Cruise Reservation Intake Form

Please remove this form template insight sections before publishing.

Overall Form Strengths

1. Data Accuracy & Validation

Cruises are unique because they involve border crossings and strict manifests.

• The "Match" Rule: Your template should include a prominent note that names must match identity documents exactly. Even a small typo can cause boarding delays or expensive name-change fees from the cruise line.
• Birthdates: Capturing these is essential for age-restricted activities (like kids' clubs or casinos) and for calculating accurate pricing, as many lines offer "3rd and 4th guest" discounts based on age.

2. The Logic of "Primary Contact"

By designating a Lead Passenger, you create a single point of truth for the reservation. This prevents conflicting requests if multiple people in the same cabin try to change dining times or shore excursions. In your digital form, use conditional logic to ensure the Lead Passenger’s contact info is mandatory, while secondary guests only need identity details.

3. Cabin Categorization & Placement

The "Stateroom" section is where most travelers get overwhelmed.

• Visual Hierarchy: Group options from "Interior" up to "Suite" to help users understand the price ladder.
• Location Matters: Adding a field for "Deck Preference" or "Proximity" (e.g., near the elevator for those with limited mobility) adds a high-end, consultative feel to your form.

4. Health and Accessibility

This is a critical section for logistics.

• Dietary Needs: Most modern ships can accommodate almost any diet, but they usually require 45-60 days' notice for specialty items.
• Medical Equipment: Including a field for power requirements (like CPAP machines) is vital because stateroom outlets are often limited, and the crew may need to provide extension cords or distilled water.

5. The "Celebration" Trigger

This is a small field that yields high value. If a traveler mentions a birthday or anniversary, it allows the coordinator to arrange for stateroom decorations, cakes, or specialty dining reservations. It transforms a standard booking into a curated experience.

Please remove this mandatory questions recommendation before publishing.

Mandatory Questions Rationale

To ensure a cruise booking is successful and to avoid boarding denials at the pier, certain fields in your template must be set as mandatory. These questions form the "Manifest," which is the official data required by port authorities and customs around the world.

Here are the essential mandatory questions and the reasoning behind each:

1. Full Legal Name (Exact Match to ID)

• Why: Cruise lines have a zero-tolerance policy for name discrepancies. If the name on the reservation does not match the name on the passport or government-issued ID exactly—including middle names or suffixes—the traveler may be denied boarding.
• Template Tip: Use separate input fields for "First Name," "Middle Name," and "Last Name" to ensure users don't skip their middle name by mistake.

2. Date of Birth

• Why: This is a primary security identifier. Additionally, cruise pricing often depends on age (infant rates, child discounts, or senior rates). It also determines eligibility for age-restricted areas like casinos, nightclubs, or youth programs.
• Template Tip: Use a dropdown or calendar picker to avoid confusion between international date formats (DD/MM vs MM/DD).

3. Citizenship & Passport Details

• Why: Ships cross international boundaries. The cruise line must verify that every passenger has the correct documentation and visas for every country on the itinerary. Without this data, the ship could face heavy fines, and the passenger would not be allowed to embark.
• Template Tip: If a user is currently renewing their document, allow them to check a "Renewal in Progress" box but keep the "Citizenship" field required.

4. Gender (As listed on ID)

• Why: Despite modern social changes, official manifests must currently align with the gender marker on the passenger’s passport to satisfy customs and border protection protocols at various ports of call.
• Template Tip: Label this field as "Gender as it appears on your travel documents" to provide clarity for the user.

5. Emergency Contact Information

• Why: For safety, cruise lines require a contact who is not on the ship. In the event of a medical incident or if a passenger misses the ship's departure at a port, the cruise line needs an immediate point of contact on land to coordinate.
• Template Tip: Require both a phone number and an email address for this individual.

6. Contact Information (Email & Phone)

• Why: The reservation process is now almost entirely digital. From sending boarding passes to providing "Know Before You Go" updates and itinerary changes, having a direct line to the lead passenger is vital for a smooth departure.