Hosting Your Conference on a Cruise Ship

Over the past few years cruise lines have been building and releasing ships that are more geared toward conferences - making conferences on cruise ships more attractive to planners. These new ships are equipped with more meeting space, a greater variety of services, and in some cases onboard conference services managers. In addition to meeting space being a consideration on new ships, older ships are also being renovated to accommodate larger conferences.

Cruise ships bring other perks too - they are all-inclusive and the ships thrive on successfully being able to serve a large number of people. Cruise lines are also claiming that their rates have remained more stable while hotel rates are ever-increasing.

Hosting a conference on a cruise ship is different and exciting – for the right group, it will surely draw attendees. But there are many things to consider determining if this will work for you and your group.

Demographics - Carefully consider the demographics of your attendees. What activities on the ship will interest your group most? Will they be bringing their families along? Are there activities for younger children? Is there a specific cruise line or destination(s) that would cater better to your demographics?

Location - Cruises only leave out of certain ports in the US as well as internationally, you still have to consider travel to these locations.

Time of Year - The cruise industry has definite high and low periods. If you book at a slower time, the cruise line may be more willing to offer concessions, take advantage of it!

Space - While there may be space for all of your attendees in the general session, be very careful to make sure the ship can accommodate your breakout space and/or exhibit space. If you have a very large group, you may even be able to charter the ship and have a complete take over. This will give you a lot of flexibility in personalizing your event. Keep in mind that there is more to consider than the sleeping rooms, the meeting space must be able to accommodate a complete take over as well. As a rule, if your attendance will equal to more than 50% of the passenger population, you will most likely have to charter the ship or go with a bigger one.

Time Away - Some planners and attendees are concerned with time off and business calendars when it comes to being isolated on a ship for 5, 7 or even 10 days. To help with this, many cruise lines have modified their schedules to offer shorter cruises. You could also hold a portion of the conference, maybe with exhibitors, at a hotel near the port and then after a day or two those who will attend the rest of the conference/meeting will depart on the cruise.

Planning - Ideally, you will need to book a conference on a cruise at least a year and a half in advance. You will also need to come to the conference completely prepared for any situation. If you are in a ship out in the ocean, you won’t be able to run over to Kinko’s to make extra copies. Bring extras of everything. Also consider bringing your own AV equipment.

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