Cruise Program Checklist

     AFTER CONTRACT IS SIGNED WITH CRUISE LINE

• Mark cruise line deposit due dates and attrition dates (as apply) on calendar as a reminder
• Prepare preliminary Program Summary chart
• Request dining room chart from cruise line
• Prepare initial program timeline
• Block public room space/dining tables for group events with cruise line (even if only tentative at this time)
• Begin researching air carriers and air lift availability if providing air
• Begin researching ground operators for transportation needs
• Begin researching a DMC (Destination Management Company) if planning group shore excursions or special shore side events
• Determine staffing needs and check staff availability

90 DAYS PRIOR TO SAILING - Make decisions regarding the following items:

• Number of master accounts to be set up onboard
• Group or individual passenger photos desired
• If transfers are needed, choose transportation company
• Special turndown gift
• Onboard amenities, gifts for VIPs
• Choose a DMC If offering custom shore excursions or special shore side events
• Dining seating (open seating, assigned seating, VIP seating, etc.)
• Secure staff needed onsite

60 DAYS PRIOR TO SAILING

• Prepare passenger manifest with air cities & cabin assignments
• Advise cruise line of any special requests/needs for passengers (medical, special occasions, etc.)
• Dining room table assignments (if not open seating)
• Reconfirm any land arrangements needed

• Send dining room table assignments to cruise line if not open seating
• Send list of VIPs and any requests to cruise line
• If using a pre-hotel, forward rooming list to hotel
• Prepare any customized letters/notices
• Order any signage needed onboard
• Confirm all transfer requirements to transportation company

     30 DAYS PRIOR TO SAILING

• Send final agenda to cruise line
• Prepare program manifests

    3-4 WEEKS PRIOR TO SAILING

• Forward monies for master accounts to cruise line
• Receive cruise documents from cruise line
• Forward cruise documents to attendees
• Set up pre-con meeting with ship
• Finalize all onboard events with cruise line