Which extras are really essential to book in advance?

When to book and pay for each extra? The complete matrix

To get oriented quickly, here is which extra to book and when, and who to pay it to:

The extras that absolutely must be booked in advance

Three categories of extras must be confirmed at the time of booking your boat, ideally 3 to 6 months before departure in high season (July, August in the Mediterranean ; December to March in the Caribbean and BVI). The professional skipper or captain tops the list: stock is very limited in peak season, especially for ASA-certified or US-licensed profiles, and some regular skippers with our partners are booked a year in advance. The onboard hostess (or cook) follows the same logic: rare profile, often unavailable 2 months from departure. Lastly, airport transfers to the base need to be sorted upstream: the negotiated rate is more advantageous than on the spot and the slots must align with your check-in.

Professional skipper / captain: everything you should know before booking

Rate: between $195 and $300 per day depending on destination and season, captain's meals additional (counted in the provisioning or settled on the spot).

Sleeping arrangement: on most boats, the captain sleeps in the forward bow cabin. Some charter companies (Dream Yacht Charter in particular) now require the captain and the hostess to sleep together in the bow cabin. Check the configuration of your boat before booking, this is a frequent source of dispute at check-in.

Language: an English-speaking captain is generally available in the BVI, USVI, Bahamas, Caribbean, Croatia, Greece and the Mediterranean, rarer in French Polynesia, the Seychelles or Asia. Specify your language requirement from the quote stage onward.

Gratuity: not mandatory but customary in the US yachting market. Allow 15 to 20 % of the captain's fee over the duration of the cruise, depending on satisfaction and quality of service. This is the prevailing US standard, higher than the European norm.

Onboard hostess (or cook): for whom, for what?

The hostess on board prepares the meals, manages the daily provisioning and handles the service. She is particularly recommended for family cruises with children, groups of 6 people or more, foodie cruises and luxury charters. Allow $160 to $270 per day depending on the destination, plus the management of the sleeping arrangement which can be a topic in itself (see previous paragraph on the bow cabin).

Airport / marina transfers: what you need to know

The airport-to-base transfer is rarely included in the boat rate and remains at your expense. You have several options depending on the destination:

1.  Transfer organized by Filovent through a local partner: recommended for destinations where taxis are scarce or overpriced (French Polynesia, Seychelles, Caribbean, BVI). Rate negotiated in advance, identified driver, slot aligned with your check-in. To be booked 3 to 4 months before departure in high season.
2.  Taxi or rideshare on the spot: feasible in the Mediterranean (Croatia, Greece, Italy) and in the Caribbean (Uber/Lyft available in some islands), but watch out for queues at peak season at major airports (Split, Athens, Olbia). Note that Uber and Lyft are not available in the BVI or in French Polynesia.
3.  Rental car: if you want to explore the area before boarding, but you'll need to deal with port parking during the cruise (often paid and regulated). Note that an International Driving Permit (IDP) is required in many European destinations on top of your US license.

Indicative rates and journey times (to be confirmed with our concierge service depending on your file). Prices below are converted from euros at a typical rate, the official invoice is in euros:

Cancellation and refund: if your flight is changed or canceled, contact our concierge service immediately to adjust the slot. The refund of an unused transfer depends on the local provider's terms.

Provisioning: three options depending on the destination

Filovent offers three options for provisioning:

1.  you do your shopping yourself online and have it delivered to the marina (Konzum in Croatia, AB Vassilopoulos in Greece, Carrefour Marche in Italy, Casino in French Polynesia, Riteway or Bobby's Marketplace in the BVI ; for US travelers heading to the Caribbean, services like Instacart or Whole Foods Online generally don't deliver to charter destinations, so use the local supermarkets listed) ;
2.  Filovent provides you with a customized provisioning file (Excel or PDF) which you fill in at your own pace with the desired products, and which we forward directly to our local partner. This is the option that combines personalization and peace of mind ;
3.  our local partner takes care of everything, depending on the boat and the base.

For cruises in the Caribbean, BVI, USVI, Bahamas, French Polynesia or Seychelles, the provisioning pack is strongly recommended: supermarkets are far from marinas and the time saved on arrival day is considerable. In the BVI, some charter companies even require provisioning through their dedicated partner in Tortola (Riteway, Bobby's Marketplace).

