Ultimate Cruise Embarkation Guide: Everything You Need To Know
Ahoy Cruisers! The wait is nearly over, your cruise embarkation day is right around the corner, marking the thrilling start of your cruise journey. With a little preparation and these fantastic tips, you'll be setting sail with style and a smile. From organizing important documents to reserving spa treatments and exploring the ship, we've got your embarkation day covered from shore to cruise. Let's break the day up into categories and keep it simple!
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Table of Contents
Boarding Preparation at Home
Let's begin before you leave for your port city. Having everything ready and organized will help get you onboard as quickly as possible!
ID's- These are the most important items that you will need to have to board the ship. You will need valid identification for all passenger's that EXACTLY matches the cruise reservation. Please check with your respective cruise line for exact requirements for your cruise: Carnival Cruise Line Travel Documentation, Norwegian Cruise Line Travel Documentation, Royal Caribbean Travel Documentation.
Examples of necessary documents are passports, birth certificates, driver's licenses or government issued photo ID's, student ID's, or military ID's. You may also need a marriage certificate if you have a name change and additional documentation for minors who are traveling with you. There are circumstances when a visa may be required as well, you can check with your cruise line for the best information. These documents need to be valid and in near perfect condition.
It is best practice to always travel with a valid passport. Don't just take my word for it, read about Cruise passenger information from the State Department.
Before leaving home, make copies of your passport and photo ID's or take pictures of them on your phone. This is helpful when you go ashore. You can leave your actual identification documents (unless you are doing a tour that requires the actual document – jeep, ATV, crossing a border, etc.) in the safe so you do not need to worry about losing or damaging them, or having them stolen and take the copy of the document with you on shore. Port security and the cruise line use your cabin card for entry and exit onto the ship.
Online Check-In
You will need to complete your passenger information either online or on the cruise line's app prior to departure. Most cruise lines will send you an email to tell you when to complete your online check-in. This is usually between 30-60 days prior to your sailing date. If you do not receive an email, you can check by logging into your cruise account, contacting your travel agent (if applicable), or calling the cruise line.
In order to complete your online check-in, you will need to have your reservation number, identification information, emergency contact information, credit card information (the card you want to use for onboard purchases), and arrival information (flight number). Be ready for a picture! Many of the cruise line's now take your security photo while completing online check-in, this is a great time saver at the pier.
Mobile Apps
All of the cruise line's have a mobile app that you can download onto your phone. Many of them work while you are at home to complete your check-in process. You will go through all of the steps mentioned above but you will do them on your phone. As your cruise gets closer, you may also be able to purchase shore excursions, reserve dining in the specialty restaurants, and reserve seats for the shows. Once you are aboard, these app also serve as your daily planner and give you real-time information while onboard. Take a minute and download the cruise line's app – it will be your essential companion.
Once you have completed your check-in, you should be able to print out your boarding passes, health forms, and your luggage tags.
Luggage Tags
You will need to print out your luggage tags (in color, if possible) and complete the information- especially your cabin number. Make sure that it is easy to read and attach one to each piece of your luggage. If you are flying to the embarkation port, put your cruise luggage tags on AFTER you land in the port city.
The luggage tags are color coded to make it easier for the crew to sort and deliver the luggage to the correct cabin, so if you can print them in color, it helps to speed up the process.
When you get to the pier, you will give your luggage to the porter and begin the boarding process. You will not see your luggage again until you are onboard the ship later in the day. Don't be overly concerned if you forget your luggage tags at home, the porter has luggage tags. However, be sure to check the information and make sure that the handwriting is legible.
Selecting Boarding Time
As you are completing the check-in process, you will be assigned a boarding time. This will be earliest time that you are allowed to enter at the pier to complete the boarding process and get onboard the ship. It is important to respect the boarding time you are given. With up to 6000 people from the previous voyage leaving and 6000 people for the current voyage entering the same terminal building, procedures are vital to keep everything running smoothly and avoiding unnecessary delays and overcrowding.
Sometimes you will have an option to choose a boarding time and sometimes it will be assigned without other time options. Usually the earliest time slots are given in the order that you complete your online check-in.
If you are interested in being one of the first guests to board, each cruise line has offerings to help make that happen for you. For example, Carnival offers Faster To The Fun and many cruises offer priority boarding with their loyalty programs or by purchasing a higher cabin category, such as a suite. If you are someone who likes to have shorter lines and avoid the crowds, sometimes a later embarkation time is better.
Always keep in mind what the final boarding time is for your specific cruise! This is usually 2 hours prior to sailing for embarkation. Embarkation final boarding time is different from the other cruise ports that are visited during your cruise, this gives the cruise line time to comply with all government regulations regarding the departure manifest.
Health Forms
Once you have arrived in the port city, you can complete the necessary health forms, these usually need to be completed 24 hours prior to getting onboard the ship. It will ask questions about how you are physically feeling. These forms will need to be completed for all passengers sailing.
Other Contact Information
If you have purchased cruise insurance, which I HIGHLY recommend, now is a great time to be sure you have contact information either in your phone or printed out. If you haven't already looked over the policy to check coverages, please take a moment to look it over.
