Most of what goes wrong on a corporate retreat on Ha Long Bay is something nobody told the team. Send one short email a week before. This is what goes in it.
Passport details, in advance. On Athena Premium, passports are checked at check-in, and the operator takes every guest’s full name, date of birth, nationality and visa expiry beforehand. The port authority can refuse boarding without them. Ask your operator for its deadline, and collect the details through HR rather than a group chat.
Which port, and when. Aspira and Azura leave from Tuan Chau. The other four leave from Ha Long’s international port. Depending on the ship, the published start is 11:30 or 12:00.
A small boat out to the ship. Some ships board by tender. Athena Royal tenders out at 12:45, and Azura from the marina at Tuan Chau.
Weak wi-fi. On Athena Royal and Athena Premium, the operator says it plainly: the ships work far from shore, and the islands block the satellite signal for much of the route. Download what you need before boarding, and do not plan a live call.
What costs extra. On Athena Premium every meal is in the fare, but drinks, karaoke, spa and massage are charged as they are used. Say in the email who pays for what.
Shoes. Thien Canh Son Cave, on the Bai Tu Long route, is about 200 stone steps up. Where a cave is visited by kayak, a bamboo boat rowed by a local boatman is usually the alternative for anyone who would rather not paddle.
Send it once, and the questions get answered before anyone has to ask them.