Planning the Perfect Event on a Superyacht Charter

It is hard to imagine a more incredible, memorable way to celebrate any special occasion than by spending time aboard a superyacht in the lap of luxury. From exquisite dinner parties with the finest haute cuisine to fun theme parties and all-night dancing, the options are endless, and the potential to create a truly remarkable event could not be better. Here at Simpson Superyachts, we have a range of stunning luxury vessels to choose from and years of experience in planning the perfect event. In this article, we will share some of the things we've learned along the way. Here are some of the magic ingredients you need to create the most sensational party your guests have ever attended.

Plan ahead

Hosting a party of any kind is exciting and can be a lot of fun. However, it can also be a nightmare if you don't plan carefully and try to think of everything without becoming obsessive. Throw into the mix the additional complications of planning a party on a luxury superyacht, and the stakes get even higher. If you are happy to accept help and advice, there is no reason to shoulder the burden of organising it all yourself.

• Seek help — From advice and guidance in choosing the perfect vessel for your requirements to innovative party themes and top-class catering, there are people whose business it is to create perfect events for others, and if you have the means, it makes sense to engage their services. 

Each person who approaches organising an event of this nature will do so in their style, and that’s understandable. However, there are some extra considerations when the event will take place on a superyacht.

Things to consider

Ask yourself the following questions about your event and the type of entertainment you might require:

• Will it be a social gathering of family and friends, or is it more of a corporate affair? This weighs very heavily on your choice of activities as corporate business people in suits may not relish groveling around on the floor during some zany activity. 

• What activities will be most appropriate for the guests you have?

• Are there any children or elderly attending? 

• Is the DJ aware of the age range of your guests and the type of music you prefer?

• Will there be an emcee to host the event? The beauty of hiring an emcee is that they will keep the flow of your event moving and prevent activity timings from drifting too wildly. 

• What time is each act or entertainment scheduled to happen? It makes little sense to book the rock band/stand-up comedian for the afternoon and the clown-faced magician for the evening. Think carefully about the vibe you want to create at specific times during the day and arrange them accordingly. Leave plenty of time for music and dancing towards the end of the event.

• Are there some fun games and competitions included? These can be chosen and adapted to suit all guests and can be a superb ice-breaker.

The vessel

Some superyachts are custom-designed and built with the concept of luxury entertainment at the forefront. Whether you need extra space to create the largest dance floor possible or a series of more intimate spaces for casino nights, the choice of vessel is key. Your superyacht representative will be happy to discuss options with you and highlight the most useful features of each vessel. Think about what aspects will best complement your event, including: 

• Larger spaces for live entertainment/DJs 

• Swimming pools and al-fresco decks

• Spa facilities and Jacuzzis

• Air conditioning

• State-of-the-art sound system and karaoke function 

• Barbecue facilities 

• Plush gathering spaces

• Quiet indoor spaces

• Movie theatres and entertainment rooms

Guests

Closely linked with planning and choosing the perfect vessel for your event is the number of guests you wish to invite. The last thing anybody wants is to feel cramped or uncomfortable while on board, so give your guest list due care and attention and be ruthless if you have to. Asking over a hundred people to join you is fine if planning a wild night of singing and dancing, but overwhelming and impractical if you’re going for the intimate soirée vibe. As a general rule, thirty people is perfect for a party atmosphere. 

• Talk to your rep and make appointments to inspect the most suitable superyachts before finalising your guest list and creating the invitations. 

Safety and respect for the vessel

Events held on waterborne vessels come with a set of specific risks and potential hazards. Your captain and crew should insist on a safety briefing with you and your service staff members before any guests arrive, agreeing on the non-negotiable aspects of your time on board. The best way to inform your guests of the safety rules and procedures is often to ask the captain to speak briefly to the whole group before the festivities begin. They can highlight any safety equipment and explain necessary procedures in case disaster strikes. This is also the perfect time to address the need to respect the vessel, keep it clean, and not abuse the privilege of being on board. 

Theme

Some people might associate themed parties with gaudier, wild events for lots of people. However, there are no rules to say you cannot introduce a more subtle theme for your event. It may only refer to colour schemes or other dress requirements and is a clever way to give any event cohesion and a unique, personal touch. Once you have decided on a suitable theme for your superyacht event, try incorporating it into everything from your bespoke invitations to the decorations and catering. Be wary of going over the top and consider your desired overall effect and intended ambience. 

Activities

The scale and nature of your event will have the most influence on the kinds of activities you opt for. If you have a theme, why not choose activities to match it? Contemplate the practicalities of each activity and whether it will work under the circumstances. There is no point arranging an ‘inflatables-across-the-pool’ race if everyone is dressed in dinner gowns and tuxedos.

