FAQ
It varies widely based on ship or resort category, destination, and season, from budget-friendly to luxury options. Sharing your program requirements lets a broker source accurate pricing for your specific program.
Less than you'd think. A properly built proposal already itemizes gratuities, taxes, and port and resort fees, so those won't come as a surprise. What varies by brand is whether things like drink packages, specialty dining, excursions, Wi-Fi, and outside AV or event vendors are included or charged separately.
Resorts typically include accommodations, meals, entertainment, drinks, Wi-Fi and activities as the baseline. Excursions, premium spirits and upgraded menu items are typically an added cost. Resort fees and taxes are almost always built into the rate, while gratuities vary by brand.
Cruise lines include accommodations, meals, entertainment and activities as the baseline. Port fees, taxes and gratuities are almost always built into the rate. Some cruise lines may include drinks, Wi-Fi and excursions. Top shelf spirits, specialty dining and upgraded menu items can have an additional cost.
Often yes. Solo travelers in a double-occupancy room typically pay 50-100% more, though some suppliers offer solo-friendly rates or dedicated solo rooms.
An attrition clause sets how much of your room block you're allowed to release without penalty, typically a percentage, by set dates leading up to the event. Penalties apply only to rooms released in excess of that allowance, and the exact calculation, whether it's the room rate, a percentage of it, or broader contracted revenue, would be detailed in the contract.
Most group contracts start with a deposit at signing and spread the remaining balance across two to three additional payments in the months leading up to departure, with a final payment typically due 60-120 days before sailing. The exact percentages and timing vary by supplier, cruise length, and whether it's group space or a full charter.
A force majeure clause frees both parties from liability when an extraordinary, uncontrollable event prevents the program from happening as planned. It typically lists which specific events qualify and requires written notice within a set window once the event occurs. On cruise contracts, the right to invoke the clause typically belongs to the cruise line.
VAT (Value Added Tax) is a consumption tax common outside the U.S., typically 15-25%. On cruises, it applies to onboard purchases when every port on the itinerary is within the EU. For sailings that include at least one non-EU port, like Turkey or Montenegro, VAT only applies while docked in EU ports rather than the entire voyage. Missing the non-EU port, even due to weather, can trigger VAT for the entire cruise retroactively. At resorts, VAT is generally already built into the listed price rather than added separately.
Earlier is generally better, especially for larger groups or full-ship charters. We recommend starting as early as 24 months for buyouts/charters and 18 months for group space.
Not necessarily. While it's not the norm, it is always predicated on availability. Buy the Sea has booked programs as close in as one month prior to sailing.
This varies, sourcing and negotiating typically takes a few weeks to a few months. Timing depends on complexity of the program, and can be affected by supplier response times or how long a client's internal system takes to approve the contract.
An in person visit to a ship or resort to confirm it meets your program's needs. Touring meeting space, guest rooms, and dining facilities. We highly recommend a site inspection prior to chartering or buying out a property.
Site inspections can occur before or after signing a contract. In both cases, Buy the Sea can arrange the site inspection.
Most cruise lines define a group as 8 cabins or 16 people, though some require more. All-inclusive resorts set their own room and length-of-stay minimums, often a minimum stay of 3 nights, to qualify for group perks. Below those thresholds, the supplier's group benefits may not apply.
On average, once a group exceeds about 50% of a ship's or resort's capacity, a charter or buyout becomes the better fit, though the exact threshold varies by brand. Luxury brands and river cruise lines tend to set that threshold lower.
There's no fixed number, it depends on the ship's total capacity and your budget. The goal is a ship sized close to your group.
A tandem charter pairs two or more vessels sailing identical itineraries as one program, typically used when a group is too large for a single ship's capacity. The ships anchor near each other at each port and share group activities, excursions, and events.
Yes, many cruise lines and resorts are designed with a wide range of activities across all ages, from kids' clubs and pools to teen spaces and adult programming, all within the same property or ship.
Yes, some cruise lines and resort brands operate as adult-only or skew toward a more adult-focused atmosphere.
Many resorts pair an adults-only property with a family-friendly one on the same grounds, letting adults move freely between both sides while children stay within the family-friendly area. Some ships offer a similar setup with designated adult-only zones alongside family spaces. This keeps the group together on one property or one ship rather than splitting across two separate events.
Yes. Exclusivity isn't only about owning the whole ship, it's about owning key moments within it. Groups create this through private restaurant buyouts, reserved venues as gathering points, and through shared experiences like private shore excursions, cocktail receptions, or cooking classes.
