What to know about caring for the boat, crew and contractors while in the yard.
Even without guests on board, a refit or yard period is far from a holiday. In fact, there’s often way less time for crew dinners and outings than anticipated. Depending on the project’s scope, time in the yard can be as hectic as a boss trip if it’s not organized properly.
Yard time provides a great opportunity to connect with the industry’s shoreside companies like ship builders, contractors and craftspeople. My most valuable business and personal connections have started in the shipyards and are the core of my network when now running my own business.
Ideally, a shoreside project manager should support the refit process, even better if it is a person who was part of the initial build of the yacht, but often it falls on the chief stew alone. When that’s the case, the better prepared you are, the smoother it will run.
Preparation
Work planning must start long before arrival. Depending on the project, it can take months or even years to line things up. Whether it’s a furniture touch-up or a 30-foot extension, preparation is key. If it’s the first yard period after the build, the open points must be recorded and shared with relevant parties ahead of time. Urgent owner requests, operational defects or wear and tear marks must be documented with photos and locations, whether in Pinpoint, Excel or an internal WhatsApp group. If still under warranty, the build yard may assist; otherwise, the HOD needs to source contractors, check the availability and compare prices. Quotes and approvals must be in place before arriving at the yard so contractors can start the moment the boat arrives.
Protection
While deck protection is usually handled by the yard, interior protection falls to the HOD. This can become a full-time job. Clean parquet before laying floor runners and fix them properly to avoid tripping hazards or blocked fire doors. Corner guards in high-traffic areas are worth it, but don’t wrap everything in cling film. There’s the strange psychological fact that when everything is covered, people are more careless. Use safe materials that are quick to remove. Shipyards and yacht chandlers often supply different protection, and if possible the boat should have a contract with the store for easy access. And it’s best to remove loose valuables from guest areas.
Delegation
It is often overlooked that refit tasks add to existing HOD duties. While junior crew may enjoy lighter days, senior crew use the time for training, drills, orders, inventories and other neglected admin. Non-rotational boats may grant extra leave or make up those “red” hours of rest, leaving fewer hands on board. But contractors still need to be received, supervised and their work signed off. Assign someone to oversee them — and treat them kindly. They’re here to help.
Everyday life
With many outsiders joining the boat, daily dynamics shift. Be polite and welcoming, but don’t be shy to check badges and ask about the company they work for and who they are meeting. The boat is more exposed in the yard and security matters. Sometimes contractors are offered meals on board. Always clarify with the company what has been agreed before promising, and keep the chef updated on numbers. Staggered mealtimes ease the pressure on the galley and add comfort for everyone. Assign a dayhead for contractors and attend it often. If jobs run late, ensure someone from the interior team is present to oversee works at the end of the day. Watchkeepers must check that lights are off, doors secured and fire exits clear. Regular cleaning remains essential, even in chaos. And please, don’t forget the poor plants! Gather orchids in the room with the most daylight, keeping blinds open, water regularly and don’t let those palms disappear into dark deck lockers. If there is no way to care for the plants, sometimes it is possible to “hotel” them in a local garden center or find your green friends a new loving home.
Schedule
While builds usually follow a set schedule, refits might not. Yard time can be cut short overnight, with the boat having to be guest-ready at a moment’s notice. Sometimes there’s no allocated yard slot, and while the boss is away, contractors must fly in for few days to remote locations. Keeping touch-up kits or tools on board makes this possible; some destinations don’t even allow workers to travel with equipment.
Meeli Lepik is the founder of Holistic Yacht Interiors with over a decade in yachting and five boat launches of experience. holisticyachtinteriors.com