What We Do · Visa & Travel Administration

Ready for your next destination? Let's get the paperwork in order.

Working in yachting means crossing borders, joining vessels in different countries and coordinating travel around contracts that don't always leave much room for error.

Between passports, visas, flight details, joining instructions and supporting documents, there's a lot to keep track of. Missing paperwork or overlooking a travel requirement can create unnecessary stress when you're trying to get to your next vessel.

Ready Set Assist helps yacht crew organise their travel documentation, coordinate the administrative details and keep the relevant paperwork together, so you can prepare for your next journey with greater confidence.

Your career's first mate, wherever the job takes you.

Get my travel admin sorted See pricing

Your travel checklist

EXAMPLE

[Passport]
Expires [date]

Checked

[Visa / travel permission]
[Destination]

In progress

[Flights]
[Route] · [date]

To book

From organising supporting documents to coordinating flights and appointments, we're here to help keep the admin moving.

What we offer

Travel document organisation

When you're travelling internationally, having the right documents organised and accessible makes preparation easier.

We help you organise the paperwork associated with your upcoming trip, which may include

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Passport and identity document records.

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Existing visas and relevant travel permissions.

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Flight confirmations and itineraries.

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Vessel joining instructions.

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Employment or invitation letters supplied by your employer.

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Travel insurance documents.

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Supporting paperwork requested for a particular journey.

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A travel document checklist based on the information available.

We'll help you bring the relevant information together and flag missing items that need your attention.

Visa administration & document preparation

Visa requirements can differ significantly depending on your nationality, destination, transit route, purpose of travel and the vessel or contract you're joining.

We help with the administrative side of preparing your paperwork, including

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Organising supporting documents.

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Preparing document checklists based on official guidance or instructions supplied to us.

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Checking that the requested documents have been gathered.

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Coordinating appointments where available.

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Helping organise application information and supporting paperwork.

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Tracking administrative deadlines and appointment dates.

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Keeping copies of relevant confirmations organised.

Where you need specialised visa application assistance, Ready Set Assist can help with the appropriate service, subject to its scope and eligibility.

Flight & travel coordination

Getting to a vessel can involve several moving parts, particularly when you're travelling internationally or joining a yacht away from a major airport.

We can help coordinate the practical details of your journey, including

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Researching flight options based on your dates, route, and budget.

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Organising itinerary information.

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Coordinating airport transfers and accommodation research where requested.

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Keeping booking confirmations and travel details together.

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Recording joining dates, travel dates and relevant deadlines.

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Helping organise changes to travel arrangements when plans shift.

Bookings remain subject to supplier availability and their terms. Flight tickets, accommodation, transfers and other travel costs are paid separately unless explicitly agreed otherwise.

Crew travel preparation

For crew who travel frequently, it can be useful to have a repeatable process for preparing each journey.

We can help create a personalised travel checklist based on your usual routes, the information you provide and the requirements you need to confirm.

Your checklist is an administrative planning tool, not confirmation that you meet every immigration or entry requirement.

This may include

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Documents to check before booking

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Joining instructions and employer contact details

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Flight and transfer information

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Existing visa and passport expiry dates

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Supporting documents to gather

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Important appointments and travel deadlines

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A final checklist before departure

Appointment & application coordination

Some journeys require appointments, supporting paperwork or follow-up before travel can proceed.

We can help organise the administrative tasks around those requirements, including:

Appointment availability and processing times are controlled by the relevant authority or service provider.

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Researching official appointment booking channels.

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Coordinating appointment dates.

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Preparing an administrative checklist of required documents.

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Recording appointment confirmations and reference numbers.

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Tracking outstanding items and deadlines.

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Organising receipts and confirmations for your records.

Who needs this?

South African yacht crew travelling internationally

You're based in South Africa but work across Europe, the Mediterranean, the Middle East, Asia or other international destinations. You need help keeping the travel paperwork organised around your contracts.

Crew preparing to join a vessel

You've received your joining details and need to coordinate flights, supporting documents, appointments and travel information.

Crew managing visa paperwork

You know you need to prepare documentation for a journey but want help organising the administrative side and keeping track of the process.

Crew working on rotation

Your travel arrangements change with your rotation, and you need a reliable system for keeping dates, bookings and documents together.

Captains and senior crew

You're coordinating your own travel admin alongside a demanding role and want someone to help manage the details.