The experience is broadly aspirational and gives your participants meaningful choice. Attendees are given a wide range of dining, excursions, wellness, and entertainment options within one program, and Cruises are also well-documented as motivating. According to a 2024 Incentive Research Foundation study, 75% of respondents said a cruise experience was desirable regardless of the destination.
Being together in one contained environment, at sea or at a resort, is widely recognized in the incentive travel industry as fostering stronger engagement and camaraderie, since there's less pull from outside distractions.
Yes. According to Incentive Research Foundation research, ample free time to relax is rated the most important priority for incentive trip attendees, with 84.5% calling it extremely or somewhat important, more than any other program feature.
Yes, tiered cabin or room categories, private pool, beach, or deck access, and dedicated venues let you reward differently within the same program on either a cruise or at a resort.
Quite important. Where you start can affect how future programs land with attendees. A first trip to somewhere aspirational can make the following year's program feel like a step down if the next destination is not on the same level, even if it's still a great trip. It's worth thinking about the sequence of destinations across multiple years, not just the merits of each one in isolation.
Many do, ranging from emissions reduction goals to local sourcing and waste reduction programs. Specifics vary significantly by brand.
Consider which destinations interest you, since not every category sails everywhere, Expedition lines reach places like Antarctica and the Galápagos, River lines follow specific waterways, while Contemporary and Premium lines cover broader routes. Trip length also varies by category, some offer short 3-5 night sailings, others run longer. From there, it comes down to the onboard experience you want, entertainment, luxury level, and atmosphere.
Start with the region and destination that interest you, since resort styles and atmospheres vary by location. From there, consider whether you want a family-friendly property, an adults-only one, or a resort that offers both on the same grounds. Level of luxury and the specific inclusions of the rate also vary significantly by property, so it's worth matching those to what matters most to you.
The Caribbean is a year round destination with winter months being most popular. The Mediterranean's peak season runs roughly May through September.
River ships create a relaxed, intimate experience and are perfect for chartering. These ships dock in the heart of town giving groups direct access to explore each destination.
A round trip sailing departs and returns to the same port. An open jaw sailing embarks and disembarks at different ports.
River cruises sail inland waterways, docking directly in town centers at a slower, more immersive pace. Ocean cruises sail coastal and open water.
An ocean-view cabin has a window or porthole with a view but no outdoor space. A balcony cabin, sometimes called a veranda, includes a private outdoor area. River ships often use different terms for similar options, a fixed window is typically called a river-view cabin, and a French balcony has floor-to-ceiling doors that open but no space to step outside.
Inter-porting refers to a cruise line offering multiple embarkation points on the same ship, either by letting passengers choose between different starting ports for the same sailing, or by running overlapping segments where different groups of passengers board and disembark on different days during the ship's continuous rotation, for example, one group sailing Sunday to Sunday while another sails Tuesday to Tuesday, all aboard the same vessel at the same time.
Meeting space and standard AV equipment are often complimentary. Some cruise lines and resorts require their own technicians to operate or customize the setup, at an added cost. Resorts typically charge extra for meetings or events held on the beach.
Yes. Meeting space at all-inclusive resorts can range from a few thousand square feet to well over 100,000 square feet, with main ballrooms often exceeding 10,000 square feet.
Yes. Many cruise ships carry dedicated meeting and conference space, along with large theaters that can host general sessions and award ceremonies.
For resorts, most all-inclusive properties have a preferred vendor list for AV and décor, while exceptions for outside vendors can be made, they're not always permitted. For cruises, you can generally bring outside entertainment on a full-ship charter, but not with standard group space.
Usually yes, though policies and restrictions vary by supplier and should be confirmed in advance, especially for commercial use.
Generally no. Flying a drone from a ship is banned across almost every cruise line, and most private islands and resorts prohibit guest drone use entirely. Some suppliers make an exception for a pre-approved, professionally licensed drone operator hired for a specific event.
Yes, attendees can book excursions independently through the cruise line, resort, or a third-party DMC, separate from anything arranged for the group as a whole.
Private group excursions can be arranged through our operations team in coordination with the cruise line or resort's group department or through a third-party DMC, which we would be happy to connect you with.
Rooming lists are usually due 60-90 days before departure. Whether a change carries a fee, and how much, varies by both cruise line and resort.
For resorts, yes. Most contracts include a clause stating the group rate applies a set number of days before and after the program, subject to availability. Attendees who are extending their stay need to be identified in the rooming list so the resort can honor that rate.
