While some aspects of a cruise meeting may be easier than a land meeting, cruises come with their own set of challenges. Here are a few things to be aware of.
Choosing a Ship
While a mega ship with plenty of dazzle and onboard amenities might be right for some groups, it’s not for everyone. According to Jo Kling, co-owner of the Miami-based cruise meetings company Landry & Kling, choosing a ship takes the same kind of consideration as choosing a hotel.
“Putting the right passenger in the right ship is like a puzzle in that you do it piece by piece,” she says. “Just like any meeting, you have to look at the demographics. How big a ‘wow’ factor does the group need? If they’re a younger group bringing their kids, you will want children’s programs, sports, razzle-dazzle entertainment. A small deluxe ship may not have all this.”
When to Charter
When it comes to having it your way, there’s nothing like a charter. Groups get control of the ship and can often determine their own itinerary.
“Everything is yours—we can even fly the company flag from our mast,” says Tanya Barnette, director of incentive and charter sales, for Seabourn Cruise Line. “And you get the bragging rights—my company chartered a luxury ship for us.”
In general, cruise lines encourage groups who require more than 50 percent occupancy of a ship to charter, so as not to be a distraction for the other passengers.
While Kling says a charter “can be like the icing on a cake,” she notes that it’s not always the best way to go.
“With 800 people you can charter a ship, but it might not be the right choice,” she says. “While the ship can accommodate them, is there a room big enough to seat everyone at the awards ceremony? You have to figure in the size, the budget, the demographics, the time of year.”
Book Ahead
With cruises gaining in popularity and many ships going out full these days, the optimal booking window for cruise meetings is lengthening. Experts recommend booking a year to 18 months ahead, if possible. Along with securing the desired number of staterooms, it’s also essential to secure the meeting space.
Negotiate for Extras
Depending on the time of year, planners can sometimes negotiate for discounts on amenities such as spa treatments, liquor, private cocktail parties, stateroom upgrades, photography, room gifts, and other items.
