Planning a Captain's Meeting


Select a date for your Captains Meeting and include it in your e-mail to the club members signed up for the cruise. The email should include the time, date and place of the Captains Meeting. It is suggested that the Captains Meeting be held close to the date of the event.

Weather always plays an important part in planning the event. Keep in mind there are two conditions outlined in the by laws of the club that pertain to safe Boating.

Cruising events are automatically canceled if on the day of the event the weather station posts Small Craft Warnings.

It’s up to the Cruise Leader and the Cruise Director to cancel an event if a Small Craft Advisory is posted on the day of the event. Ultimately it’s the decision of the boat captain whether or not to sail or motor to the destination.

The Captain’s meeting date should coincide with the cancellation date at the marina if possible.

·  Day cruises usually include lunch and a local sightseeing/ shopping event.

·  The Cruise leader should check with the sign ups to see how structured they want the event to be. Organized games, sight seeing, golf etc. Some club members enjoy just relaxing around the marina.

·  Overnight cruises generally will have two nights of activity. Arrival night, the second night and departure day. At the meeting, get an idea what the group would prefer.

·  Check with the Cruise Director before the meeting to see what the club is willing to provide for prizes in the event you plan some activity. You may also want to check with the marina or restaurant to see if they are willing to provide a gift for the event. A short quiz of the event is always fun to break the ice with the group.

·  Determine if there are cruisers that would like to travel together. It’s important to make sure new members or club members not familiar with the cruising destination feel comfortable and safe making the trip. Also try to group boats traveling together by their speed. Slow boats with slow boats. Fast boats with fast boats. Designate a person in each group as a group leader. That person should have the names of all the boats traveling together. This is to ensure no one gets left behind. Some club members will start ahead of the cruise date or stay after the event. All cruisers should know when they should be at the destination to be included in all the activities.

·  Pick a VHF channel for cruise communications.

·  Review navigation charts that will be needed. Any charts that are copied and passed out to club members should be marked “not for navigation” -- they should always carry and use published charts. Pass out any information on the destination or restaurant that’s available.

·  For anchor-outs, review location of anchorage, navigation approach, tide depths, VFH channel to use while at anchor and dingy runs to the marina and tie ups.

·  Be sure the sign up sheets contain all the pertinent club member information including a cell phone number while traveling.

·  If a boat experiences mechanical problems or cannot continue the cruise, the cruise leader or group leader should be notified as soon as possible. The leader will ask for a volunteer boat to stay and render assistance if they can and notify the leader if the boat in difficulty will be returning to port or continuing on to the destination.

No member of the cruise should take it upon himself/herself to deviate from the cruising plan discussed at the captains meeting without first advising the leader of his/her change of plan.

·  Cruise leaders check the links attached to our web page You can get up to date weather and pick up all kinds of information on traveling destinations by using Check out some of the other links as well.