Key Responsibilities and Required Skills for Yacht Planner

🎯 Role Definition

The Yacht Planner is a specialist responsible for planning and executing yacht itineraries, shore excursions, provisioning and logistics for private and charter yachts. This role combines maritime operational knowledge, customer-focused itinerary design, budget and supplier management, regulatory and port clearance experience, and strong communication with clients, captains and shore teams. Success in this role requires meticulous attention to detail, excellent vendor relationships, up-to-date knowledge of maritime regulations and weather routing, and the ability to deliver luxury guest experiences while maintaining safety and cost control.

📈 Career Progression

Typical Career Path

Entry Point From:

Yacht Operations Coordinator / Assistant Planner
Charter Broker Assistant or Charter Consultant
Deck Officer / Captain transitioning ashore

Advancement To:

Senior Yacht Planner / Charter Manager
Fleet Operations Manager / Yacht Operations Manager
Director of Charter Operations or Shore Support Director

Lateral Moves:

Charter Broker / Sales Manager
Shore Support Manager / Yacht Services Manager

Core Responsibilities

Primary Functions

Develop detailed, client-focused yacht itineraries for private and charter guests that balance guest preferences, local highlights, regulatory restrictions and safe navigational practices; include alternate plans for weather or operational changes.
Conduct passage planning and route optimization using charts, weather routing tools and AIS data to ensure safe, fuel-efficient and timely transits between ports and anchorages.
Coordinate all aspects of provisioning and inventory management for food, beverage, consumables and technical spares; liaise with suppliers to secure quality goods that meet dietary requirements and guest expectations while controlling cost.
Plan and manage shore excursions and onshore activities—book guides, transport, restaurants, private experiences and event logistics—ensuring vendor reliability and guest safety.
Arrange marina reservations, dockage, port clearances, customs and immigration formalities in coordination with agents and local authorities to guarantee punctual embarkation and disembarkation.
Prepare detailed pre-charter and pre-departure briefs for captains and crew, including weather forecasts, passage plans, tide calculations, fuel schedules and guest-specific requests.
Monitor weather, sea state and navigational warnings continuously; recommend itinerary adjustments and contingency plans to the captain and guests to maintain safety and comfort.
Negotiate and manage contracts with local suppliers, subcontractors and service providers (tenders, chauffeurs, guides, caterers), ensuring favorable terms, SLAs and quality control.
Manage charter budgets and financial reconciliations: prepare cost estimates, track expenditures, invoice clients and reconcile supplier invoices against actual spend.
Maintain and update digital planning systems, itinerary templates and charter manuals; input voyage data, supplier details and client preferences into CRM and operations platforms.
Act as the primary point of contact for clients during the planning phase and on-call during charters; respond professionally to inquiries, special requests and service recovery needs.
Coordinate medical and safety preparedness for charters—ensure availability of medical kits, medevac plans, emergency contacts and local medical facilities where required.
Oversee logistics for embarkation and disembarkation days: crew assignments, luggage handling, transport schedules, security checks and guest welcome arrangements.
Support crew scheduling and rostering in concert with the captain and HR/crew managers to ensure compliance with rest hours and staffing needs for guest services and safety.
Conduct risk assessments for proposed anchorages, dive sites and excursions; advise on safety equipment and liability mitigation steps for high-risk activities (e.g., watersports, heli transfers).
Source and coordinate specialist services such as helicopter transfers, SCUBA support, dive masters, event production and luxury vendors for bespoke charter elements.
Maintain up-to-date knowledge of international and local maritime regulations, port rules, health restrictions and customs requirements; ensure all documentation for the vessel and guests is compliant.
Create and distribute post-charter reports and debriefs that document itinerary performance, guest feedback, supplier performance and lessons learned for continuous improvement.
Implement sustainability and environmental best practices in itinerary planning (e.g., eco-friendly suppliers, waste management, sensitive-area restrictions) and advise clients accordingly.
Manage multi-vessel or fleet scheduling for charter programs, ensuring efficient allocation of vessels, crew and resources across overlapping charters.
Facilitate emergency response coordination between the captain, shore support, owners and authorities in the event of incidents, medical emergencies or operational disruptions.
Work closely with marketing and reservations teams to translate popular itineraries into marketable packages and support pricing strategies based on operational cost and experience value.

