Corporate Event Checklist for Lake Travis Party Boats

Certificate of Insurance (COI)

COI is the most-requested compliance document on corporate charters. Premier carries $2M general liability and $5M aggregate through a marine-specialty carrier. The COI lists the corporate client as additional insured for the date of the charter.

Request the COI through your booking team 2 weeks before the charter date. The broker turnaround is 24–48 hours; Premier emails the PDF directly to the client’s AP or risk-management contact.

If the corporate client requires a custom endorsement (e.g., waiver of subrogation), flag it at booking. Endorsements add 3–5 business days to the COI turnaround.

W-9 and tax exemption

W-9 is on file and emailed within an hour of request. Most corporate AP teams need it before issuing a PO or running an invoice through accounts payable.

Tax exemption certificates (501(c)(3), educational, government) reduce the Texas state sales tax line item (8.25%). Premier processes the exemption documentation before the invoice issues so the final number is correct on the first send.

Texas tax applies to the boat charter base rate. Gratuity (20%, captain and crew) is not taxed.

NET-30 invoicing and PO numbers

Standard payment terms are NET-30 against a line-itemized invoice (boat base x hours, Texas state sales tax 8.25%, 20% captain and crew gratuity, optional Party On Delivery pre-stocking).

PO numbers go on the invoice on request. Most corporate AP teams require a PO; Premier accepts the PO at booking or any time before the invoice issues.

The 50% deposit is invoiced at booking; the remaining 50% plus tax and gratuity is invoiced 7 days before the charter. NET-30 applies from the invoice date.

Headcount confirmation timeline

Headcount lock is 7 days before the charter. The number drives the dietary coordination, the BYOB sizing, and the boat selection if the count crosses a capacity threshold.

Plus or minus 2 guests inside the 7-day window is fine; plus or minus 5 or more requires a boat-size review. Premier reschedules to a larger boat at no charge if the calendar allows.

No-shows on the day are charged at the booked rate. Walk-ons inside the boat capacity are added at the per-guest BYOB rate without additional boat charge.

Dietary restrictions and catering

Premier is a captained charter, not a caterer. We coordinate with Lake Travis caterers we have worked with on past corporate offsites for full lunch or dinner service.

Confirm dietary restrictions 48 hours before the charter so the caterer has time to adjust. Standard accommodations: vegetarian, vegan, gluten-free, kosher, halal. Premier passes the list directly to the catering coordinator.

For lighter offsites, most teams bring boxed lunches or have Party On Delivery pre-stock cans and snacks 30 minutes before boarding.

The corporate-charter day-of timeline

Captain arrives 30 minutes early. Dock check, BYOB pre-stock placement, audio system pre-flight.

Team boards 15 minutes before block start. Captain greets by name (we use the attendee list from the booking form). Audio at conversation-level for the boarding block.

Run-out, cove anchor block, optional toast or recap from the offsite leader, run back, dock-back at block end. Free weather reschedules if the forecast turns.

What's next?

Corporate charters book 8–12 weeks out for Saturday afternoon dates April through October. Q4 end-of-quarter celebrations book 14–18 weeks out. To book your Austin corporate event, see /corporate-events.

Frequently asked questions