Day of boat reception and marina arrangements - being well-prepared upon arrival is essential
When will you receive the yacht?
When do we set sail?
If you enjoy taking things easy, plan to set sail on a Sunday morning (just like many sailors do). This way, there’s no rush on Saturday, and everything flows at its own pace. You can relax with a beer in hand and relieve the pressure by getting everything sorted out in advance.
On the other hand, if you enjoy tackling challenges efficiently and don’t mind a bit of pressure, you can plan for a Saturday afternoon departure. Of course, it’s essential to arrange accommodation near the marina well in advance, ensuring a maximum sailing time of 1 – 2 hours. There’s something delightful about escaping the hustle and bustle by embarking on your yacht from the main marina, right on a Saturday. If your departing from Athens and wish to pre-order your supplies online and receive them on the day of departure, it’s absolutely possible! Online Shopping for Sailing Gear. Make sure to provide the rental company and yacht’s names, so the shopping will be delivered right to the yacht.
In case of significant delays in the yacht’s delivery, provisioning, and preparations, the Saturday departure will not be possible. Keep in mind that you might need to plan for a morning departure on Sunday, just to avoid any disappointment.
So, what do we do while waiting to receive the yacht?
When you arrive at the marina, even if it’s early in the morning, it’s a good idea to visit the rental company’s office first. Notify them of your arrival and inquire about the estimated time for the yacht to be ready. This way, you can plan your day accordingly. If you have a relatively short amount of time, it is highly recommended to take a break at the nearest tavern, order a cold beer, some snacks, and enjoy the food while passing the time.
If you have a few hours to spare, why not take a leisurely stroll in the area or head to the supermarket for discounted shopping? By the time you return with the supplies, the yacht will be all set and ready to go.
Preparedness, patience, and joyful moments are paramount while waiting. We recommend keeping cool with a refreshing beer and, most importantly, maintaining a calm and patient demeanor.
If you’re traveling with family and kids, we highly recommend arriving at the marina area the night before and staying at a hotel, preferably one with a pool. This makes the arrival and boat reception process much smoother and more pleasant. Instead of arriving at the marina after long hours of flights, transfers, and so on, you’ll be arriving after a night in a hotel. Your family can enjoy the entire morning and afternoon by the pool while you take care of the sailboat check-in – highly recommended. The perfect itinerary for our taste involves adding a day of excursion the day before sailboat check-in, staying at a hotel, and then calmly receiving the sailboat the next day.
Bureaucracy: Licenses, signatures, and streamlining payments at the office
When you arrive at the marina, the skipper (along with you \ someone else if preferred) will head to the rental company’s office to take care of all the paperwork and make sure when the yacht will be ready. The process entails:
Presenting a sailing license – An Israeli license for boats up to 30 meters is accepted anywhere in Greece.
Signing the terms, contract, and boat responsibility.
Signing a deposit for self-participation coverage in case of damages:
Rental companies require leaving credit card details as a deposit to cover the self-participation in case of damage to the sailing equipment. The required amount depends on the yacht’s price and the company’s policies, usually ranging from €2000 – €4000. Damages identified during the checkout upon returning the yacht will be charged from this deposit, regardless of the cause of the damage. Prices are often high and may seem exaggerated to you.
Many rental companies offer an option to reduce the self-participation through an additional payment. This means that you pay a deposit of between €200 – €500 (depending on the boat rental price and rental company’s terms) to reduce the self-participation fee from thousands of euros to a few hundred. In case there are no damages, this credit commitment is canceled at the end of the sailing trip (it is a credit hold that is released upon a successful completion of the trip). Even if you accidentally caused significant damage to the sailboat, your maximum payment will be limited to just a few hundred euros. We always recommend purchasing this self-participation insurance before setting sail, ensuring a worry-free journey without risking thousands of euros in case of damage to the sailing equipment. Please note that detachable accessories are not covered by insurance, and therefore, any loss of them will result in charges. This includes fenders, cushions, dinghies, dinghy engines, etc.
When you rent a yacht from a rental company that does not allow for a deductible reduction option, or if it’s your decision, you can opt to purchase external insurance for the self-participation deposit. In the event of any damages, you will pay from the deposit and subsequently file a claim for reimbursement with the insurance company. You can add travel insurance for trips abroad (up to a certain limit) or purchase a separate insurance through European Insurance Company.