Secondary Functions

Support sales and reservation teams by providing accurate availability, turnkey itinerary packages and operational constraints for quoting.
Create marketing-ready itinerary copy, high-quality route maps and experience summaries to aid charter sales and SEO-focused web content.
Maintain an up-to-date vendor and marina contact database with performance notes, pricing updates and seasonal availability.
Contribute to the development of standard operating procedures (SOPs) for charter planning, safety checklists and guest service protocols.
Participate in training sessions for shore staff and crew on itinerary execution, guest communication expectations and emergency procedures.
Assist with post-charter quality assurance tasks, including supplier feedback, damage/loss reporting and inventory restocking coordination.

Required Skills & Competencies

Hard Skills (Technical)

Advanced itinerary planning and passage planning using nautical charts, Admiralty tools and electronic chart systems (ECDIS, Navionics).
Weather routing and interpretation of meteorological reports (GRIB files, synoptic charts, swell and wind analysis).
Port and marina operations knowledge, including berth reservation systems and local port authority procedures.
Customs, immigration and port clearance procedures for international charters (Schengen, EU, non-EU, Caribbean, Mediterranean protocols).
Expertise in provisioning and inventory management systems, including perishables handling, dietary accommodations and FIFO procedures.
Budgeting, cost control and commercial negotiation experience for supplier contracting and charter financial reconciliation.
Familiarity with charter booking/operations software and CRM tools (examples: Qnect, CharterWave, Informa, Salesforce).
Competence with AIS, radar basics, GPS navigation aids and maritime communications (VHF procedures).
Understanding of maritime safety systems, SOLAS basics, medical preparedness and emergency response planning.
Knowledge of local regulations and environmental protection protocols, including marine protected areas and anchoring restrictions.
Proficient in Microsoft Office (Excel modeling, budgeting sheets) and experience creating client-facing itinerary documents and maps.
Vendor and event logistics coordination, including sourcing specialty vendors (helicopter ops, dive operators, private chefs).

Soft Skills

Exceptional client-facing communication and interpersonal skills with luxury service orientation.
Strong attention to detail and meticulous planning mindset; anticipates operational issues before they arise.
Excellent negotiation and vendor-management capabilities with a results-driven approach.
High emotional intelligence and cultural sensitivity when working with international guests and diverse crews.
Problem-solving under pressure and calm decision-making during operational disruptions.
Strong organizational skills with the ability to manage multiple charters and competing priorities.
Collaborative team player who builds trust with captains, crew, agents and shore teams.
Adaptability and flexibility to accommodate last-minute itinerary changes and special requests.
Time management and deadline-driven execution for fast turnaround on quotes and confirmations.
Clear written communication for creation of pre-departure briefs, SOPs and post-charter reports.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent; maritime vocational training or hospitality certification preferred.

Preferred Education:

Bachelor’s degree in Maritime Studies, Hospitality Management, Tourism, Logistics, Business Administration or a related field.
Certifications in maritime operations, small vessel management or safety training (STCW, PADI/first aid) considered advantageous.

Relevant Fields of Study:

Maritime / Nautical Science
Hospitality & Tourism Management
Logistics and Supply Chain
Business Administration
Event Management

Experience Requirements

Typical Experience Range: 2–7 years working in yacht operations, charter planning, fleet logistics or related maritime/hospitality roles.

Preferred: 5+ years of direct yacht planner or charter operations experience, with demonstrable history planning itineraries for luxury charters, managing complex provisioning, and coordinating international port clearances. Experience with superyacht operations, multi-stop international itineraries and vendor networks in key cruising grounds (Mediterranean, Caribbean, Pacific) is highly desirable.