Not without approval from their company's events team. It's Buy the Sea's policy not to approve any upgrade request without written approval from the client, so an attendee can't upgrade themselves unless their events team has explicitly authorized it.
Cruise lines and resorts are well-equipped to handle dietary needs at scale but need advance notice. Standard accommodations like gluten-free, allergen-free, or vegetarian options typically do not require advanced notice.
This varies by destination. Caribbean and Mediterranean tours can be anywhere from $50-$500 per person, while destinations like Alaska or Tahiti can run several hundred dollars more. Some luxury, expedition, and river cruises include standard excursions at no additional cost.
Yes, for cruise lines and resorts where drinks are included they are really unlimited, though top-shelf or specialty brands may incur an additional cost. If a drink package is purchased separately, there could be a cap on the number of alcoholic drinks per day.
The included gratuities cover cabin and dining staff on ships and general staff at all-inclusive resorts. Any staff associated with drinks, excursions, transportation or spa treatments that are purchased at an additional cost are not covered by the included gratuity. Tipping on top of an included gratuity isn't required, but it's always a welcomed gesture for exceptional service.
It varies by brand and category. Most all-inclusive resorts include Wi-Fi. On cruises, Contemporary and Premium lines typically sell internet packages separately, while Luxury, Boutique, Expedition, and River lines usually include it.
It depends on the resort. Transportation isn't always a standard inclusion, and some resorts might only include it once you book a minimum number of nights.
Some resorts have a standing policy of free stays for young children, often toddlers and under. Broader "kids stay free" offers for older children are more often seasonal promotions tied to specific booking and travel windows rather than a year-round policy.
It depends on the category. Contemporary, Premium, Luxury, and Boutique ships typically offer pools, entertainment, dining venues, spas, and activities. River and Expedition ships typically offer an experience built around lounges, lectures, and cultural entertainment.
Yes, most offer nightly shows, live music, or themed events as part of the all-inclusive experience.
Most ships use Starlink, delivering speeds and reliability close to home broadband, generally enough for email, video calls, and everyday connectivity.
Most ships do, with size and amenities varying by category, larger ships typically offer full fitness centers and spa facilities, while smaller vessels offer a more compact version of both.
Most ships offer laundry service, either self-service machines or a paid valet service, and some luxury lines include it for the highest level suites at no charge. Self-service availability varies by ship. Availability at resorts varies by property.
On a cruise ship, you link a credit or debit card, or a cash deposit, to an onboard account at check-in, and your key card is used to charge everything. At an all-inclusive resort, most of your stay is already prepaid, so your wristband or room key mainly covers incidentals, like premium drinks, spa treatments, or off-property excursions, with a card or cash deposit held at check-in to cover those extras.
A small day bag for excursions is a commonly overlooked essential.
Surge-protected power strips, irons, steamers, candles, and other heat-producing or open-flame items are banned across virtually every cruise line due to fire risk.
Most cruise lines do not have any weight or size limitations for luggage. However, River ships often restrict guests to one suitcase per person.
Contemporary and Premium lines typically limit outside alcohol to one or two bottles of wine or Champagne per cabin, often with a corkage fee for drinking it outside your room. Resort policies vary broadly by property.
Yes. Many cruises embark from ports outside the U.S., in the Caribbean, Europe, or elsewhere, so attendees fly directly there without ever needing to enter the U.S. Resorts located outside the U.S. allow international attendees to sidestep U.S. entry and visa requirements as well.
Policies vary by cruise line, some allow the attendee to join at the next port, though this isn't guaranteed.
No, immigration is typically cleared using the ship's manifest rather than checking each passenger individually at every port. Individual customs and immigration screening generally only happens at final disembarkation.
You're typically responsible for arranging your own transportation to the next port. Contact the cruise line immediately, they can mark your reservation to join at the next port and hold your cabin and belongings in the meantime.
For closed-loop cruises (same U.S. port to start and end), many lines accept a government-issued photo ID plus an official birth certificate with a raised seal, not a copy.
It varies by line, category, and departure port. On ocean-going ships, the drinking age is generally 21 for departures from North America, and often 18 for departures from Europe, South America, Asia, or Australia. River cruise lines typically set a flat drinking age of 21 regardless of departure region. Gambling age is typically 18, though several lines set it at 21 for every sailing, and Alaska sailings require 21 regardless of the line.
The law that actually applies is the Passenger Vessel Services Act, though it's commonly called the Jones Act. Since almost all cruise ships are foreign-flagged, a round-trip cruise returning to the same U.S. port needs at least one foreign port stop, and a cruise that starts and ends at two different U.S. ports needs a foreign port considered "distant," generally outside North America, Central America, Bermuda, and most of the Caribbean.
