When a meeting is held offshore literally a
sea change in planning tactics is in order. Following is a
comprehensive look at how to plan a cruise meeting, from
determining a group’s needs in advance to site inspection to
actually setting sail.
Diving In
Ideally, cruise meetings require 12 months lead time,
although some lines can accommodate groups on shorter notice. The
proper starting point for planners is typically a cruise line’s
meeting/incentive/charter department; for contact information,
visit www.cruising.org, the website for New York City-based
Cruise Lines International Association.
Before sending out requests for proposal, determine the
following.
Count heads. What is the total number of
attendees expected, and how many cabins will be required? Groups of
up to 30 will have a wide range of choices when it comes to cruise
lines or vessels that can accommodate them, while those with 500 or
more are limited to the larger lines.
Set a guest policy. Will attendees be
accompanied by guests? Are families included? Some cruise lines are
geared toward the family market, with activities planned for
different age groups (from tots to teens) and cabins that
accommodate up to four guests, while others have limited
accommodations for the under-21 set.
Consider charters. Cruise lines set limits for
group sizes that can be accommodated on regular sailings. At
Miami-based Carnival Cruise Lines, for example, up to 50 percent of
the cabins on a given ship can be booked by groups, according to
Richard Weinstein, Carnival’s vice president of corporate and
incentive sales. Carnival ships range in size from 742 to 1,487
cabins.
At Seattle-based Windstar Cruises, limits are set at 25 cabins
for the Wind Spirit and Wind Star, which accommodate 148 passengers
each, and 75 cabins on the 308-passenger Wind Surf.
For groups exceeding such limits, the meeting host has the
option of chartering a vessel. For the two 110-passenger ships in
the SeaDream Yacht Club’s fleet, groups of more than 50 must
charter, because “more than that might influence the demeanor of
the voyage,” says Bruce Setloff, director of the Coconut Grove,
Fla.-based luxury line.
Other reasons to consider charters:
" Is the meeting content highly confidential? If so, having the
entire vessel off-limits to any outsiders is a big plus.
" Want to tweak the itinerary? With a charter, that might be
possible, notes Jo Kling, co-founder of Coral Gables, Fla.-based
planning firm Landry & Kling, Meetings at Sea. However, you
cannot choose where the cruise begins and ends, and extra charges
might apply if you’d like to stop at different ports or if the
desired route requires more fuel.
" Will your group fill most of the staterooms? Chartering can
be expensive if your numbers fall short of expectations. At
Seattle-based Holland America Line, “If someone charters a ship,
they own all but three staterooms on board,” says Paul Shortall,
senior director of charter, incentive and international sales. “If
they do not fill the ship with guests, they actually get
penalized.”
" Would half the ship suffice? Larger ships might offer
half-charters. Carnival’s Richard Weinstein suggests this option to
planners who want all attendees to have ocean views, for instance.
“They can also get the late dinner seatings and shows to
themselves,” he notes.
Fitting in Meetings
How many meeting rooms are needed? When will meetings take place?
What are the necessary room sizes, configurations and seating
capacities? Other factors to keep in mind:
Check on A/V. What type of audiovisual and
technical equipment is needed for presentations? Most ships have
sound and lighting systems, stages and theaters. And they have
staff trained to operate the equipment at no extra cost. But for
truly sophisticated A/V needs, planners might prefer a modern ship
with purpose-built meeting space or else be willing to make a few
adjustments.
“If you have to do everything the same way you do it at a
hotel, you will drive yourself crazy,” says Jo Kling. For example,
she says, planners might find the ship does not have a single
50-by-50-foot screen, but its three large screens might serve just
as well.
And, if a few compromises are out of the question, firms can
bring in their own heavy-duty displays, props and production crews.
This needs to be hammered out before a contract is signed, notes
Kling.
Cruising for Tax Breaks?
Cruise meetings and conventions do not offer tax exemptions to sponsoring organizations unless the trip counts as an incentive. The Chicago-based Society of Incentive & Travel Executives (
www.site-intl.org) is preparing a publication on contracts, to be released this summer, that will include information on tax deductions for cruises.
However, in cases where attendees pay their own way (i.e., to attend association meetings), delegates can deduct up to $2,000 per year of their expenses for attending meetings on ships, according to David W. Norris, an associate in the Chicago, St. Louis and Washington, D.C.-based law firm of Howe & Hutton Ltd.; but first, the trip must meet all of the following requirements.