If you have booked shore excursions or transfers with independent companies, now is a good time to confirm those confirmation numbers and contact information. Sometimes when you are cruising you do not have the best signal to call, text and email. You may also want to print out this information for reference.
Phone Plan
Please check your cell phone plan for cruises. Some companies now offer a specific plan that caters to cruisers and other plans will charge you for roaming. It is good to how your plan works before coming home to a large bill!
Credit Cards
You will want to contact your credit card companies to let them know that you will be traveling internationally. You will also need to check your credit card's policy for international charges and fees.
Carry-on Bag
I highly recommend packing a carry-on bag of your choice (beach bag, backpack, small suitcase) before leaving for the cruise port that includes all of the essential items you will need for the afternoon.
This will include but not be limited to: all of your travel documents- boarding passes, ID's, birth certificates, passports, health forms, and any other necessary documentation you will need to show in order to get checked-in and receive your cruise card, credit cards and cash, medications, cell phone and charger. I also like to have a pen with me, just in case there are additional forms that need filled out or if I need to make a note of any information.
If you are embarking on a sunny day, don't forget to also bring a hat, sunglasses, sunscreen and a bathing suit. It is good to have all of these items with you because it is likely that your cabin will not be ready for you until after 1PM and your suitcases may not arrive to your cabin until 5PM or later.
If your cruise line allows you to bring wine aboard and you have chosen to bring it, you will need to have it with you in your carry-on as well. Other items that you may want to carry-on: door decorations, prepackaged snacks, and any valuables or fragile items.
Now that you have done all of the prep work, it's time to put on your cruise t-shirt and head to the pier!
If you need inspiration for making your cruise t-shirt, check out 350 Cruise Quotes For Inspiration.
Cruise Embarkation at the terminal
Once you have all of your documentation and arrive at the pier, you will find a porter to give your luggage to (be sure that your luggage tags are attached to each piece of luggage you give the porter), and then find a crew member who will direct you where to go to officially check-in.
Be prepared to show your boarding pass and ID to enter the cruise terminal. Your carry-on luggage will also be screened while you pass through a metal detector. This is a similar process to the airlines' security.
Scheduled Embarkation Time
The cruise line has established a system to help streamline the embarkation process to help ensure that your first cruise day goes smoothly. You will receive an arrival time slot that shows the earliest time you should arrive at the cruise port. Usually these times begin late morning and end in the late afternoon. This will vary depending upon the cruise's scheduled departure time. Understand the importance of your arrival appointment. This scheduled time slot helps manage the flow of passengers, reducing wait times and ensuring a well-organized embarkation process.
Be prepared to stand in line to get checked-in and receive your cruise card. Once you reach the crew member who will be checking you in, they will be asking you for all of your documentation and potentially a credit card for onboard purchases and a picture for security purposes (many of the cruise lines have you complete these steps prior to embarking).
Once they have approved all of your documents, you will receive your cruise card, medallion, or bracelet, depending on the cruise line. This card is also your room key and it will be used to make all purchases aboard the ship. All cruise ships are cashless, so you will need to carry your cruise card with you all the time. Many people purchase lanyards so they can conveniently wear their cruise card.
Most likely, you will now be sent to a waiting area inside the building where there is an organized seating according to when you will board the ship. There is usually a restroom and water available while you wait.
Special Needs
Cruise lines understand that there will be passengers who may need assistance. If you have special needs, communicate them in advance so the crew will be better equipped to handle your particular situation.
Boarding the Ship
AHOY Matey!! Let's get onboard! Once they call your group to board, you will head to the security check point where they will scan your cruise card and you can step onboard! The cruise line will need to scan your cruise card each time you embark and disembark the ship. You will need to remove hats and glasses so they can confirm your identity. They will do this for EVERY passenger, every time, at every port, this is how they keep track of who is onboard.
Plan Your Activities
Maximize your onboard experience by planning activities in advance. Schedule spa appointments, explore your assigned dining room, and secure show reservations.
Now that you are onboard, take a bit of time to organize your journey now so you can be on cruise control for the rest of your vacation.
Once you are onboard, the cruiseline's app will have features available that it did not prior to being onboard. You will be able to look at the daily schedule of events, restaurant hours of operation, and have the ability to reserve specialty restaurants and shows. Take advantage of this opportunity to plan events to ensure you get the most out of your cruise.
You may want to take some time to check out the spa and gym. They may have special promotions during embarkation.
If you want to use the spa or have treatments done, booking earlier is better, especially if you want an appointment on a sea day because those appointments tend to fill up the fastest. If you are looking for a discount at the spa, many times they run specials on port days. So take a look at your itinerary and if there is a port that you are not planning to go to or if you are going later in the day, that is a great opportunity to book a spa treatment.
Most of the gyms have organized classes that you may want to sign up for, and embarkation day is the best time to get those classes booked before they fill up, or there may be a trainer that you would like to consult with on a sea day. Dropping by gives you an opportunity to familiarize yourself with the ship's gym in case you want to burn off a few buffet calories.