It depends on both the law and the cruise line's own policy. Leaving early at a different U.S. port than where you started can violate the Passenger Vessel Services Act, and the cruise line may be fined. While leaving early at a foreign port is generally legal, it requires advance notice and approval, and many cruise lines have policies that do not allow passengers to disembark early. Medical emergencies allow for exceptions to these rules.
Most Cruise ships are required to meet ADA standards, with roughly 3% of cabins accessible and all public spaces, dining rooms, lounges, theaters, and pools, meeting those requirements. Resorts vary by property, but most offer accessible rooms, ramps, and elevators.
Yes, most cruise lines and resorts accommodate trained service animals, though you must notifying the supplier in advance and checking destination-specific requirements.
Cruise lines use multiple layers of screening before anyone boards, including ID checks against law-enforcement databases and screening of carry-on and checked baggage, and this repeats every time a guest leaves and re-boards at a port. Ships also maintain 24/7 CCTV surveillance and dedicated security teams, often led by former law enforcement or military professionals. All-inclusive resorts typically operate behind a gated perimeter, with every arriving guest checked against an approved list before being let onto the property. Resorts also maintain 24-hour security patrols, CCTV coverage, and in some cases wristband systems or a partnership with local police for an on-site presence.
Cruise ships use onboard radar, satellite tracking, and dedicated meteorologists to monitor storms, typically with several days of advance warning, giving the captain time to reroute around a hurricane rather than sail into it. Full cancellations are rare since ships can usually just sail a different way. All-inclusive resorts generally classify a hurricane as a force majeure event, and many maintain a dedicated hurricane policy outlining their protocol.
Cruise ships have onboard medical centers staffed by licensed physicians and nurses, capable of stabilizing serious conditions and coordinating evacuation or transfer to a hospital when needed. Many all-inclusive resorts have on-site medical staff as well, ranging from a nurse to a doctor on call, and can arrange transfer to a local hospital for anything beyond what they can treat on property. Specific capabilities and protocols vary by ship and resort.
Guest Services or the ship's Medical Center can typically provide motion sickness remedies, sometimes complimentary, sometimes for a small charge depending on the line. It's also worth stepping outside for fresh air and choosing a lower, mid-ship cabin if you're prone to motion sickness.
Less common than most people assume. Cruise ships are the only segment of the travel industry legally required to report illness cases to health authorities, which is why outbreaks are more visible and documented than in other travel settings, not necessarily more frequent. According to the CDC, cruise ships account for only about 1% of all reported gastrointestinal illness cases nationally, and CLIA cites the odds of contracting a gastrointestinal illness on a cruise at roughly 1 in 5,500, compared to 1 in 15 on land.
No vaccines are required just to board a cruise ship or stay at a resort. The main exception is Yellow Fever, which can be legally required at certain ports if you've recently traveled from a country where it's endemic. Hepatitis A and Typhoid are commonly recommended, not required, for some Caribbean and Central American destinations. Cruise lines and resorts don't provide or verify vaccines.
Policies vary by cruise line. Some lines require that a passenger cannot enter their 24th week of pregnancy during the voyage, not just at the time of boarding. A doctor's note confirming fitness to travel is often required. Other lines, particularly some Expedition and River lines, set a later cutoff or evaluate on a case-by-case basis.
Yes. Buy the Sea works behind the scenes as an equal partner to incentive houses, sourcing and operating cruise and resort programs. The incentive house remains your point of contact throughout.
Since 2000. Buy the Sea started as a cruise brokerage company and added all-inclusive resorts after a few years.
Buy the Sea works with companies around the world, both U.S.-based and international.
You share your program's specifics, group size, destination, dates, budget, and goals. Buy the Sea identifies the most suitable cruise lines or resorts, requests proposals, and presents your options along with the pros and cons of each. Once you choose a preferred option, Buy the Sea negotiates directly with the supplier. Contracts can then be written between you and Buy the Sea or directly between you and the supplier, with the exception of full-ship charters, which are always signed directly with the cruise line. After signing, the operations team takes over as your liaison through execution and final reconciliation.
A member of the sales team is your point of contact through contract signing, and stays available afterward for anything you need. Once the contract is signed, an operations team member is assigned as your day-to-day liaison through completion of the program.
Buy the Sea's operations team becomes your liaison with the cruise line or resort for all logistics through execution.
Nothing changes on Buy the Sea's end. We maintain complete records of every program so we can pick up seamlessly with whoever your new point of contact is.
