-Updated August 2026
For many first-time charter clients, the Advance Provisioning Allowance is the least intuitive part of a yacht charter. It appears as a percentage of the charter fee, sits outside the headline price, and is often described vaguely as "expenses".
That combination alone is enough to raise questions.
In reality, APA is one of the most transparent and practical mechanisms in professional yacht chartering. This article explains what it is, what it covers, how it gets spent, and what you can do to manage it.
What APA Actually Is
APA stands for Advance Provisioning Allowance. It is a pre-funded operational budget used to cover the variable costs of your charter: fuel, food and beverages, marina fees, and anything else that depends on where you go, what you eat, and how fast you want to get there.
APA is not a fee, nor is it a commission or additional profit for the owner, crew, or broker. Under MYBA contract terms, all APA expenses are charged at cost. The owner cannot mark up provisioning, fuel, or any other item paid from APA. This is explicitly defined in the contract.
You transfer the APA before the charter. The Captain manages it during the charter. At the end, everything is reconciled with receipts, and any money left over comes back to you. If you spend more than the allowance, you settle the difference.
Why APA Exists
A yacht charter has fixed costs and variable costs. The charter fee covers everything fixed: the yacht, crew salaries, insurance, standard equipment, maintenance. These are agreed in the contract and do not change.
Variable costs depend on decisions you have not made yet. Will you cruise 30 nautical miles per day or anchor in one bay for three days? Will you eat locally sourced Greek salads or request Wagyu and vintage Champagne? Will you berth in Hvar Town at €800 per night or anchor 500 metres offshore for free?
Without APA, one of two things would happen: charter fees would need to be inflated to cover worst-case scenarios, or guests would be asked to approve and pay for individual expenses during their holiday. Neither option produces a good experience. APA handles uncertainty without inflating the price or interrupting your week.
What APA Covers
Every expense that varies based on your choices during the charter is paid from the APA.
Fuel is typically the largest single line item on motor yacht charters. This includes main engines, generators (for air conditioning, water-makers, and electrical systems at anchor), and tender fuel. Generator costs alone run €50 to €150 per day depending on yacht size and air conditioning usage. On a sailing catamaran, fuel is a much smaller portion because you are, occasionally, actually sailing.
Food and beverages covers all provisioning for guests. The Chef stocks the yacht before you arrive based on your preference sheet, and makes additional purchases during the charter as needed. The cost varies enormously depending on your preferences, from €100 per person per day for straightforward Mediterranean cooking with local wines, to €300 or more for premium provisions.
Marina and port fees depend entirely on your itinerary. Anchoring is free in most locations. A berth in Paros costs €400. A berth in Monaco costs €3,000 or more. The difference between a week spent mostly at anchor and a week with nightly marina stays can be €5,000 to €15,000.
Water sports and activities include running costs for toys already on board (Seabob fuel, jet ski fuel, dive compressor operation) and any external activities the crew arranges for you: water sports instructors, guided excursions, beach club reservations, shore transport.
Other expenses include guest laundry done ashore, marine park entry fees, local tourist taxes, satellite communications if applicable, and any special arrangements made on your behalf.
For a detailed breakdown of specific fuel consumption rates by yacht model, marina fees by port, and provisioning cost tiers, see our complete MYBA cost breakdown.
What APA Does Not Cover
These costs are included in the charter fee and are not part of the APA: the yacht itself and all permanently installed equipment, crew wages, crew food and uniforms, insurance (hull, P&I, and liability), routine maintenance, consumable stores (engine oils, cleaning supplies, deck maintenance), and ship's linen and towel laundering.
Crew gratuity is also separate from APA. Tips are discretionary and paid independently at the end of the charter. For guidance, see our crew tipping guide.
VAT is charged on the charter fee, not on the APA.
How Much APA to Budget
APA is calculated as a percentage of the base charter fee. The percentage depends on three things: your yacht type, your cruising area, and how you plan to spend the week.