" The convention, seminar or meeting is related to their trade or business.
" The ship is registered in the United States.
" All of the ship’s ports of call are in the United States or in possessions thereof.
" Attendees’ tax returns must include two statements (one self-signed, one signed by an officer of the sponsoring firm) that each detail total days of the trip (not including transportation to/from port), a program of scheduled business activities during the meeting and total hours spent each day on those activities. -- L.G.
Outlining the Agenda
How much time is available for the meeting? Cruises typically run
between three and seven days; less typical are those that last 10
days or longer. Some cruise lines offer a variety of lengths,
others specialize in either long or short sailings.
How much work vs. play? Does the length of the
cruise allow enough time for fun as well as for work? What type of
meeting schedule is planned? For sessions in large rooms like the
main theater, meetings might have to avoid times when events or
rehearsals take place.
Remember travel time. Keep in mind that
attendees must travel to the ports of departure. In some cases, a
day is spent in transit getting to the ship and back home again.
That might have some bearing on the desired length of time at
sea.
Peruse itineraries. Consider where attendees
have been lately (resorts, cities, deserts, islands, etc.) or even
where they’ve never been (Alaska, Europe) when choosing a cruise
destination that will appeal to participants.
Also consider which departure and arrival ports will be most
convenient.
Will they golf? If many participants enjoy golfing, consider
itineraries that stop in ports with good courses nearby. Jo Kling
suggests finding out in advance if the course is available for
private events on the day or days the ship is in port.
Count dollars. The money factor will help
narrow down the appropriate cruise line, ship and/or length of the
program. Note that most costs guest rooms, meeting rooms, A/V, food
and beverage, and entertainment are included in the per-passenger
fee.
Check cabin class. What level of service or
accommodation is needed? What types of properties are the attendees
used to for land-based meetings? If they typically stay at a
Ritz-Carlton, says Holland America’s Paul Shortall, a deluxe cabin
with a veranda is probably their style, while attendees who
typically stay at a Marriott will find large regular staterooms
comparable.
Inspecting the Ship
After all of the preliminaries have been established and RFPs have
been sent out and returned, it’s time to check out the vessels
under consideration during port visits. Inspection tours can be
arranged through the cruise lines’ own meetings departments.
What to check. Site visits typically take
place in the small window of time between the end of one cruise (in
the morning) and the arrival of passengers for another (during the
same afternoon). During the inspection, planners can check out
different categories of accommodations, public areas, meeting
areas, restaurants, the pool, the spa and the fitness center.
But to really get a feel for service, food and beverage, or quality
of entertainment or to see how meeting space that doubles as a
theater, a disco or a bar at night appears the next morning, it’s
best for the planner to take part of an actual cruise on the ship,
recommends Shortall.
Ask about emergencies. Before finalizing a
contract, ask to review the cruise line’s emergency plans, and
retain copies for your own records. This should be reviewed and
coordinated with your organization’s own emergency protocols.
Negotiate the extras. As outlined in the
budget section, passenger and meeting fees are comprehensive. Add
to that list an exclusive hospitality desk for attendees for the
duration of the cruise.
But different lines have different pricing policies for extras,
and also different attitudes regarding negotiations. Among factors
that might play into their willingness to discount or provide
amenities is the time of the year the meeting will take place,
notes Kling.
Among the areas open to bargaining:
" Liquor (if it is not included, or if upgrades are at a
cost)
" Spa treatments
" Exclusive cocktail/final-night parties
" Rooms for planning staff or VIPs, or stateroom upgrades
" Exclusive use of a premier restaurant or high-end dining room
that typically charges additional fees
" Meeting materials (pads, pens, etc.)
" Extra A/V equipment
" Photography
" Amenities or promotional materials (room gifts, badge
holders, name tags, invitations for private events, etc.)
As in any type of meetings contract negotiations, “You are
never in a better position to make demands or requests than before
the booking is made,” says Kling. “If a cruise line is not
flexible, you need to look at other options.”
Expect to pay in advance. A deposit typically
is required at the time of booking, with subsequent payments made
in increments prior to the cruise. At Carnival, for example, final
payment is due 70 days prior to the sailing.
