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Old 02-26-2014, 04:58 PM   #1
Disneyhenry
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Starting up the FE for our cruise and....

I am starting up the FE for our cruise on The Fantasy Jan 31 2015. I have experience with spreadsheets and organizing things, but any ideas or tips would be greatly appreciated.
Thanks
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Old 02-26-2014, 05:05 PM   #2
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Quote:
Originally Posted by Disneyhenry View Post
I am starting up the FE for our cruise on The Fantasy Jan 31 2015. I have experience with spreadsheets and organizing things, but any ideas or tips would be greatly appreciated.
Thanks
I organized the FE for one of our cruises, and we did a couple of things:

1. Set a close date
2. Decided to break the FE up into groups if it gets too big (we settled on no more than 15 cabins per group, folks could be in more than 1 group if they wanted)
3. I asked all of the partipants to PM me their e-mail addresses so I could send out a spreadsheet with all of the FE names, ages, favorite colors, special occasions, food allergies on it rather than clutter up the thread with all of the detail. We just kept a list of cabins for the FE on the thread.

Those 3 things really helped keep it fun and easy. Enjoy!
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Old 02-26-2014, 06:25 PM   #3
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Google docs. Makes it easy to share out, and you can allow people to add stuff themselves.
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Old 02-27-2014, 03:53 PM   #4
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Great ideas! Thank you !!!
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Old 02-27-2014, 04:26 PM   #5
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I'm taking care of FE Exchange list for the 4th time. I use Google docs, but do the updating myself. I don't want someone messing up my system!

Here is link to spreadsheet. Tabs for kids by Club age, tab for FE and Gen'l info. And a tab for the delivery lists themselves after we break up the list into groups.
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Old 02-27-2014, 11:05 PM   #6
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I have done exactly what Colorado said. I can email you a sample. Just PM me. I included who was in each cabin, ages, allergies, what special event they are celebrating etc. I have been in charge of several of these now. Splitting the number of cabins up really helps. Trying to keep cabins in the same general area is helpful to those handing out gifts. We had our meet around 3 on embark day and handed out maps to the floor the particular persons FE's were.

Even when you set a date, there are always people that want to join. This is a date everyone should agree on. Many people make gifts.
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Old 02-28-2014, 09:20 AM   #7
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I create a form for Google Docs that everyone fills in with their information, and I give them viewing privileges of the spreadsheet that creates (not changing). If they have changes, they let me know and I change them. I just hate for someone to accidentally mess up someone else's information.

I then make sure everyone has that link and can access the information. I've only had one cruise divide into groups because of size. Each of the other cruises has wanted everyone. When I did that, I manually divided everyone and posted links to both spreadsheets.

Once the deadline has passed (usually about a month prior), I also create the form in a pdf and offer it to everyone.

The last couple cruises I've also downloaded deck plans and marked each room and saved that as pdf's for everyone so they know where the rooms are for each participant.
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