The principal announces at breakfast that the family would like to see the temples, have lunch somewhere spectacular, and be back for a 17:00 swim. There are nine of them, two are elderly, one is in a wheelchair, and the anchorage is forty minutes by tender from anywhere. You have three hours to make this real.
The Shore Excursion as a Managed Operation
An excursion is a small logistics project with a service wrapper. Plan it backwards from the return time.
- Numbers and profile — who is going, mobility, age, languages, children.
- Timings — tender departure, transfer, activity duration, buffer, return. Build in at least 30 minutes of slack; guests are never ready on time.
- Guide — vetted, licensed, briefed on names, sensitivities and confidentiality.
- Comfort kit — water, towels, sunscreen, hats, wet wipes, cash, a charged phone, umbrella, spare shoes.
- Contingency — what happens if it rains, if someone tires, if the sea builds and the tender ride back becomes uncomfortable.
- Medical and safety — nearest clinic, allergy medication, who carries the guest's EpiPen or insulin.
Reservations
Restaurants and clubs are where itineraries die. Manage them like contracts.
| Step | Detail |
|---|---|
| Book early | Prime tables in season go weeks ahead; hold options and release them |
| Confirm in writing | Date, time, covers, table location, dietary needs, dress code, cost |
| Reconfirm | 24-48 hours before, and again on the day |
| Brief the venue | Names, allergies, seating hierarchy, discretion, no photography |
| Payment | Agree in advance who pays and how; account, card or cash. Confirm with purser or captain |
| Cancellation | Know the deadline and the penalty for every booking |
Keep a live booking sheet with confirmation numbers and a named human contact at each venue. A name and a mobile number beat an email address at 20:45 on a Saturday.
Guest Transport
| Mode | Interior owns | Bridge or purser owns |
|---|---|---|
| Tender | Guest readiness, comfort, timings, provisioning aboard | Tender operation, crew, safety brief, load, sea state, night limits |
| Cars | Booking, quality, meet-and-greet, luggage | Payment authority, security arrangements |
| Helicopter | Guest timing, baggage, comfort | Helideck ops, permissions, weight and safety — captain absolutely |
| Private jet | Arrival timing into the itinerary, transfers | Handling agent, customs, crew travel |
Never commit a tender movement, a helicopter arrival or a night transfer without the bridge. Sea state, darkness, tender manning and the vessel's SMS may prohibit it, and the captain's decision is final.
Timing Against Two Clocks
An itinerary must satisfy the guest's rhythm (late risers, long lunches, the child's nap, the principal's calls with New York) and the vessel's passage plan (distance, weather window, fuel, clearance, crew rest). The interior owns the first clock. The bridge owns the second. Your value is holding both in view and warning early when they conflict.
Onboard Notes
- Always have a plan B that requires no shore transport at all. Weather turns and guests still need to eat.
- Send an interior crew member ahead to a first-time venue where possible; ten minutes of reconnaissance prevents an hour of embarrassment.
- Deposit and cancellation fees are real money. Get the captain or purser to authorise anything significant before you commit the vessel.