That said, it doesn’t hurt to loosen people up a little and there are any number of games and activities suitable for all ages, dress styles, and levels of mobility. This is where a dedicated event planner will be a life-saving addition to your staff, allowing you to leave the details in their hands. Give them the range of ages of everybody who will attend and make sure they understand the general vibe you are going for. 

• Leave them to plan the activities and timings, oversee the plan once completed, and you’re done. 

Destination

Your choice of destination can play an integral part in the overall experience, so consider your options and answer the following questions: 

• Will the vessel set sail and find the most picturesque backdrops or remain berthed? 

• Are there any nearby islands where revelers can leave the vessel and party on the beach?

• Do you need to secure the best view of a particular event? For example, the fireworks on New Year’s Eve can be spectacular, so ensure your captain anchors the superyacht in the perfect place to take advantage of the view. 

Crew and staff members

A critical element of your experience is the superyacht crew and the staff members who will facilitate the event. Most superyacht charters will come with a captain and crew, depending on whether you plan to leave the harbour. Aside from some logistical practicalities and safety requirements, you should remain largely oblivious to the crew controlling the yacht. 

However, you are guaranteed to come into close contact with the service staff repeatedly before and during the event, so choose your service company wisely. Their attentiveness and courteousness can make a big impression and be the difference between a glowing feeling or a sour taste in the mouth. Due to the elite nature of superyacht events, it is unlikely that you will encounter unprofessional staff members or inappropriate behaviour. The reputations of the event organisers and service teams rely on flawless standards and exceptional service. Word of mouth is a powerful tool, if you have any relevant contacts, be sure to ask around for recommendations.

Making your guests feel special

Making thoughtful gestures and acquiescence to your guests is a lovely way to plant seeds of positivity and show just how much you value them. Your invitations could be personalised and specific to each invitee or come with a thoughtful gift. You might surprise your guests with spa treatments and beautician’s services on the morning of the event or offer them transportation to the marina. Spend time thinking about how to make your treasured guests feel special at all times; your efforts will not go unnoticed. Put yourself in their shoes and try to address any questions or issues you think they may have. 

• Outline the intended activities of the day and give some suggestions as to appropriate clothing and footwear. 

• Prepare some beautiful luxury gift bags to give out as a final gesture of your appreciation as they leave.

Decorations, lighting, and technology

Decorations: It’s perfectly understandable to want to decorate your chosen superyacht for events, and the following are all perfectly acceptable:

• Balloons

• Banners

• Streamers

• Flowers

• Candles (with some safety considerations) 

• Decorative elements

Remember that any decorations you put up must be taken down again once the festivities are over. Try to choose ones that will not be too tiresome to remove and will not damage any finish they are applied to. It is also important to note that some marinas frown heavily on balloons festooning the outside of vessels, and you may incur a fine if they are not removed before docking.

Lighting: Consider using LED lights to produce an attractive effect, whether the classy feel of white ones for dinner parties or coloured ones for a more fun, festive atmosphere.

Technology: Talk to your DJ and acts requiring elements of technology to perform. Modern superyachts will contain the latest technological equipment and should be able to handle almost any request. However, older, more traditional vessels may not be as advanced as excted, so find out beforehand and mention any requirements to your representative.

The devil in the details

Almost every single factor in the overall success of your superyacht event hinges on attention to even the tiny details once all major elements are in place and accounted for. Guests will notice and be impressed by subtle touches, from the delicate elegance of the canapés to the attentive-but-not-pestering nature of the staff. 
Be especially aware of elderly guests and designate particular staff members to monitor their comfort levels. Grandma may be craving a cup of tea and a few minutes away from the hubbub but feels too shy to ask. Your chosen employee will soon notice this and do everything possible to help. 

• Only the superhuman can hope to attend to every detail themselves, and life is too short for that level of micro-managing. Delegate tasks and decisions to trusted friends, family, or employees where appropriate. Remember that it’s supposed to be fun for you too!

The aftermath

Some superyacht events finish promptly at the advertised time, whereas others go on much longer. If your party runs into the next day, be prepared to cater to your guests and give them everything they need to feel comfortable and able to face the morning. This is not something you can decide on a whim, as a rotation of staff members and additional supplies for breakfasts will be required if your guests are staying overnight. Some other items or facilities you could provide include:

• Towels and bathroom accessories

• Spa treatments, massages, and detoxing smoothies

• Water toys to let people float on the waves as they recover

Contact us

We hope this article has whetted your appetite for a luxurious event and that you will consider partnering with Simpson Superyachts when choosing your perfect charter. We are incredibly proud to offer a range of top-tier superyachts and recommend taking a few moments to browse them today. Please do not hesitate to contact us with any questions or comments. We will be happy to discuss any aspect of our magnificent vessels and their suitability for your intended event.