Provisioning a charter is mostly a matter of order and timing. The wine and spirits are easy to choose once you know the guests, the budget and the dates; the difficulty is that each of those becomes clear at a different point in the weeks before departure, and a delivery that arrives a day late costs far more than a bottle that was a little expensive. This timeline sets out what to settle, and when, for a Mediterranean charter supplied from the French Riviera.
Six to eight weeks before: the brief and the budget
- Get the charter dates, the number of guests, the itinerary and the broker's brief.
- Agree with the captain how much of the advance provisioning allowance is available for wine and spirits. Our piece on the captain's role in APA management explains why this conversation needs to happen early.
- Audit the cellar. Count what is aboard, what is reserved for the owner and what is running down. The checklist in six wine cellar fails will find the gaps.
- If this is a peak week, such as a show, August or the Christmas and New Year period, start the supplier conversation now.
Four weeks before: ask for the preference sheet
Request the guest preferences from the broker as soon as the booking is firm. If guests have named a wine, a vintage or a hard to find bottle, tell your supplier immediately, since sourcing takes longer than a standard order. Read the sheet carefully using our guide to reading a charter preference sheet.
Two to three weeks before: place the main order
This is the point where most orders should be placed. It gives time to source, to confirm availability and to arrange delivery, and in peak weeks it protects you from the choice narrowing. Build the list from the preferences, size it with our guide to how much wine per guest per day, and use the order builder or send us the list for a quote.
Decide the tax route at the same time. A standard delivery to a yacht in the EU carries the VAT of the delivery country. A tax-free ship's stores order needs documents and 48 hours' notice, and it must be requested when you order. The rules are set out in our guide to VAT and duty on yacht wine.
Ten days before: confirm the list
- Chase the preference sheet if it has not arrived.
- Reconcile the order against the sheet. Does every named wine appear? Is there a non-alcoholic option for every non-drinker?
- Check the bar against the cocktails requested, using the yacht bar spirits checklist.
- Confirm the budget with the captain and obtain the sign off.
Five days before: plan the delivery
Agree the delivery date, the berth, the access arrangements and who will receive the goods. Lead times depend on where you are. On the Riviera our own vans deliver the same day to Nice, Antibes, Cannes and Monaco, and the same or next day to Saint-Tropez. Elsewhere in France delivery is typically one to two working days, and mainland EU one to three, for orders placed before 2pm, with an extra day for islands. Our delivery options page has the current detail, and our yacht wine supplier page explains how we supply further afield. Tell the marina, the agent and the security staff in advance, since a delivery that is turned away at the gate loses a day.
Forty-eight hours before: prepare to receive
- Clear and cool the storage area, and have the fridges running.
- Prepare ice, buckets and a cold space for the Champagne and white wine.
- Assign a receiver with a copy of the order and the authority to sign.
Delivery day: receive properly
- Check the count against the order and open any case that looks damaged.
- Check the vintages and sizes, especially for named bottles.
- Feel the cases. Wine that arrives warm on a hot day has been poorly handled.
- Report problems the same day, with photographs, so that they can be corrected before guests arrive.
- Store at once. Champagne and whites into the cold, reds into the cool store, spirits in the bar. Do not leave cases on deck or on the quay.
Our article on same day delivery to the dock explains why the cold chain matters on a hot pontoon.
During the charter: top up, do not scramble
Keep a daily record of what is opened and what is low. By day three you will know what the guests actually drink, and a short top-up order for the second half of the week is easier than a large one at the start. If a guest changes their mind about a wine, the earlier you tell your supplier the more likely it can be sourced.
After the charter: close the loop
- Record what was drunk and what remains.
- Write down what the guests enjoyed, for repeat charters and for the handover to the next stewardess.
- Return unopened stock to the cellar record and rotate it to the front.
A cellar record that is kept like this is far easier to manage over a season. We describe the approach on our yacht wine cellar management page.
Choosing a supplier who fits the timeline
A timeline works only if your supplier works to it. Look for one that confirms stock rather than quoting a list, delivers with its own transport and keeps the wine cold from warehouse to pontoon. Our honest guide to choosing a yacht wine supplier gives the questions to ask.
Frequently asked questions
How far in advance should I order wine for a yacht charter?
Two to three weeks before is a good target for the main order, with named or rare bottles requested as soon as the guests are known.
Can I order wine at short notice?
Often, yes. On the Riviera our vans deliver the same day to many ports, but choice and rare wines are wider with notice.
What should I check when the delivery arrives?
Count, vintages and sizes, breakages and temperature. Report any problem the same day and store the wine immediately.
Do I need to tell my supplier about tax-free stores when I order?
Yes. A tax-free ship's stores order needs documents and 48 hours' notice, and must be requested when you order because the tax cannot be reclaimed afterwards.
