Quick answer: APA (Advance Provisioning Allowance) is the prepaid wallet the captain uses to run your charter week. It is typically 25-35% of the base charter fee, collected before embarkation, and spent on fuel, food, beverages, port fees, and local taxes. Unused APA is refunded after the trip; overruns require your approval for a top-up. APA is not crew tip, not VAT, and not included in the brochure weekly rate.
What Is APA on a Yacht Charter?
APA stands for Advance Provisioning Allowance. On almost every international crewed charter under MYBA-style terms, it is a separate cash pool from the base charter fee (BCF). You wire APA to an escrow or management account before the yacht provisions; the captain draws against it for variable running costs during your dates.
The concept exists because a weekly base rate cannot predict your actual fuel burn, wine list, or port-calling pattern. One charterer might anchor six nights in a quiet bay with modest consumption; another might run 18 knots between islands, eat ashore every evening, and request vintage Champagne daily. APA lets both parties share one contract structure while variable costs track real use.
APA applies to crewed plus-expenses charters. Bareboat charters usually have no APA: you pay dockage, fuel, and provisions directly or through the charter company at checkout. Semi-inclusive packages may cap food and local fuel but still use an APA-like top-up for overages. If your quote says “plus all expenses” or “MYBA terms,” assume APA is mandatory.
This page covers APA mechanics only. For booking workflow, regions, and contract types, start with the yacht charter guide and crewed yacht charter pillar. For base-rate bands before APA, see superyacht charter costs.
How Is APA Different from Base Fee, VAT, and Gratuity?
First-time charterers often treat the brochure weekly rate as the trip total. On plus-expenses terms, four money lines sit beside each other. Confusing them causes budget fights on day five and awkward tip conversations on disembarkation.
| Line item | What it buys | Typical timing | Paid to |
|---|---|---|---|
| Base charter fee (BCF) | Yacht, crew salaries embedded in owner economics, contract insurance, listed toys | 50% on signing, 50% before embarkation | Owning company / manager |
| APA | Variable operating costs during the charter | Usually 100% with final BCF balance, 4-6 weeks before start | Escrow / captain-controlled account |
| VAT / sales tax | Tax on charter fee where applicable | With BCF or per contract | Flag / tax structure dependent |
| Crew gratuity | Service reward, not operating cost | End of charter, cash or wire to captain | Captain for crew distribution |
Base fee is fixed by contract for your dates. APA is estimated upfront and reconciled after the trip. VAT depends on embarkation port, flag, and whether the charter is structured as commercial transport (not tax advice on this page). Gratuity is customary, not contractual, and never substitutes for APA.
Red flag: any broker who says “APA includes tip” or “we rolled fuel into base so no APA” without showing a line-item contract is obscuring math. Ask for a sample settlement from a comparable week on the same yacht class.
What Does APA Cover During a Charter Week?
On standard MYBA crewed charters, APA funds the captain’s operating ledger. Exact wording varies by contract, but these categories appear on nearly every settlement:
| APA category | Examples | Burn drivers |
|---|---|---|
| Fuel | Main engines, generators, tender outboards | Speed, distance, generator hours at anchor |
| Provisioning | Food, soft drinks, standard bar stock | Guest count, dietary complexity, alcohol tier |
| Beverages (premium) | Named wine labels, spirits above house list | Preference sheet choices |
| Port and marina fees | Berth nights, mooring balls, national park fees | Itinerary (Monaco vs quiet anchorages) |
| Pilotage and canal fees | Corinth Canal, Suez approach legs (rare on holiday charter) | Route |
| Local taxes on yacht operations | Tourism levies billed to the vessel | Jurisdiction |
| Communications | Satellite data top-ups on some yachts | Guest streaming habits |
| Toy consumables | Jet ski fuel, dive tank fills, seabob charging | Activity level |
| Agency fees | Port agents in strict jurisdictions | Flag and port |
Flowers, birthday cakes, and special dietary imports usually bill through APA when ordered by the crew unless you prepaid a concierge package. Helicopter transfers, concert tickets, and shore-side restaurant bills are guest costs unless the contract explicitly routes them through APA with a cap.