Payment arrangement for additions:
Most companies require payment for the charter package (bedding, towels, cleaning, etc.), a reduction in the deductible, sometimes a dinghy engine, and any other additional extras you have chosen to add to the charter. This payment is made in cash upon yacht reception. The prices of add-ons may vary from one company to another. Common add-ons include:
Add-on Price Notes
Final cleaning Prices usually range between €150 – €400, depending on the yacht’s size and the rental company’s terms. A mandatory payment
Bedding and linens Some rental companies include the cost in the final cleaning fee, while others specify it as a separate add-on. No need to worry or think they found a new way to take money from you. The cost typically averages around €10 per participant. Required Fee
Dinghy Engine €50-€100 In most cases, the dinghy engine is included in the price. If you have a choice, you can opt to rent the dinghy without an engine.
Internet router, typically 10 GB €80-€100 Provides seamless internet connectivity for all those aboard the sailing vessel. For your choice
SUP / Kayak €100-€200 – Highly Recommended Choice (Our Recommendation, Adds Lots of Fun)
Reduced Self-Participation Fee €200-€500 – Recommended Always a Smart Choice!
Early delivery €150-€200 For your choice
Professional Skipper €1,330 For your choice
Hostess €1,300 For your choice
Conclusion of the Sailing Week:
Ensure you are familiar with the company’s policies regarding boat return at the end of the week sail. Typically, you must return to the marina by 17:00 on Friday. Some marinas require refueling upon entry, while others, like Alimos Marina in Athens, fueling is it at the dock with a fuel truck. It is advisable to contact the office \ the base manager before entering the marina, so they can be there to greet you. Ensure that you have mobile numbers of a representative at the office and/or the base manager in case of any issues during the week.
Yacht Inspection and Checkup:
Thoroughly inspecting and familiarizing yourself with the yacht before departure is a crucial process that demands careful attention. It’s essential to go over everything meticulously for several reasons:
You’re embarking on a week-long yacht adventure among the islands, there will be sailing, anchoring, and possibly dealing with challenging weather conditions, living, and accommodation aspects. You want to ensure that everything is in order, functional, and know where things are, including emergency equipment, working gear, etc.
Make sure to avoid unexpected expenses due to issues that existed with the yacht before your trip.
As long as you are at the base, it’s easy to get assistance, service, maintenance, equipment additions, etc. The service team is there to make sure you set sail with a well-functioning yacht equipped with all the necessities. Once you set sail, you’re on your own. The rental company’s team will only come to you in cases of significant malfunctions, which also take up valuable vacation time. Therefore, it’s essential to check in advance that all systems are in order, and all equipment is present and functioning properly.
The yacht acceptance process takes place with the rental company’s representative \ base manager. They will guide you through the clauses, and you will sign a document confirming the receipt of the equipment and its proper condition. This typically takes an hour or two. This is your opportunity to identify any issues or deficiencies that need to be addressed.
We highly recommend carrying out this process in the yacht, when it’s just you (the skipper) and an additional crew member alongside the rental company representative. Having other people on board, in the saloon or cabins could hinder your ability to move freely and efficiently complete the procedure. Preferably, keep your bags, equipment, and shopping off the boat as well; they will only cause unnecessary disruptions. Working with an empty boat is the most efficient. It is recommended that while the skipper + crewmate are performing the check-in, the rest of the team can head to the supermarket for provisions or relax at the tavern, or even embark on a short excursion outside the marina. In the meantime, large luggage can be stored in the rental company’s office, kept centrally on deck, or stowed in a dedicated cabin on the yacht.
Recommended pre-sailing checklist for a thorough yacht inspection:
Exterior:
Safety– Life jackets, lifelines
Yacht’s hull: Inspect for scratches and damages. If necessary, consider taking photos. It’s also advisable to take a plunge with a mask and inspect the hull and propeller for any damages right after leaving the marina.
Rigging and Masts- Ensure everything is in order, with no loose rigging, no ruptures, or cracked or loose masts.
Hull and Cockpit- Check for any damages, scratches, or dents.
Windows – Ensure there are no cracks or fractures.
Helms- properly secured, allowing smooth and unrestricted movement, fully locked and free of any issues.
GANG WAY – functioning correctly.
Mooring Lines: Make sure that all mooring lines are in good condition. Additionally, ensure there are at least 4 additional mooring lines, 2 of which are long enough and suitable for tying up at the shore.
Sailings- Thoroughly inspect the sailings, and its ropes and wheels.
Make sure you are familiar with all operations and procedures.
