Forty guests for dinner has quietly become seventy for drinks. A florist, a DJ, a lighting technician, four agency stews and two bodyguards want to come aboard tomorrow morning, and the DJ has emailed asking whether he can bring a smoke machine. This is the lesson where the party meets the regulations.
Capacity Is Not a Preference
The number of people a yacht may carry is not a matter of comfort or how many chairs fit on the aft deck. It is governed by the vessel's certificates, its flag state rules and its class — for example the distinction between a private yacht, a commercially registered yacht, and a passenger vessel. Limits may differ at anchor, alongside and at sea, and may cover persons on board in total, not just guests.
Never quote a number to a client. Establish the applicable limit with the captain, who will check the vessel's certification and the flag state requirements, and plan the event to that figure. If the client wants more people than the yacht may lawfully carry, the answer is a smaller list or a shoreside venue — not a favour.
Safety Planning for an Event
Work through this with the captain and safety officer:
- Muster and evacuation — how would seventy unfamiliar people, some in heels and some drunk, get off this vessel? Are exits clear? Who directs them?
- Crew roles — every crew member has a duty under the SMS. Event roles must not blind-side emergency duties.
- Fire — candles, naked flame, pyrotechnics, smoke machines interacting with detection systems. Nothing burns without the captain's approval.
- Water and man-overboard — passerelle, bathing platform, unlit side decks, guests near the water with a drink.
- Alcohol — a service plan, water available, and a means of cutting someone off.
- Tender movements — night operations, loading, sober guests, crew rest. Bridge decision.
- Medical — first aider identified, kit accessible, shore ambulance route known.
Contractors and Suppliers Aboard
Everyone who steps aboard is a security and safety exposure.
| Requirement | Why |
|---|---|
| Names and ID submitted in advance | ISPS access control; the Ship Security Plan governs who comes aboard |
| Screening and search at the passerelle | Required under the security regime; the SSO and captain own it |
| Proof of insurance / liability | They will damage something |
| Method statement / risk assessment | Rigging, power, hot work, heavy lifts |
| Escorted at all times | No unaccompanied contractor near guest areas or crew cabins |
| Crew supervision named | Each supplier group has a named crew shepherd |
| Confidentiality / NDA | Owner privacy; no photography, no social media |
| Induction on arrival | Muster, alarms, smoking, no-go areas, PPE, deck shoes |
Contractor access, screening and the level of security at the passerelle are governed by the vessel's Ship Security Plan under the ISPS Code where it applies, and by the captain and Ship Security Officer. The interior requests; the captain authorises.
Onboard Notes
- The guest list is the safety plan. Insist on a final, named list at a stated deadline, and hold the deadline.
- Protect the yacht: floor coverings, corner protection, lift and passerelle protection, and a photographic condition record before contractors start.
- If the captain says no, the answer is no. Your job is then to deliver the client a brilliant alternative, not to relitigate the decision.