Provisioning: how it works step by step

Filovent works with dedicated partners depending on the destinations (for example Sailorsbreeze in the Mediterranean, Paradise Foods in the Caribbean, GustoCambusa in Sardinia, JAM in Croatia). In practical terms:

1.  upon signing your booking form, our concierge service sends you a standard email along the lines of « Need a transfer or provisioning? We take care of everything! » ;
2.  you receive a file (Excel, PDF or web link) listing the available options. Depending on the destination, you can pick a ready-made pack (basic / standard / gourmet) or customize item by item ;
3.  you confirm your list 15 to 30 days before departure at the latest ;
4.  Filovent passes your order to the local partner, who delivers directly on board before your arrival ;
5.  you pay for the provisioning either upstream via Filovent, or on the spot to the provider depending on the country.

Average budget per person per week (converted to USD, official invoice in euros):

These brackets vary considerably depending on the destination: French Polynesia and the Seychelles are 1.5 to 2 times more expensive than the Mediterranean.

Filovent or the charter company: who sells what?

Not all extras are sold by Filovent. Here is the general rule:

Extras sold by Filovent (through our concierge service): captain and hostess via our partners, provisioning via local partners, transfers, tourist packages (excursions, guided tours).

Extras sold directly by the charter company (settled at the base): water-sports equipment (paddleboard, kayak, scuba diving, mask/snorkel), Wi-Fi/4G hotspot in some cases, baby crib, snorkeling sets.

Extras that may be either: bed linen and towels (depending on the charter company, sometimes included, sometimes optional), 4G hotspot (depending on the partner).

If an extra appears in your Filovent quote but not in your charter company confirmation (or vice versa), contact our concierge service immediately to verify. This is one of the most frequent sources of friction at check-in.

The extras that depend on your destination

Some extras only make sense depending on your sailing area. Wi-Fi on board or 4G hotspot is crucial in remote areas (Grenadines, French Polynesia, Belize, Bahamas, BVI), and also useful in southern Dalmatia (Korčula, Lastovo, Vis) where coastal 4G is more temperamental than around Split. In central Croatia, Greece or the Balearics, 4G is generally excellent. US travelers should activate an international roaming plan with their carrier (T-Mobile Magenta and Verizon TravelPass include international roaming) or rent a local SIM card / 4G hotspot, since US plans do not include EU roaming by default.

Bed linen and towels follow logic specific to each charter company: included with some, supplementary with others. Our practical tip: get this clarified at booking to avoid nasty surprises at check-in. Water-sports leisure equipment (paddleboard, kayak, wakeboard) is available in limited quantity per base: first booked, first served.

Consumables and end-of-charter cleaning: what is paid on the spot

Several items are not negotiable in advance and are settled at check-in or check-out. Here is the detail to avoid surprises:

Security deposit: the deposit waiver option (insurance) is chosen upstream, but the physical deposit is always made on the spot, usually by credit card pre-authorization (Visa or MasterCard ; American Express acceptance varies by base, so confirm with your concierge contact in advance).

Gas: generally included in the basic package (1 or 2 bottles depending on duration). Beyond that, billing based on actual consumption.

Diesel: payable on arrival depending on the remaining gauge level. Allow $85 to $270 per week depending on the type of boat and engine usage (a power catamaran consumes more than a sailing monohull).

Water: billed according to the refills made during the charter. Common practice in Croatia, Greece and Turkey where harbor offices charge water per refill ($5 to $16 per refill).

End-of-charter cleaning: flat fee between $85 and $270 depending on the size of the boat, deducted from the deposit. If you return the boat spotless (which is never easy after a week at sea), some charter companies reduce the fee, to be negotiated at check-in.

The insurance reflex for long-haul destinations

For cruises in the Caribbean, French Polynesia, Seychelles or South-East Asia, remember to arrange your trip cancellation insurance and your medical evacuation coverage with US carriers such as AIG Travel Guard or IMG (International Medical Group). These protections must be taken out before departure, ideally at booking. For US travelers heading to remote destinations, we strongly recommend a policy with at least $250,000 in medical evacuation coverage and a CFAR (Cancel For Any Reason) rider, since standard travel insurance often does not cover charter cancellations triggered by personal reasons. Note that Medicare and most US health insurance plans do not cover medical care abroad.

To go further

To go deeper into preparing your cruise, see our dedicated pages:

→ Provisions and shopping: everything about provisioning and local providers ;

→ Charter with skipper: how our skipper service works ;

→ Flights and transfers: organizing your arrival to the marina ;

→ Our concierge service: your single point of contact from booking confirmation right through to your return from the cruise.

For any question on the extras of your file, contact your Filovent contact or our concierge service at +33 1 70 80 97 35 (international call to France).