“Unlike hotels, cruise lines require full payment before the
meeting; the only bill they’ll have after is a master bill for
incidentals,” says Richard Weinstein.
Note: For charters, cruise lines typically require an
irrevocable letter of credit for the full amount of the cruise at
the time of booking. Payment schedules for half-charters are less
stringent (no letter of credit is required), but they might require
larger initial deposits.
Address gratuities. Cruise lines generally
require firms to prepay tips: The typical rate is $10 per day, per
passenger. For bar bills, 15 percent gratuities are the norm. For
corporate meetings, be sure passengers are aware the event sponsor
will be handling tips for the group.
If passengers are footing their own bill, as they might for an
association meeting, share with them the cruise line’s recommended
tipping structure.
List participants. Sixty days prior to
departure is the usual cruise line deadline to confirm attendee and
guest names.
Ship Shapes: One Size Does Not Fit All
All cruise ships are not alike. Following are vessel classifications, courtesy of cruise meeting specialists Landry & Kling, based in Coral Gables, Fla.
" Mega-liners typically have 800 to 1,500 cabins (many with private balconies), a variety of dining and entertainment venues, dedicated conference space, health clubs and spas. They usually offer three- to seven-night cruises, mostly in Alaska, the Bahamas and the Caribbean.
" Midsize ships feature 500 to 800 cabins and often provide more customization and group exclusivity than mega-liners. Most have entertainment and one or two restaurants with two seatings each for breakfast and dinner. These vessels also offer a greater variety of destinations than the mega-liners, which are restricted by their size. And, with fewer passengers, service might be better.
" Small vessels, with 200 to 500 cabins, usually promise a very high level of service. Many offer one seating in the dining room. They work well for half- or full-ship charters.
" Yacht-like ships have but 50 to 200 cabins; most offer very high levels of service and amenities, like butler service. Itineraries include Asia, the Caribbean, Europe and South America. Longer voyages than seven days are the norm.
" Riverboats, with 30 to 200 cabins, ply waters such as the Danube in Bavaria/Austria, the Nile in Egypt and America’s own Mississippi. -- L.G.
Signing Off
Before signing the contract for the cruise meeting, be sure to
check the line’s policy for refunds and/or contingency plans in the
event of cancellation.
Check the details. Other points the contract
should cover: dates, rates, amenities, number of guest rooms, the
attrition policy, meeting space and room setups, menus and dining
arrangements, liquor policy and prices, distribution of room gifts,
rehearsal times, and personnel requirements for meetings and
productions. It also should specify what incidental charges will be
billed to the master account and who is authorized to approve those
charges.
Understand the terms. Planners unfamiliar with
cruise terminology might want to consult with a marine attorney
before signing, even if their corporate lawyer must approve the
document.
Honing the Details
Other important logistics to be planned well in advance:
Exploring the shores. Are scheduled shore
excursions sufficient for your attendees, or is something more
exclusive in order? Planners can organize their own tours (directly
with tour operators or destination management firms) more in tune
with participants’ tastes.
If using the preplanned excursions, find out if the cruise line
allows guests to sign up (and prepay) for tours before the
trip.
Flying in. Cruise lines typically have their
own airfare departments, but Jo Kling steers planners away from
them. “Most firms feel the service offered is too limited for their
needs; cruise lines don’t pay a lot of attention to layovers,
connections, etc., since they have the right to book you any way
they want, on any route they want,” she says.
Airport to port. Similarly, ground
transportation to and from airports can be handled well enough by
the cruise line representatives, but planners might prefer to
organize their own.
Rooms on land. Do any attendees need pre- or
post-cruise accommodations? Find out early in the planning stage,
so properties can be booked in advance.
Plan a precon. Meeting and communicating with
the people who will pull off the cruise meeting typically the
ship’s guest relations manager and A/V staff is a bit more complex
than holding preconference meetings with hotel personnel.
If the planner takes a site inspection cruise after the
contract is signed, a meeting can be held then to go over
preliminary needs, followed up by the actual precon held in port on
the day of the sailing.
For meetings with considerably more complex logistics or
technical requirements, Jo Kling recommends planners take the
cruise just prior to the one they have contracted for, which will
allow them to meet with the ship’s staff in advance of the busy
turnaround day and those few short hours in port between two
cruises.