Inside the cruise line’s meetings-at-sea program.
Value. Captive audience. Turnkey. Those are just three of the reasons meetings at sea continue to gain momentum, as I discovered while joining a Seminar at Sea for meeting planners aboard Royal Caribbean’s Freedom of the Seas. I was there to observe firsthand what planners can create when hosting a corporate meeting, incentive or event at sea. From built-in dining and entertainment to flexible meeting spaces and the natural networking that comes from keeping attendees together, the advantages quickly became clear. Cruise meetings with Royal Caribbean aren’t simply about replacing a ballroom with a ship—they’re about rethinking the meeting experience.
Royal Caribbean’s meetings program offers a cost-savings alternative to traditional land-based meetings, Shane Ulrich, Royal Caribbean’s Corporate Sales Manager, tells Prevue. “A meeting at sea allows clients to deliver a high-quality experience while optimizing their budget. Even for smaller programs, it creates an accessible entry point to the product, often exceeding expectations and proving comparable to land-based events, all while driving meaningful cost savings. Over time, this becomes a compelling, repeatable solution that supports long-term budget efficiency.”
Meeting Planner Eileen Hankin, Account Director at Maritz, who plans small meetings for the automotive industry—about 20 to 50 staterooms—says that she is interested in meetings at sea because of “the price factor and everything’s all-inclusive. We’re also trying to give them something they haven’t done before.” Mark Williamson, VP of Sales for Eagle Eye Sales & Marketing, adds that his company has an incentive group with 250 staterooms, 500 people, and says the reason they chose Royal Caribbean was because they “thought the value was there. Our client also wants the group to have flexibility to do whatever they want for a couple of days.”
A Customizable Experience
Beyond the value proposition, the Seminar at Sea highlighted the flexibility of Royal Caribbean’s meetings program. Ulrich explained to the group that a cruise program can save organizations up to 30 percent compared to a land-based destination while benefitting from an array of inclusions at no additional cost—
from diverse culinary experiences across the ship’s dining
venues to Broadway-caliber entertainment, unique gatherings, one-of-a-kind meeting and venue spaces and standard A/V equipment. Plus, planners can integrate customized shore excursions and teambuilding activities, offering additional
value for the group.
And because meetings and events aren’t one size fits all, Ulrich emphasized the seven different ship classes that Royal Caribbean offers—from more intimate vessels such as the Freedom Class vessel we were sailing on, where guest capacity tops at 3,864, to the Icon Class, which offers the largest ships at sea with guest capacity at 7,600.
Asked about the sweet spot for groups, Ulrich says, “Because our ships can accommodate groups of all sizes—from as small as 16 guests to full-ship charters—the sweet spot for group size varies, with our larger ships offering greater venue capacities. It also depends on what the group wants. For example, a client with 100+ rooms may choose to split their program into smaller groups, like multiple back-to-back sailings, as opposed to booking one large group. With a fleet of over 30 ships to choose from, there’s a lot of flexibility when it comes to group customization.”
Royal Caribbean’s global deployment also gives planners a broad range of itinerary options, with sailings throughout the Caribbean, Europe, Alaska, the U.S. West Coast and Northeast, Australia and Asia.
Paradise Found
For planners sailing the Caribbean, Royal Caribbean’s private destination, Perfect Day CocoCay, extends the meeting experience ashore with options that can be tailored to different groups. Whether attendees prefer high-energy activities or a more laid-back experience, the island offers planners flexibility in designing a day that fits their program. Hideaway Beach, for example, delivers a lively, adults-only atmosphere, while Thrill Waterpark caters to groups seeking more adventurous experiences. There is also a wide range of cabanas throughout the island, which can be reserved for groups and VIPs.
Beyond recreation, the island also lends itself well to corporate programming. Groups can organize teambuilding activities such as Beach Olympics, gather over multiple dining venues or simply give attendees time to unwind along the shoreline after a day of meetings.
My favorite slice of heaven on the island? Coco Beach Club. Planners, consider this your executive retreat venue as it’s home to a string of 675-sf overwater cabanas featuring concierge service, an overwater hammock, a wet bar and even an ocean slide.
What Attendees Can Expect
The week-long Seminar at Sea blended education with experience, meaning we got a taste of what attendees can expect—and they won’t be disappointed. After a seamless check-in at PortMiami, I arrived at my stateroom to find elevated welcome amenities, a fitting introduction to the hospitality that would define the week ahead. The stateroom proved equally well suited for business and relaxation, with ample storage, a desk for catching up on work and a comfortable bed to unwind after a day of meetings and activities. The stateroom’s balcony was my go-to spot for an early morning coffee accompanied by those soothing ocean views.
The week kicked off with a welcome reception at Freedom of the Seas’ glass-enclosed Olive or Twist Lounge, where an elaborate spread of small bites and fanciful fruit carvings showcased the ship’s culinary offerings. That attention to detail continued throughout the sailing, whether during breakfast or dinner in the Main Dining Room or at one of the specialty restaurants, including one of my faves, Chops Grille.
What attendees will appreciate most about Royal Caribbean’s meetings at sea is how easy it is to balance business with downtime. When not attending sessions or exploring ashore, I fit in workouts at the well-equipped fitness center, grabbed a slice at Sorrento’s Pizza or joined one of the ship’s onboard activities. Evenings were spent taking in the ship’s theater productions or gathering with the group in one of its lively lounges. All without ever leaving the ship—a reminder of what makes meetings at sea such a turnkey experience.