Verify your knowledge of yacht mast furling
Mandatory Fully open the sails at the marina and confirm that everything is working smoothly and correctly! You wouldn’t want to set sail only to discover a malfunction that requires professional attention.
Fenders – Ensure the correct number of fenders as indicated on the paperwork, and verify that they are not punctured, securely tied, and well-protected.
Dinghy- Properly inflated, holds air well, equipped with two functional oars and a reliable locking system to prevent breakage. Ensure it comes with a comfortable seat, a functional inflation pump, and a securing rope for the dinghy.
Dinghy engine These are usually cheap engines that often cause problems. It is essential to inspect the engine to ensure you understand all the buttons and its operation. During the test, make sure to start it up and observe that it runs smoothly without any delays! Ensure that there is a secure engine tether, a full fuel tank + a spare fuel canister filled to capacity + a funnel available for refueling.
Anchor Winch- Get to Know the System:
Locating the control panel
Can the anchor be controlled from the cockpit as well?
Where to find the fuse/switch in case it jumps
Lower the anchor a few meters and hoist it back up to ensure the system is working correctly
Check the clutch release for emergency lowering
Ensure the anchor chain is securely fastened to the boat
Spare and properly functioning anchor.
Cockpit Navigation Devices – Fully functional, damage-free, and easy for you to operate.
Lights: Navigation + deck + cockpit lights, all in working condition.
Start the engine(after checking the internal engine), shift forward and backward, raise sails in neutral, and ensure everything is functioning properly.
Thruster- If available, verify its proper functionality and operating procedures.
Deck Openings – Water, Waste, Fuel.
Interior:
Documents – Ensure familiarity and validity.
Floors, walls, tables, cabinets, and doors – Check for scratches/dents; all hinges and handles should be in proper condition.
Windows and blinds– Ensure all are functional and working
Engine
Visual inspection – General cleanliness, including the engine compartment floor
Oil and water check
Straps and Ties
Familiarity with the pulleys
Impeller pump and filters
Understanding emergency shutdown options
Understanding recommended RPM for operation
Generator – operation and considerations
Operation Air conditioning
Water and shore power adapters
Fuel -Full fuel tankl + an additional spare solar jerrycan (in addition to the gasoline jerrycan for the dinghy)+ a funnel.
Batteries – Visual inspection and voltage test (no shore power connected), should exceed 12V under full load.
Pumps – Identifying the location and operation of all pumps: bilges, fresh water pumps, shower drainage – ensuring everything is in proper working order and functional.
Test the bilges, ensure they’re dry. Does the bilge pump have an audible alert?
Water tanks – Ensure that the tanks are full, know where the fill opening is. If there are 2 tanks, familiarize yourself with the valve that switches between them.
Showers & Toilets::
Check water drainage in all toilets
Check faucets and showers functionality
Check the proper functioning of the shower pump
Familiarize yourself with the location of the holding tank valves on the entire boat
Learn where there is a holding tank and where there is not
Verify the boiler’s operation and hot water availability
Stove and Oven – Ensure both the stove and oven are functioning properly and safe to use Locate the gas tank, check if it’s full + spare tank is also full. Inspect the gas main valve. It’s advisable to have a long-lasting lighter.
Check that the kitchen utensils meet your needs, and if necessary, complement them from the company or purchase new ones.
Refrigerator – Ensuring it operates smoothly and efficiently.
Electronics – A comprehensive review of all devices to ensure proper functionality and operational control, including contact testing, understanding the basics of the depth gauge, mastery of the CHARTPLOTTER, and automatic navigation assistance.
Interior Lighting – Ensuring the proper functionality of all lights.
Music System- Ensure it is properly functioning, and you know how to operate it, connect to Bluetooth, and have both interior and exterior speakers all working seamlessly.
List of equipment to ensure is present and familiarize yourself with their locations:
First aid kit
Life jackets and life rafts
Lifebuoys
Flares
Manual compass
Binoculars
Flashlight with proper batteries
Water hoses connectors (very important, you will need various types of connectors throughout the week).
Adapters for shore power connections (very important, as the connections in each marina may vary)
Navigation equipment: Map, compass, protractor, pencil + pilot book / pilot book photography
Full and proper kitchen equipment in sufficient quantity for you, including plates, cutlery, etc.
Beddings, towels, and blankets for the number of sailors – Ensure to check and avoid discovering shortages after you set sail.