APA spend in a typical Western Med week
On a crewed 75 ft motor yacht with a $65,000 base charter fee and APA set at 30% ($19,500), a one-week Antibes-to-Port-Cros-style itinerary often allocates roughly 35-45% of APA to marine fuel if the captain cruises at 10-12 knots between anchorages and runs the generator four to six hours nightly. Provisioning and standard bar stock consume another 25-35%, port fees and small agent charges 15-20%, and tender or toy fuel the remainder. That split shifts toward 50% fuel if guests request daily 40 nm legs at planing speed. Captains who share a mid-week APA snapshot with those percentages help charterers decide whether to slow down or approve a top-up before the last two days. GlobalYachtGuide tracks broker feedback: settlements that arrive within 14 days with fuel litres and provisioning receipts attached correlate with repeat bookings on the same yacht.
What Is Not Paid from APA?
Knowing exclusions prevents disembarkation disputes. These items are outside standard APA unless your addendum says otherwise:
- Crew gratuity (10-20% of BCF customary)
- VAT or charter fee tax on the BCF itself
- Delivery or relocation fees when the yacht repositions to your embarkation port
- Personal guest expenses ashore (restaurants, clubs, shopping)
- Helicopter, private jet, or luxury car hire
- Damage deposits or deductibles from guest negligence
- Special event insurance endorsements (weddings, brand shoots)
- Cancellation or travel insurance you purchase separately
Some management companies list crew overtime for late disembarkation or extra cleaning after parties as APA-adjacent charges. Read the charter agreement’s APA clause; if vague, ask your broker to confirm in email before signing.
Delivery fees confuse people because they feel “operational.” They are usually fixed in the BCF schedule, not drawn from APA, because they occur outside your guest dates. A yacht wintering in Golfe-Juan that must pick you up in France yacht charter Corsica may show a relocation line on the invoice before APA is calculated.
How Much APA Should You Budget by Yacht Size?
Brokers quote APA as a percentage of BCF, not a flat dollar amount. Percentage bands reflect fuel curves and service intensity:
| Yacht class | Typical APA % of BCF | Notes |
|---|---|---|
| Crewed sailing cat, moderate pace | 25-28% | Lower fuel share; watch provisioning for large groups |
| 50-70 ft motor yacht | 28-32% | Speed and port choice move the needle |
| 70-100 ft motor yacht | 30-33% | Larger gensets, tenders, crew count |
| 30-40m superyacht | 30-35% | Long transfers burn fast |
| 40m+ superyacht | 30-35%+ | Sub ops, chase boats, premium wine |
Illustrative APA amounts (not quotes):
| BCF / week | APA at 25% | APA at 30% | APA at 35% |
|---|---|---|---|
| $40,000 | $10,000 | $12,000 | $14,000 |
| $85,000 | $21,250 | $25,500 | $29,750 |
| $180,000 | $45,000 | $54,000 | $63,000 |
| $350,000 | $87,500 | $105,000 | $122,500 |
Sailing yachts under engine-only passages often refund more APA than fast motor yachts on the same nominal percentage because fuel is a smaller share of the ledger. Conversely, a motor yacht asked to “see every island in the Cyclades in seven days” may exceed 35% unless the captain negotiates a slower plan upfront.
For superyacht-scale base fees and how APA sits beside VAT and gratuity, cross-check superyacht charter costs. If you are deciding whether to charter at all versus buying, APA belongs in the charter column of buy vs charter yacht and charter yacht vs buy models.
When and How Is APA Collected and Held?
APA is collected in two stages and held on account rather than paid as a fee. A deposit of roughly 50% of the charter fee secures the dates, and the balance plus the full APA of 25-35% falls due four to six weeks before embarkation, held in escrow, by the manager or in owner trust.
Timing follows MYBA convention with minor manager variations:
- Charter agreement signed: BCF deposit (often 50%) secures dates.
- 4-6 weeks before embarkation: balance BCF plus full APA typically due.
- Funds held: escrow account, charter management company, or owner trust per contract.
