between your arrival and the previous crew's departure, the base needs several hours to take the boat back, clean it, refuel and check the equipment. The table below sums up the most common times, which you should confirm against your boarding pass.

What time can I board on the day of departure?

Boarding takes place in the afternoon of the day of departure, generally from 5 pm or 6 pm. This is because the boat was returned by the previous crew that same morning. The base then needs several hours for cleaning, refuelling and a full equipment check.

The exact time appears on your contract and on the boarding pass sent before departure. It varies depending on the base and the charter company: some welcome you from as early as 4 pm, others only in the late afternoon. Times also vary by country: in Greece and Croatia, some bases require the boat to be back before 5 pm in high season. At the busiest harbours, the base may also put check-in back to the Sunday. In high season, a cluster of departures on the same day can delay the welcome time further. For a bareboat charter without a skipper, plan to arrive with a comfortable margin: the technical briefing and the handover inspection take time, and it is best not to be in a rush.

Can I board earlier or sleep on board the night before?

At many bases it is possible to sleep on board the night before departure, at the quay, sometimes called a night on board or early boarding. This paid option is subject to the boat's availability: it must already have been returned and prepared. It is very handy if you arrive the evening before by plane or from far away by car.

Important: sleeping on board the night before does not mean setting sail earlier. You take possession of the boat in the harbour, but you set sail the next day, once the briefing and formalities have been completed. To book this option, mention it to your adviser when you book, as it is confirmed in advance with the base.

What time does the boat have to be returned (check-out)?

Disembarkation takes place early on the morning of the last day, generally between 8 am and 9 am. One thing that often catches people out: the boat must be back at the harbour the evening before, generally between 5 pm and 6 pm depending on the base. You spend the last night on board, in the harbour, and check-out takes place the following morning. This lets the base carry out the return inspection early, then prepare the boat for the next crew, who board the same day.

In practical terms, plan your last day's sailing so that you are back at the home port the previous evening, in the late afternoon, with refuelling done. Avoid a long leg on the last day: the sea, the weather or a setback can delay your return and cause problems for the base.

What happens during check-in?

Check-in is the moment when you officially take possession of the boat. It takes place in several stages:

1.  The welcome at the base and the check of your documents (identity document, sailing licence, crew list).
2.  The handover inspection and the inventory: with the base manager, you check the condition of the boat, the safety equipment and the gear on board.
3.  The technical and safety briefing: how the engine, electronics, ground tackle and equipment work, along with guidance specific to the sailing area.
4.  The lodging of the security deposit, most often by a card pre-authorisation in the name of the person skippering the boat. Depending on the charter company, other means exist: bank transfer, a full damage-waiver insurance or a digital deposit (such as Carefree).

How long does check-in take? It typically takes between one and two hours, and up to two and a half hours for a larger yacht or catamaran. That is why boarding is set for the late afternoon and setting sail is put back to the next day.

And check-out, how does it work?

Check-out takes place on the morning of disembarkation. The base manager inspects the boat, checks the inventory and that there is no damage, then approves the release of the security deposit. If you have taken out a damage waiver and no damage is found, the base releases your deposit. For a smooth disembarkation, tidy and clean the boat the previous evening, gather your belongings and be ready at the agreed time.

What should I do if I arrive late or late in the evening?

If your flight arrives late or you are running late for boarding, the most important thing is to let the base and your Filovent adviser know as soon as possible. Depending on the time, there are two scenarios:

1.  You arrive before the base closes: the welcome goes ahead as normal, sometimes in a shorter form if the team is finishing for the day.
2.  You arrive after closing: the boat is kept secure on the pontoon and you carry out check-in and the briefing the next morning. You do not lose your charter, but setting sail is delayed accordingly.

To avoid any stress, choose a flight landing in the early afternoon, so that you arrive well before the base closes. If your arrival is tricky, a boat charter with a skipper makes things simpler: the skipper handles the welcome, the briefing and setting sail, and you come aboard with complete peace of mind.

What does a typical day on board look like?

Once the cruise is under way, the pace is yours: you decide on your programme, depending on the weather and what you fancy. A typical day on a sailing holiday starts mid-morning, after breakfast and a weather check, includes a lunchtime anchor stop in a cove for a swim, and ends back at the harbour or anchorage by late afternoon. On a coastal passage, it is often organised like this:

Do you have to sail every day? No. Many crews alternate sailing days with days at anchor. Match the legs to your level and the weather: a short sail and a long swim beat an ambitious leg that turns into a race against the clock.

Are the times different for a cabin cruise?

These times apply to a charter without a skipper (bareboat). For other options, the rules differ. For a cabin cruise, where you book one or more cabins aboard a crewed boat, boarding is organised by the crew at a set time and meeting point, communicated before departure. You have neither a handover inspection nor a security deposit to deal with: the skipper and hostess take care of running the boat and the entire logistics. Simply check the time and meeting point shown on your travel itinerary and plan your arrival accordingly.

For a river cruise on a houseboat, the principle stays close to a standard charter. Boarding takes place in the afternoon at the river base, followed by familiarisation with the boat and a briefing tailored to sailing on canals and rivers: working the locks, reduced speed, mooring along the banks. Over the following days you cruise at a gentle pace and stop freely along the route. No licence is required for this type of boat; the familiarisation is enough.

How can I prepare well for boarding day?

Before boarding day, check that you have:

1.  Your boarding pass, which gives the exact time and place to meet at the base.
2.  Your documents: identity document or passport, sailing licence if required, crew list validated in your client area.
3.  A payment card for the security deposit, in the name of the person skippering the boat.
4.  The base's number and your Filovent adviser's number, in case of a delay or anything unexpected on the way.

Find out more

To plan your cruise in detail, read our dedicated articles:

•  Life on board: organisation, comfort and daily life during the cruise.
•  On-site support: the welcome at the base and assistance during your charter.
•  Sailing and anchoring: building your legs and your days at sea.
•  The boat inventory: how check-out and the release of the deposit work.
•  Insurance and security deposits: understanding the deposit and the damage waiver.
•  Documents and formalities: what to present on boarding day.
•  Flights and transfers: organising your arrival so you board on time.

For any question about the boarding times for your booking, contact your Filovent adviser or our concierge service on +44 20 4576 3186.

This article was written by the Filovent team and reviewed by our concierge service, which every year helps thousands of customers prepare for their cruise.