New yachties

You're preparing for your first international trip to join a vessel and want to understand which documents need to be gathered and which requirements must be confirmed before departure.

If your next joining date is approaching and your travel documents, bookings and supporting paperwork are spread across multiple emails, this service is for you.

Get my travel admin sorted

How it works

Tell us where you're going

We'll ask about your nationality, departure location, destination, transit route, travel dates and the type of assistance you need.

These details help us identify which administrative tasks are relevant and which requirements need to be confirmed with an official source.

We establish the scope

We'll agree on the tasks to be handled, the documents you'll need to provide and any deadlines to work towards.

Where your request requires specialised visa application assistance, we'll direct you to Ready Set Travel Consultants for the appropriate service.

We organise the paperwork

We'll help gather and organise the relevant documents, confirmations, appointment details and travel information within the agreed scope.

We coordinate the outstanding tasks

We'll assist with agreed administrative follow-ups, appointment coordination and travel arrangements, subject to provider availability and the relevant booking terms.

Keep your records together

You'll receive your organised travel information and a summary of any outstanding actions or requirements that still need confirmation.

Choose your support

Travel Document Organisation

€25

once-off

For crew who need help organising the documents and information for an upcoming trip.

Includes

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A personalised travel document checklist.

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Organisation of supplied travel documents and confirmations.

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A list of outstanding items based on the agreed checklist.

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An organised summary of your travel information.

Organise my travel documents

Visa Administration Support

from

€35

per request

For crew who need help coordinating the administrative side of preparing for a visa application or travel permission.

Depending on the agreed scope, this may include

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Organising supporting documents.

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Preparing a checklist based on relevant official guidance.

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Coordinating appointments.

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Tracking administrative deadlines.

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Organising application-related confirmations and records.

Complex applications, extensive document preparation or specialised visa assistance may require a separate quote or referral to Ready Set Travel Consultants.

Get help with my visa paperwork

Crew Travel Coordination

from

€45

per trip

For crew who want help organising the practical details of an upcoming journey.

Depending on the agreed scope, this may include

—

Researching flight options.

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Organising travel dates and itinerary information.

—

Coordinating transfer or accommodation research.

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Keeping booking confirmations together.

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Preparing a pre-departure checklist.

The final price depends on the route, number of arrangements and level of coordination required. Tickets, accommodation, transfers and other third-party costs are excluded.

Organise my next trip

Ongoing Travel & Crew Admin

Included within monthly crew support

from

€119

per month

For crew who regularly need help with travel coordination, appointments, document updates and other recurring administrative tasks.

The tasks covered depend on your selected monthly package and available hours.

Explore monthly crew support

All prices are proposed launch prices in euros. South African clients can request a ZAR invoice at the exchange rate confirmed when invoiced.

Need specialised visa assistance?

Ready Set Assist focuses on the administrative side of travel. If you need more dedicated help with a particular visa application, Ready Set Travel Consultants is the separate service to explore.

Ready Set Travel Consultants provides visa assistance for selected destinations and visa categories, subject to the service offered and the applicant's circumstances.

Depending on the application, assistance may include reviewing document requirements, preparing supporting paperwork, coordinating appointments and helping organise the application process.

Explore Ready Set Travel Consultants

Visa applications remain subject to the relevant authority's requirements, processing times and decision. Neither business can guarantee approval.

Important to know

Ready Set Assist provides administrative and travel coordination support. We do not make immigration decisions, issue visas, guarantee entry into a country or replace advice from a qualified immigration professional where that is required.

Visa and entry requirements depend on your nationality, destination, transit route, purpose of travel, employment arrangements and other individual circumstances. You remain responsible for confirming the applicable requirements with the relevant embassy, consulate, immigration authority, airline or authorised professional before travelling.

We can help organise documents and identify questions that need attention, but an administrative checklist is not a legal determination of your eligibility to travel.

Flight and accommodation options are subject to availability and supplier terms. Any bookings, payments or changes must be agreed with you, and third-party charges remain your responsibility unless otherwise agreed in writing.

Your next destination starts with getting organised.

Your job may take you across borders, between vessels and through multiple time zones. Getting your travel admin in order should be the straightforward part.

Let Ready Set Assist help you organise the details, coordinate the paperwork and prepare for your next journey.

Your career's first mate, on and off the water.

Get started with Visa & Travel Administration