- Captain access: captain requests releases or uses company credit cleared against APA.
- Post-charter settlement: accounting within 14-30 days; refund or balance invoice.
Wire only to named accounts on the contract. APA scams appear as last-minute WhatsApp requests to personal accounts. If banking details change, call your broker on a verified number.
Some U.S. or Caribbean operators use smaller initial APA with mid-charter true-up. That is less common on Mediterranean superyachts but valid if the contract spells out reporting frequency.
Insider tip: paying APA late delays provisioning. Chefs order specialty items 7-10 days before embarkation; a late APA hold can mean generic supermarket fill instead of the langoustines and rosé you assumed.
Who Controls APA Spending During the Charter?
The captain is the operational authority for APA on virtually all crewed charters. They approve fuel loads, port calls with paid berths, and provisioning runs. The chef drives food and beverage spend within preferences; the captain reconciles totals against the fund.
You influence spend through:
- Preference sheets (diet, alcohol tier, children’s meals)
- Itinerary agreement before and during the week
- Written speed or fuel caps for motor yachts
- Mid-week APA review when offered
You do not micromanage every receipt unless abuse is suspected. Charter culture gives the captain discretion within preferences. Fighting over a €40 produce run undermines crew morale; questioning a surprise €4,000 fuel bill without prior notice is appropriate.
On larger yachts a purser may track APA with accounting software; the captain still signs operational authority. On smaller crewed cats, captain and chef often share provisioning runs in person.
How Does the Captain Account for APA During the Week?
Good APA hygiene looks like this:
| Stage | What happens |
|---|---|
| Pre-charter | Chef plans menus from preference sheet; captain estimates fuel from agreed route |
| Embarkation | Safety briefing may note APA communication rhythm |
| Day 2-4 | Captain or purser shares informal burn note if asked |
| Mid-week | Formal snapshot on request: fuel, provisioning, ports, balance remaining |
| Disembarkation | Guest receives draft summary in some fleets |
| Post-charter | Final ledger with receipts or summary categories; refund wired |
Settlements should show categories, not a single “miscellaneous” line. Acceptable summaries list litres of MGO, provisioning total with major wine splits, and port fees by marina. Privacy rules may redact other guests’ data but not your own week’s math.
Ask your broker before booking: “Can I see last season’s APA settlement for a similar itinerary on this yacht?” Refusal is not automatic disqualification, but silence on a 40m yacht with heavy charter history warrants caution.
The mid-charter APA review protocol
Charterers who request a mid-week APA review on day three or four reduce end-of-week surprises by roughly half, according to brokers GlobalYachtGuide interviews annually. The protocol is simple: email the captain or purser asking for fuel consumed to date, provisioning spend against preference tier, port fees booked for remaining nights, and estimated balance at disembarkation. A professional response within 24 hours lists numbers without defensive tone. If the captain projects less than 20% APA remaining with two high-speed legs still planned, negotiate slower cruising or approve a top-up before the weekend when provisioning runs peak. Document the agreement in email so post-charter accounting matches expectations. This habit matters most on first charters above $100,000 BCF where fuel is nonlinear above 12 knots on semi-displacement hulls.
What Happens to Unused APA After Disembarkation?
Unused APA is your money. After the captain submits the final ledger, the management company refunds the balance to the account you paid from, minus any disputed items.
Typical timeline:
| Days after disembarkation | Expected action |
|---|---|
| 0-7 | Crew offloads; receipts compiled |
| 7-14 | Settlement draft to charterer on well-run fleets |
| 14-30 | Refund wire for unused balance |
| 30+ | Chase broker; escalate if no line items |
Refunds of 10-15% of initial APA are common on relaxed motor-yacht weeks with moderate provisioning. Refunds above 25% appear on sailing charters with light port fees and anchor-heavy itineraries. Zero refund does not automatically mean overspending; it may mean APA was sized correctly.
Disputes arise when categories blur: shore power at marina billed to APA, or guest-requested last-minute helicopter listed under “agency.” Resolve before you leave the dock if possible; captains can adjust same-day if you decline a charge.
What Happens When APA Runs Out Mid-Charter?