Sailing yachts and sailing catamarans typically sit at 20 to 30% of the charter fee. Lower fuel consumption is the main reason. A Lagoon 620 under motor burns roughly 40 litres per hour. Under sail, it burns nothing. On sailing charters, provisioning and marina fees make up the larger portion of APA rather than fuel.
Motor yachts typically sit at 30 to 40% of the charter fee. Fuel becomes the dominant factor. An 80-foot motor yacht at cruising speed can burn 400 to 500 litres per hour. At economy speed, that drops to 75 to 200 litres per hour. Your itinerary and cruising speed have an outsized effect on APA for motor yachts.
Why the Cruising Area Matters
Fuel prices, marina costs, and provisioning costs vary by country, which is why two identical charters in different locations can have different APA requirements.
Greece runs 25 to 35%. Marina fees are moderate outside of Mykonos and Santorini. Fuel prices sit around €1.60 to €2.00 per litre. Local provisioning is excellent value. Lots of anchoring opportunities reduce marina spend.
Croatia runs 25 to 30%. Short distances between islands mean lower fuel consumption. ACI marinas are reasonably priced. Fresh produce from local markets keeps provisioning costs down.
Balearic Islands run 30 to 35%. Marina Ibiza and Puerto Portals are among the more expensive berths in the Mediterranean. Provisioning costs reflect island pricing. Anchorages exist but popular bays fill up quickly in peak season.
French Riviera runs 35 to 40%. Monaco, Saint-Tropez, Antibes, and Cannes all charge premium berthing rates. Provisioning at Riviera standards is expensive. Beach club minimums, restaurant reservations, and general cost of living push APA higher here than anywhere else in the Med.
Caribbean runs 25 to 30%. More anchoring, less berthing. Fuel is slightly more expensive due to import costs, but distances between anchorages are short. Note that many Caribbean charters use all-inclusive CYBA contracts rather than the MYBA APA model.
The Preference Sheet: Where Your APA Budget Gets Decided
Before the charter, you complete a preference sheet. This is a detailed questionnaire covering dietary requirements, food preferences, beverage choices, allergies, activity interests, and special requests. The Chef and Captain use it to plan provisioning and estimate spend.
This is the single most important document affecting your APA. It deserves more than five minutes of your attention.
Dietary information is not optional. The Chef is cooking three meals a day for a week on a boat with limited cold storage. Allergies, intolerances, vegetarian or vegan requirements, religious dietary laws, and strong dislikes all need to be listed. Surprises at sea are not helpful.
Beverages are where APA budgets diverge most dramatically. A group that drinks local rosé and beer will spend a fraction of what a group requesting specific Champagne labels and premium spirits will spend. Be specific. "We like white wine" is less useful than "We prefer Sancerre or Chablis, nothing too oaky, budget around €15 to €25 per bottle." The Chef can work with precision. Vague preferences lead to over-provisioning or wrong purchases, both of which waste your APA.
Special occasions should be mentioned in advance. If there is a birthday or anniversary during the charter, the crew can prepare something memorable if they know ahead of time. Last-minute requests for celebration setups are harder to source and more expensive.
Children's needs matter more than people think. Specific snacks, milk preferences, meal schedules, and foods they refuse to eat should all be listed. Parents know their children. The Chef does not, until you tell them.
How APA Works During the Charter
Once the charter begins, the Captain manages the APA day by day. Every expense is logged: fuel receipts, marina invoices, provisioning purchases, tender fuel, and any additional services. Good Captains keep a running record and can give you an update at any point during the week.
Decisions that significantly affect the APA are discussed with you before they happen. If the Captain sees that berthing in Portofino for two nights will push fuel and marina costs above the remaining budget, they will let you know and suggest alternatives. This is a collaborative process, not something that happens behind your back.
If the APA runs low before the charter ends, the Captain informs you. You can top up via bank transfer or cash. This is uncommon with accurate pre-charter budgeting, but it happens on charters with extensive cruising or premium provisioning.