This is also the perfect time to take the kids to the Kids' Club to sign up for activities and to meet the staff. They will be ready to show you around so the kids will be comfortable and familiar with the area.
Let's get Acquainted
Your cruise embarkation day is a great time to explore the ship's layout, public areas, and important facilities. Most cruise cards will say what dining room and time you will be dining for dinner. I recommend finding your dining room and checking it out. If you need to make any changes in your dining time or dining room, this would be the best time to speak with a crew member to see about making those changes.
With the sheer size of the modern cruise ship, it's a good idea to walk around an d become familiar with the lounges and theaters. This is where most of the shows and entertainment will take place. Most of the live music happens in the more open areas of the ship, like the lido deck, atrium, and sometimes the bars.
Usually on one of the lower decks in the center of the ship is where you will find the bursar's desk, guest services, shore excursion desk, and the future cruise deck. This is also where you tend to find the ship's main shopping area. The ship's stores and casino will not be open while the ship is in port, they will open once the ship has entered international waters.
Lunch
Depending upon your particular boarding time, you may be ready for some lunch or a snack to get you through until dinner. No worries, the cruise line definitely has all of your food requirements well covered.
While many people get onboard and head directly to the lido deck for the buffet lunch, there are usually other options available and many of them are much less crowded. Check your daily event flyer or the app for additional dining venues open for lunch. Sometimes, the specialty restaurants offer a special tasting menu for embarkation day and the main dining rooms may be open for a sit down lunch experience that is free of charge.
Muster Drill
The other information that is on your cruise card is your muster station. Be in the know about the muster drill – a mandatory safety measure. It is important to know when and where the muster drill will be held. You can find this information on the day's event schedule either on the app or on the daily sheet that is given to you.
Most likely, the muster drill be be in the late afternoon or early evening before you set sail. They will make announcements and you will go to either your meeting station or muster location. Once you arrive there, you will check-in with a crew member.
Be sure to actually check-in for the muster drill! They will know if you do not attend! It only takes a few minutes and it is mandatory, then you can get back to having all the fun.
Your Cabin Awaits!
Cabin Preparation
Once they have made the announcement that your cabin is ready, grab all of your carry-on items and go check it out!
The very first thing I do when I get to my cabin is put all of my money, valuables, documents (passport, ID, etc.) in the safe. I know it's not as much fun as enjoying the view from the balcony or jumping on the bed but it is very important to keep these items safeguarded.
Then have some fun capturing the moment by taking photos of your cabin before your luggage arrives, it makes for nicer pictures without clothes and toiletries laying all over.
Your Cabin Steward
Your cabin steward is going to be your new favorite person! They will be coming in to your cabin at least once a day and making your bed, giving you clean towels and refreshing your cabin. Ahhhh, it's so nice! They are a stealthy bunch and you may never see them unless you look for them! And when you do find them, be sure to introduce yourself and let them know how much you appreciate their hard work.
When you arrive in your cabin, check bed configurations and get ready to make your cabin your home away from home. If you need to change anything or if you have any special requests, reach out to your cabin steward, they want to help make your cruise as comfortable as possible.
Shore Excursions
If you've booked shore excursions through the ship, many times the tickets will be in your cabin when you arrive. If so, double-check your tickets for accuracy, meeting times, and locations. This ensures a smooth transition from ship to shore, many times you will meet in a lounge to proceed together to shore for the cruise line's excursions.
Airplane Mode
Before you get too wrapped up in all of the fun, put your phone in airplane mode. Once you set sail, your phone will be searching for signal. This will drain your battery and, depending on your phone plan, rack up quite a large bill. It's a good idea to check your phone plan prior to embarkation to get all of the specifics. If you have an internet plan through the ship, you will need to sign on to their wi-fi. Most ships now have a tech desk, so if you run into any complications, they will be able to help you out.
Sail Away Party
Now that you have planned your cruise time, organized your cabin, verified all of your information, and safeguarded all of your valuables, it's time to relax and enjoy your cruise!
Head to the sail away party, grab an umbrella drink, and mark the beginning of your cruise adventure!
FAQs
Q: What is priority boarding?
A: Priority boarding allows specific passengers, often those with particular cabins or loyalty status, to board the ship earlier, bypassing lines and ensuring a swift embarkation.
Q: Can I bring wine on board?
A: Policies vary, so check with your cruise line. Some allow guests to bring a limited amount of wine on board.
Q: How important is the online check-in process?
A: Extremely! Completing the online check-in process streamlines your boarding, saving time and ensuring a smoother experience at the terminal.
Q: When is the earliest time to board the ship?
A: You will be assigned a boarding time when you complete your online check-in, that is the best time for you to arrive for boarding.
Q: What is a muster drill?
A: A mandatory safety drill where passengers learn emergency procedures.
Have a Spectacular Cruise!
Embarkation day sets the stage for your cruise adventure, and this guide will get you off on the right foot for smooth sailing! From having your essential documents ready to booking spa treatments and exploring the ship, you'll ensure a smooth and enjoyable start to your voyage. So, set sail with style to make wonderful memories along the way!
And, Be Shore to Cruise!!