When projected spend exceeds remaining APA, the captain stops discretionary spending and requests a top-up. Essentials for safe operation continue; premium wine, paid berths in Monaco, or extra tender outings pause until you approve.
Top-up process:
- Captain or purser presents burn summary and shortfall estimate.
- You approve a wire amount (often 5-10% of original APA for partial weeks).
- Management confirms receipt before spend resumes.
Refusing top-up does not strand the yacht; it simplifies the week (more anchoring, house wine, fewer paid ports). Captains who surprise you with top-up demand on the last morning without mid-week warning violate professional norms; note it in broker feedback.
Fuel cap clause: some contracts cap speed or daily fuel draw in writing. If guests insist on exceeding the cap, top-up is expected. Negotiate this before embarkation on fuel-hungry itineraries.
How Does Your Itinerary Change APA Burn Rate?
Fuel is the swing item inside APA, and the itinerary controls it more than anything after yacht choice. An anchor-heavy week of short hops in the Ionian or BVI leaves APA largely intact; daily runs of 30-plus nautical miles at planing speed can exhaust it before the final day.
Itinerary is the largest APA lever you control after yacht selection.
| Itinerary pattern | APA stress | Example |
|---|---|---|
| Anchor-heavy, short hops | Lower fuel share | Ionian Islands, British Virgin Islands |
| Daily 30+ nm at planing speed | High fuel share | Balearics hop, Corsica-Sardinia sprint |
| Premium marina every night | High port fees | Monaco, Portofino, Ibiza Marina |
| Mixed anchorage and one marina | Balanced | Cyclades with one Mykonos night |
| Guest dining aboard only | Provisioning-heavy | Chef-driven week |
| Nightly restaurants ashore | Lower onboard provisioning, higher guest cash | Amalfi restaurant trail |
Weather reroutes can spike fuel without fault. Professional captains explain when a meltemi forces an engine-only leg that was planned under sail.
Regional nuance: a France yacht charter week mixing Côte d’Azur marinas with Corsican anchorages produces a bimodal APA curve (expensive port nights plus longer open-water fuel). Caribbean island hops often burn less fuel per nm but may add national park fees.
How Do Preference Sheets Affect APA Provisioning?
Preference sheets are not hospitality trivia; they are APA budgets in narrative form. Chefs provision from them 5-10 days before embarkation.
High-impact fields:
- Alcohol tier (house labels vs named vintages)
- Guest count and children’s menus
- Allergies and religious dietary rules
- Breakfast and lunch style (light vs full hot service)
- Coffee and water preferences (sparkling vs still brand)
- Special events (birthday, anniversary)
A preference sheet requesting “premium Champagne throughout” on a yacht whose APA assumed house sparkling will overrun provisioning unless the broker repriced APA upward.
Submit sheets on time. Late sheets force emergency provisioning at retail marina prices, which APA absorbs without discount.
APA on Semi-inclusive vs Plus-expenses Charters
Only plus-expenses charters, the MYBA standard, use a full APA of 25-35% of the base fee. Semi-inclusive contracts cap food and “normal” fuel and bill overages, so a partial APA applies; genuinely all-inclusive terms, rare above 30m, carry no separate APA at all. Read which structure a listing uses before comparing headline weekly rates, because the same yacht can look 30% cheaper on a plus-expenses quote.
Not every marketed charter uses classic APA. Know the variant:
| Structure | How operating costs work | APA-like? |
|---|---|---|
| Plus expenses (MYBA standard) | Full APA 25-35% | Yes |
| Semi-inclusive | Food and “normal” fuel capped; overages billed | Partial |
| All-inclusive (rare on large yachts) | Fixed fee; exclusions in fine print | No separate APA |
| Bareboat | You pay at base | No |
Semi-inclusive deals suit guests who want predictability on food and local cruising fuel but still face VAT, gratuity, and premium requests outside the cap. Compare all-in scenarios, not marketing headlines.
Common APA Mistakes and Red Flags
Four APA mistakes recur, and all of them stem from treating APA as optional rather than as the operating budget it is. Budgeting the charter fee alone, setting APA at the minimum percentage on a fast motor itinerary, and assuming cash tips offset APA are the most expensive.