Organized sailboat documentation
Inquire and familiarize yourself with some key data:
What is the prop walk of the sailboat? If you haven’t asked about it yet, when leaving the marina, engage in reverse and check the prop walk. This way, when you approach a dock for the first time, you’ll already know and can plan accordingly.
Crucial – up to which point should the depth gauge be calibrated?
The length of the anchor chain and the type of depth markings if available.
Shopping and Provisioning:
You’re embarking on a week-long sailing adventure, and receiving an empty yacht. No food, beverages, cleaning supplies, etc. While the yacht is delivered, it is advised that part of the crew heads to a nearby supermarket for shopping. Most of the sailing routes will pass by additional grocery stores and bakeries along the way, sometimes even on a daily basis. However, for the largest and most convenient supermarket, it’s best to take advantage of the one located at the yacht base. Plan a comprehensive shopping spree on the first day, and throughout the week, supplement as needed. Fresh bread, vegetables, and other necessities can be planned in advance and purchased from villages you’ll visit along your journey. For cleaning supplies, toilet paper, trash bags, and the like, we recommend making a one-time purchase on the first day.
Where to make the purchase:
Every main marina that serves as a departure point for charter companies has a supermarket. However, typically, the supermarket within the marina will be relatively small and expensive. Therefore, it is recommended to inquire with the rental company or friends familiar with the area about a larger supermarket that is relatively close and offers deliveries to the marina (most of them deliver right to your yacht) and make the purchase there.
Recommended Shopping List:
This is a basic shopping list, subject to changes and your personal preferences. We highly recommend arriving for your sailing trip with an updated and personalized shopping list, agreed upon with your fellow sailors, to avoid any last-minute headaches during the purchase.
Cleaning Supplies:
- 1 Dish soap
- Scotch-Brite pads
- Absorbent paper rolls
- Kitchen cleaning cloths
- Floor cleaning cloths
- Large trash bags
- Small trash bags for restroom bins
- Air freshener for restrooms
- Restroom cleaning supplies
- Fragrant tablets for toilets
- All-purpose cleaner
- Floor soap
- Laundry pegs for hanging towels, swimwear, and clothes
Essential Products:
- Aluminum oven molds
- Silver foil
- Plastic wrap roll
- Food storage containers
- Spices you like
- Cooking oil
- Olive oil
- Tea
- Coffee
- Sugar
- Milk
Mineral water:
When setting sail on the sea, even with routine marina visits every day or two, the unpredictable waters and yachts can lead you to unforeseen adventures. Unanticipated weather changes or unexpected boat malfunctions can occur. That’s why we always recommend venturing out with an ample supply of mineral water that can sustain the entire crew for at least two days. Never settle for less. The more – the better.
During summer voyages, hydration is crucial! You’ll be active outdoors all day, basking in the sun. You’ll be drinking more than your regular daily intake. This water supply if for the day and night altogether. It’s not just an 8-hour outdoor activity. You are 24/7 on board the boat. Therefore, it is recommended to calculate water consumption at 3-4 liters per person per day.
For your initial purchase, it’s advisable to buy water based on this estimate, around 4 days’ worth. As your journey progresses, you’ll have a better idea of your actual needs, allowing you to purchase additional supplies for the remaining days. Always better to have a bit of spare (not too much) and avoid running out of water during your sailing…
Food and Beverages:
Here is where your personal preferences come into play. What to eat, how many cooks on board, and how many meals at restaurants. It is recommended to plan ahead how many meals you’ll have on the yacht and how many you’ll enjoy at taverns/restaurants. Remember that cooking on the yacht can be fun, and also dining at taverns is an enjoyable part of the yachting experience. So, it’s a good idea to mix it up. It’s advisable to hold a discussion among all sailors regarding the desired menu, and designate one person to prepare a shopping list accordingly. Don’t forget to include cookies, snacks, dried fruits, and anything else you might crave during a sailing week.
Alcohol is often an inseparable part of the sailing experience 🙂 It’s recommended to stock up on the first day, but remember not to overdo it. Many sailors tend to overbuy and end up with a considerable amount of unused alcohol. Keep in mind that you can always stock up and purchase along the way 🙂 In Greece, you can find all kinds of common alcoholic beverages, and there’s no problem getting them at the first supermarket or even small stores later on.
We recommend diversifying with cool, fun, and easy-to-prepare cocktails such as Campari / Aperol with orange, Mojito, and similar options. Making life beautiful through sailing 🙂
For a more detailed guide, read our Bareboat Yacht charter – The Complete Guide