What You Can Do to Manage Spend
You are not a passive participant in APA management. A few things that make a real difference:
Discuss the itinerary with your Broker and Captain in advance. Talk through which nights will be at anchor and which at a marina. Some of the best evenings on a charter happen at anchor. They also happen to be free.
Understand speed and fuel on motor yachts. The relationship between speed and fuel consumption is not linear. A yacht that burns 200 litres per hour at 12 knots might burn 450 litres per hour at 22 knots. Cruising at a relaxed pace rather than racing between islands can halve your fuel bill. Ask the Captain for the specific numbers on your yacht.
Tell the crew your provisioning budget. If you care about keeping food and beverage costs moderate, say so. A good Chef can produce outstanding meals at €120 per person per day using local ingredients and regional wines. If you say nothing, the Chef will default to the higher end because they would rather over-deliver than disappoint.
Ask for a mid-week update. A five-minute APA check-in on day three or four gives you time to adjust if spending is tracking higher or lower than expected. This is entirely normal and good Captains will offer it unprompted.
What Happens at the End
On the morning of your final day, or sometimes the evening before, the Captain presents the APA reconciliation. This is a complete accounting of every expense incurred during the charter, organised by category.
There is no standard format for this. Every captain handles it differently. Some hand you a printed spreadsheet with every receipt in a folder. Some walk you through a handwritten summary over coffee. Some send a PDF through the broker a few days after disembarkation. I have seen captains present immaculate Excel sheets and I have seen captains hand over a stack of receipts in a ziplock bag. The level of detail varies. The principle does not: you are entitled to a full accounting of how your money was spent, supported by receipts.
If the APA has a surplus, the Captain returns the difference in cash or arranges a bank transfer through the broker. Some guests choose to apply the surplus toward the crew gratuity. If there is a shortfall, you settle the balance. Either way, the reconciliation closes the loop and there should be no surprises after you leave the yacht.
What Those Numbers Typically Look Like
To give you a reference point: on a 62-foot sailing catamaran doing a week in the Greek Cyclades with 8 guests, moderate provisioning, and a mix of anchoring and marina nights, total APA usage might come to 15 to 20% of the charter fee. Fuel is low (€1,000 to €1,500), provisioning moderate (€5,000 to €6,000 for the week), and marinas are a few hundred euros per night when used.
On a 30-metre motor yacht doing a week on the French Riviera with premium provisioning and nightly marina stays, total APA usage can reach 30 to 40% of the charter fee. Fuel alone might be €8,000 to €10,000, provisioning €14,000 or more, and marina fees €14,000 to €18,000 for the week.
The difference comes down to three things: fuel consumption, provisioning standards, and how many nights you berth versus anchor. For detailed cost breakdowns with specific yacht models, marina rates by port, and full APA examples with line-by-line figures, see our MYBA cost breakdown article.
What a Real APA Settlement Looks Like
Added August 2026. The sections above describe how the APA works. This is what a settlement looks like in practice, taken from a crewed 46-foot sailing catamaran in Greece in peak summer 2026, with 8 guests and 2 crew for 7 nights, on a charter fee of €15,000 and an APA of €4,800. The figures are rounded.
Category | Spent | Share | Detail |
|---|
Fuel | €2,000 | 45% | Roughly 970 litres at about €2 a litre, of which around 590 litres went through the generator and 380 through the engines |
Provisioning | €1,700 | 38% | Food from local markets, cooked on board, plus small shore purchases; about €30 per person per day |
Drinks | €640 | 14% | Local wine, beer, spirits and soft drinks for 8 |
Port fees | €120 | 3% | Most nights at anchor |
Spent | €4,450 | Just under 30% of the fee | About €350 returned to the guests, around 7% of the APA |
The 30% convention held up well: the APA was quoted at 30% of the fee, rounded up to €4,800 by the captain, and just under 30% was spent. Fuel was the largest line on a sailing boat, because in a Greek summer the generator runs for around 14 hours a day at anchor to power the air conditioning, fridges and watermaker, and on this boat it burned more diesel than the engines did. The refund was small, at about 7%, simply because the APA estimate was accurate.