Mistakes charterers make:
- Budgeting BCF only and treating APA as “maybe”
- Setting APA at minimum percentage on a fast motor itinerary
- Submitting preference sheets that contradict the APA tier
- Assuming cash tips reduce APA obligation
- Ignoring mid-week burn until day six
- Comparing two yachts on BCF when APA percentages differ
Red flags on the broker or yacht side:
- Refusal to disclose APA percentage in writing before deposit
- Sample settlements unavailable for comparable trips
- “Inclusive APA” language with no cap table
- Captain change after APA collected without handover notes
- Settlement later than 30 days with vague categories
Sample APA Scenarios
| Profile | Yacht | BCF | APA % | APA fund | Likely outcome |
|---|---|---|---|---|---|
| Family anchor week | 58 ft cat, Greece | $38,000 | 26% | $9,880 | Moderate refund; low fuel |
| Executive Med motor | 82 ft, Nice-Sardinia | $92,000 | 32% | $29,440 | Near break-even; fuel + ports |
| Superyacht event week | 45m, Monaco GP | $320,000 | 35% | $112,000 | Top-up possible; marina premium |
These are planning illustrations, not quotes. Your broker should model APA against your actual route before you sign.
Globalyachtguide
GlobalYachtGuide is an independent yacht buyer and charter intelligence site. We do not operate charter fleets, hold APA escrow, or take referral fees from central agents. Our APA guidance reflects MYBA market practice and broker interviews so you can reconcile captain ledgers without ownership bias. For full charter workflow beyond APA, use the yacht charter guide; for crewed contract context, see crewed yacht charter.
APA Checklist Before You Wire
Six items should be settled in writing before any APA payment leaves your account, and two of them are routinely missed. Gratuity at 10-20% of the base charter fee is budgeted separately from APA, and delivery fees are separate again. Confirm the APA percentage and that the 25-35% band is justified by the itinerary, align the preference sheet to that tier, agree any fuel cap, and request a mid-week APA review.
- APA percentage confirmed in writing (25-35% band justified by itinerary)
- Preference sheet aligned with APA tier
- Fuel cap or speed agreement for motor yachts if needed
- Delivery fees understood as separate from APA
- Gratuity budgeted separately (10-20% of BCF)
- Mid-week APA review requested in embarkation email
- Settlement timeline in contract (refund within 30 days)
- Bank details match contract; no last-minute account changes
Need help modelling APA against a specific yacht and route? Share dates, region, and guest count through our shortlist request for broker matching without fleet bias.
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Frequently Asked Questions
APA (Advance Provisioning Allowance) is a prepaid operating fund, usually 25-35% of the base charter fee, held in escrow and spent by the captain on fuel, food, beverages, port fees, local taxes, and consumables during the trip. It is not crew gratuity and not part of the weekly base rate.
Most MYBA crewed motor charters quote APA at 25-35% of base charter fee. Sailing yachts at moderate pace often settle near 25-28%. Fuel-heavy itineraries, large guest counts, or premium provisioning push toward 30-35% or require a written fuel cap with the captain before embarkation.
Yes on standard plus-expenses terms. The captain submits a final APA accounting after disembarkation; unused balance is refunded to the charterer, typically within 14-30 days depending on management company. Delays beyond 30 days without line-item explanation are a red flag.
The captain requests a top-up before continuing spend that would exceed the fund. You approve the additional wire; operations pause on discretionary items if you refuse. Reputable captains flag burn rate mid-week so top-ups are not a surprise on the last day.
No. APA pays operating costs: fuel, food, port fees, and similar expenses. Crew gratuity is separate, customary at 10-20% of base charter fee, paid to the captain for crew distribution after the trip. Tipping does not reduce or replace APA.
APA typically excludes crew gratuity, VAT on the charter fee, delivery or relocation fees, personal guest expenses ashore, helicopter hire unless pre-agreed, damage from guest negligence, and one-off insurance endorsements for special events unless written into the contract.
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