Vessel Booking Process
Typically:
- ABP Cruise will manage all Cruise bookings.
- Port Planning will manage all other vessel bookings (with the exception of Cruise).
- Southampton VTS will manage all vessels due in the next 24 hours and the monitoring of vessels underway and alongside.
Useful Information
- Vessel Booking Process Diagram
- Vessel Booking Process Description
See Vessel Booking and Notification Process Flow
More than 96 hours (4 days) before arrival to Southampton Port Limits
Vessels agents are required to submit the following information via ABP Notify.
Pre-Arrival Information |
| Ship Details (Pilot Card) |
| Last Port of Call |
| ETA Port Limits (Nab/Needles) |
| Requested Berth/Destination |
| Side to Quay |
| Arrival Pilot Request |
Number of the tugs booked for Arrival and Departure (if appliable) |
| Damage, Defects, Failures or restrictions |
| Estimated Arrival Draft (1.025 Salt Water) |
| Estimated Departure from Berth |
| Estimated Departure Draft (1.025 Salt Water) |
| Ships Mobile or Sat Phone number |
Notes: Duty Agent or Point of Contact Tidal Windows (where applicable) Any additional information |
Service Applications are to be submitted 5 days in advance to operation start date.
Ships agent is required to pass on to the vessel Port Users Navigation Guidelines, Local Notice to Mariners and Port Rules.
Please note information provided is considered as an estimate. This constitutes a provisional booking which is to be confirmed.
24 hours before arrival to Port Limits
Vessels agents are required to submit or update the following information via ABP Notify and where appropiate to Port Planning.
Pre-Arrival Information |
Ship Details |
| ETA Port Limits |
| ETA Pilot Station |
Last Port of Call |
| No. passengers & crew |
| ISPS Level |
| Cargo - Ballast | |
Requested Berth/Destination |
Side to Quay |
| Damage, Defects, Failures or restrictions |
Number of the tugs booked for Arrival and Departure (if appliable) |
| Voyage Purpose |
| CERS Document and Waste Information |
| Ships Mobile or Sat Phone number |
| MHD Completed & Submitted |
Estimated Departure from Berth |
Estimated Departure Draft (1.025 Salt Water) |
| Ships Mobile or Sat Phone number |
Notes: Mooring Service Provider Cargo/Labour Planned Start and End time Pilot arrangements rigged to SOLAS 23 Confirmation vessel has reviewed Local Notice to Mariners Duty Agent or Point of Contact Any additional information |
This constitutes an intended marine traffic and pilot booking.
12 hours before arrival to Port Limits
Vessels Agent is to notify Southampton VTS by e-mail or phone confirming vessels arrival. Southampton VTS can provide information on Traffic Management and Pilot Availability.
Any voyage updates are to be submitted via ABP Notify
This constitutes an confirmed marine traffic and pilot booking*
6 hours before arrival to Pilot Station
Vessels Agent is to notify Southampton VTS by phone confirming vessels ETA to Pilot Station and information contained within the vessels Pre-Arrival notification.
Southampton VTS will provide information on Pilotage arrangements.
Charges will apply if VTS do not receive departure information in a timely manner.
3 hours before arrival to Pilot Station
Vessels Agent is to ensure the Master is aware of the requirement to contact "Southampton Pilots" on VHF Ch09 3 hours before pilot boarding on arrival and departure.
6 hours before berth departure
Contact Southampton VTS confirming estimated time of departure and details within the Pre-Departure notification.
VTS will be able to advise what the next available traffic slot may be after the given ETD and provide an estimated pilot boarding time..
Charges will apply if VTS do not receive departure information in a timely manner.
3 hours before berth departure
Vessels Agent is to ensure the Master is aware of the requirement to contact "Southampton Pilots" on VHF Ch09 3 hours before pilot boarding on departure to confirm departure time and receive pilot boarding time.
Should vessels not be underway at the departure time VTS may require the vessel to hold on berth and allocate an alternative traffic slot. Charges will be applied as per the Pilotage Tariff.
*Southampton Vessel Traffic Services primary objectives are to ensure safe and efficient movement of marine traffic, protection of the marine environment and offshore instillations from adverse effects of marine activities. As a result of this VTS have the authority to make changes to any vessel booking for the benefit of its primary objectives.
CERS WORKBOOK
Latest guidance on CERS workbook can be found on the GOV.UK website.
Vessels bound for GB SOU, GB FAW and GB MAW are required to submit CERS workbooks via ABP Notify, unless exempt from reporting.
ABP will send the workbook to the MCA in line with relevent guidelines.
Agents are to ensure the Workbook sections are "Valid" or "Empty" as appropiate.
Workbooks that contain "Invalid" sections may not be reported correctly to the MCA.
Reporting of a valid and correct workbook is the responsbility of the Vessels Master and Agent - ABP's systems will send the information as uploaded.
Please contact Port Planning with any queries.
CERS exemptions certificates must be notified by email.
SERVICE APPLICATIONS
Detailed information on service applications can be found here.
Agents are encouraged to submit applications for known events, even if the specific details aren't yet available.
Service Applications can be updated as information becomes available.
Please contact Port Planning with any queries.
WASTE NOTIFICATION
ABP requires submission, in full, of waste discharged within the Southampton Harbour Authority Area.
This information can be provided via CERS.
Where waste is not CERS reportable, information must be sent to Port Planning.