The full week, including VAT, the per-person cost and how it compares with the figures published online, is set out in What a Crewed Catamaran Charter in Greece Really Costs, and the fuel side has its own article, How Much Fuel Does a Catamaran Charter Use.
What's Typical Across Many Charters
One week is one week. Across the crewed charter settlements we have reviewed over several seasons, on sailing and motor yachts in the Western Mediterranean, Greece and the Caribbean, the pattern below is the one that keeps repeating.
Category | Typical share of APA spent | Range and notes |
|---|
Food and provisioning | 35 to 50% | The largest line on sailing yachts, driven by the chef and the market |
Fuel | 25 to 35% | The most variable line: 10 to 25% on sail, 35 to 55% on motor yachts, and generator hours matter |
Drinks and bar | 8 to 15% | A single premium wine or champagne order can push it to 30% |
Berthing and port fees | 5 to 10% | Close to zero on a Greek anchoring itinerary, up to 20% with nightly peak-season marinas |
Agent, clearance and customs | Under 2% in the EU | 10 to 25% combined in the Caribbean and Southeast Asia |
Transfers, laundry, wifi, permits, taxes within the APA | A few percent each | Small individually, but they add up on remote itineraries |
Most settlements return money. Roughly a third of the APA comes back on a typical week, and most charters land somewhere between 20 and 45%. When a refund is unusually small, the usual explanation is either that the crew gratuity was paid out of the APA at the guests' request, which makes the spend look higher than it was, or, as in the example above, a peak-summer week with the generator running and an APA that was estimated accurately in the first place.
Common Questions
Is APA refundable? Yes. Any unspent APA is returned to you at the end of the charter. It is your money held in trust for operating expenses.
Can I top up mid-charter? Yes. If spending exceeds the original allowance due to itinerary changes, additional provisioning, or higher fuel usage, you can top up via bank transfer or cash.
Is VAT charged on APA? No. VAT applies to the charter fee. APA covers operational expenses at cost. Some of those expenses may include local taxes or fees with VAT embedded (marina invoices, for instance), but the APA itself is not a VAT-able item.
Who holds the APA money? Typically the Captain, who manages it operationally. In some contract structures, the APA is held by the broker or stakeholder in escrow and released to the Captain in stages.
Can the owner profit from APA? No. Under MYBA terms, all APA expenses are charged at cost. The owner, crew, and broker cannot mark up provisioning, fuel, or any other APA expense. Use of provisioning agents who add their own margin is discouraged by MYBA for exactly this reason.
What if I want a fixed price with no APA? Some charters operate on an all-inclusive basis, particularly in the Caribbean under CYBA contract terms. You pay a single price covering the charter fee and estimated operating costs. This offers price certainty but no refunds if costs run lower than estimated, and no flexibility to adjust. For most Mediterranean charters, the APA model gives you more control and better transparency.
Can leftover APA go toward the crew tip? Yes. Some guests choose to apply part or all of the surplus toward crew gratuity. This is entirely at your discretion.
The Short Version
APA is your operating budget for the week. You fund it before the charter. The Captain spends it on fuel, food, marinas, and anything else your charter needs. Every euro is accounted for with receipts. Anything left over comes back to you. Your choices, particularly on provisioning and itinerary, determine how much gets used. A good broker gives you realistic APA estimates before you book. A good Captain manages it transparently while you are on board.
That is all there is to it.
About the Author
Maurits is a professional yacht charter broker and founder of Frontier Yachting, based in Belgium. Before moving ashore, he worked as a yacht Captain and has managed APA budgets across multiple Mediterranean seasons. He has provisioned yachts, tracked expenses, presented reconciliation statements, and had every conversation about APA that this article describes. He now helps clients budget accurately before they board.
Contact: hello@frontieryachting.com | +32 487 22 08 22
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