The charter preference sheet is the most useful document an interior team receives, and the one that is most often read too quickly. Guests fill it in days before arrival, sometimes with a broker's help, sometimes alone in an airport lounge, and the answers range from precise ("2015 Dom Pérignon, nothing else") to vague ("we like red"). How you read the sheet decides whether the drinks on the first evening feel chosen or merely stocked. This guide sets out how to turn the answers into an order.
Where the sheet comes from
Most sheets arrive from the charter broker, often as part of a larger guest brief with dietary and activity information. Some yachts use their own form, and some suppliers, including us, offer an online form so that a guest or a broker can set out drinks preferences directly. Our charter preferences page is for guests, and our charter partner page is for brokers. Whichever route you use, chase the sheet around ten days before the charter, because the order, the delivery and any special sourcing all depend on it.
What a good sheet contains
- Who is coming: adults, children, ages and how many actually drink.
- Preferred styles of wine, and any named wines or producers.
- Champagne preference, including brand, style and whether rosé is wanted.
- Spirits, mixers and favourite cocktails.
- Non-alcoholic preferences and dietary or religious requirements.
- Allergies and intolerances.
- Celebrations, such as a birthday or anniversary, and any surprise to prepare.
If a section is blank, ask. A blank section is often a section nobody thought about, and a one line question to the broker usually brings a useful answer.
Turning answers into actions
"We like dry white"
This is a starting point, not a brief. Ask whether dry means crisp and mineral, such as Sancerre or Chablis, or simply not sweet. Guests who say dry white are often happy with a good range, but check whether oak is welcome. Our guide to Chardonnay explains why the answer matters.
A named wine or vintage
Treat it as a promise. If a guest names a bottle, source it early, confirm the vintage and keep a second bottle in reserve. Rare wines and older vintages take time to find, which is why the sheet should reach your supplier as soon as it reaches you. Our piece on how we source rare wines shows what the process involves.
"Red only"
A guest who drinks only red still needs something cold at the beach. Offer a light, chilled red such as a Beaujolais or a Loire red for lunch, and keep fuller reds for dinner. Mention the choice, but do not insist.
"Organic, natural or vegan"
Ask which of the three matters, since they mean different things. Organic refers to the vineyard, natural to the cellar practice, and vegan to the absence of animal products in fining. Our explainers on organic and biodynamic and vegan wine help, and our vegan collection and biodynamic collection give you somewhere to start.
"No alcohol"
Take it seriously. A guest who does not drink should not be handed water and a lime. Plan a proper menu of alcohol-free drinks, as described in the guide to low and no alcohol provisioning.
A cocktail named
List the ingredients for every named cocktail and check each against the bar. A missing vermouth or the wrong bitter is the sort of gap that is invisible until the first request. The yacht bar spirits checklist covers the usual set.
Allergies and intolerances
Treat every entry as a safety question and not a preference. Sulphites, egg white in sours, nuts in some liqueurs and gluten in some beers and spirits all appear on sheets. If you are not sure whether a drink contains an ingredient, check the label or ask your supplier before service, and record the answer so that the next shift does not have to guess.
Common traps in preference sheets
- The sheet was filled in by an assistant. It may reflect what the principal drank on one occasion and not what the whole party prefers. Ask the broker whether anyone else in the group has views.
- "We will drink anything." Nobody drinks anything. Choose a balanced list, and watch the first evening to learn what the group actually reaches for.
- Two guests, two opinions. Couples often disagree about wine. Where the sheet gives two answers, stock both and let the table choose.
- Younger guests. Teenagers and young adults on a family charter need a thoughtful soft drinks and mocktail offer, and a clear agreement with the parents about what may be served.
- Prices and brands implied by the sheet. A guest who names a prestige Champagne is also telling you what level to aim for in the rest of the list.
Balancing the sheet against the budget
Once the list is drafted, share it with the captain with a quantity and a price. If the preferences exceed the allowance, decide what to protect. Named bottles and the Champagne that opens the charter usually matter most, while the everyday lunch wine is the best place to find savings. Our guide to how much wine per guest per day helps you size the order.
When there is no sheet
Some charters begin with almost nothing. In that case, build a balanced list that covers the common ground: a Champagne, a crisp white, a Provence rosé, a fuller white, a fruit-driven red, a structured red, a serious spirits shelf and alcohol-free options. Our guide to building a superyacht wine list is made for this situation. During the first evening, watch what is poured and finished, and adjust.
Close the loop
The sheet is also the start of a record. Note what was ordered, what was drunk and what was asked for. For repeat guests, that record is worth more than any form, and it is part of the handover when crew change. Our cellar management service is built around exactly that handover.
Frequently asked questions
What is a charter preference sheet?
It is the form completed by charter guests or their broker that sets out food and drink preferences, dietary needs and special occasions, so that the interior team can prepare before arrival.
How early should I request the sheet?
Around ten days before the charter, so that there is time to source named wines and arrange delivery.
What if guests change their minds after the sheet?
It happens. Keep a margin in the order and a supplier who can deliver at short notice. On the Riviera we deliver with our own vans.
Can you work from the sheet directly?
Yes. Send us the sheet, the dates and the berth, and we will propose an order and quote.
