10+ rooms needed: staying in contact?

[boswellnakia]

I'm trying to get a group of parents involved with my youth group to go to WDW during spring break. We will stay onsite if we go because of the transportation available. We will have a wide range of budgets from economical to more spendy. I'm checking on value resorts for most of them, but myself and a few others would like to stay elsewhere. I have been saving a special savings account to pay for a trip at the Beach Club.

Has anyone had friends/family in several different resorts at the same time? If I am the sucker trying to cordinate this trip, will it be easy for us to stay in contact? Should I even try to cordinate something beyond rooms? or let everyone be on their own once we arrive?

thanks.

 

[benedicttw]

WOW that is alot of people. We did a trip with 12 people total and wasted alot of time trying to keep everyone together and be sure everyone did what they wanted. Someone always had to hit the restroom. I would suggest maybe one or two get togethers. I talked to someone on here not long ago about a group desert they were planing. You have a special room for the desert in the world showcase then you have a reserved viewing area for illuminations. They were saying that it was like $20. per person with 25 people and less if there were more people. If interested PM me and I will give you the contact. Magical Gatherings may also be able to help.

Warning. If you do anything like this be sure to have people pay up front so you are not stuck with the bill for those that do not show and don't think they should have to pay.

Have fun.

 

[copper68]

you could make an itinerary before you go and give a copy to every person.. that way if they wanted to join the group or do their own thing they could do whatever.. and would save you stress of saying things like.. where's john? is john and mary coming? did they know they were supposed to be here at 7? etc etc etc..

 

[boswellnakia]

I'm kinda of anal about planning. If I plan it out for them, I expect them to be there. Knowing that won't happen, I'm really reluctant to put together any group activity.

Since I will be setting the final group rate, I'm tempted to add an amount for some group activity...maybe dinner at fort wilderness. I have learned if the people have something invested (they have already paid for supper), they are more likely to show. then the kdis could enjoy the movie, camp fire sing along, etc. It they don't show, then I would have the extra money to comfort my over-planning-itis.

 

[Deb & Bill]

There are a bunch of other threads about using the pool at a "friend's resort". That could be a problem if your group winds up all over the place. If the kids want to swim together, they may have to do it at a water park.

 

[princessvacg]

We just got back and had 4 families and 3 different resorts. It was not hard to keep in touch at all. My best suggestion is to be sure you prepare an agenda for all of the big things. For everything else we used either the room phones or cell phones. But the agenda was the best and biggest help.

 

[KIRSTIN'S MOMMY]

I did this last August with 16 people,although we all stayed at the same resort. When I was checking pricing and all that fun stuff, I was told that if you book at least 10 rooms you qualify for the group discount, not sure if you have to book them all at the same resort or not though. Also, when you book dining for more than 10 people, you have to go through group dining, and they required a credit card # from me. The card wasn't charged, but they did tell me that if a significant number of people from our party didn't show, it would be a charge of $10 per person to my card. I'll share what I did, maybe it will help someone.
I did not try to keep everyone together. With a group that large, it's pretty much impossible anyway. We tried it the first day, it was a nightmare. After that, we split up and met later in the day.
I planned one meal per day. That was when everyone met up and visited and told what they had seen/done that day so far. This was wonderful, it gave everyone a chance to see each other without trying to stay together all day long. I asked for suggestions on pricing and such, then sent menus to everyone (actual printed out ones in the mail so they could look at them and compare, etc.) before I booked any of our lunches or dinners. Everyone knew what to expect as far as the price of their meals, what their menu choices were, and I sent them the time and confirmation # when I booked it.
Also, we booked as a "Magical Gathering" group, and it did make things somewhat easier. We had a gathering number so all of our rooms were together, and it made it easier when booking the dining, they just looked up the number of people in my party. Also we did the "Magical Gatherings Fireworks Voyage", which I highly reccommend. We did this the first night of our vacation to sort of "kick things off" so to speak, and it really put everyone in a Disney state of mind and got things started on a wonderful note.
Good luck, and happy planning....sorry to ramble so much, hope it helped a little!

 

[Princess Mommy]

If you have 10 rooms, and everyone willing to stay in one resort (most contravts require a 10 room stay at 1 resort for at least 1-3 nights,but that can change contract to contract) - I would contact a TA- we can get you a group rate & some discounted tickets... pretty much all of the planning and save you the headache! It is very easy to do and can save you up to 40% off a rack rate room.

 

[boswellnakia]

I have heard that you need at least 10 rooms and you could qualify for group rates on rooms. I also heard that if something happens, and people cancel and you fall below the 10 rooms, that you get to pay rack rate for all that are left? Has anyone had any dealings with 10 or more rooms at one time?

Thanks.

 

[scanne]

I'm kinda of anal about planning. If I plan it out for them, I expect them to be there. Knowing that won't happen, I'm really reluctant to put together any group activity.

I am too. I planned a school trip for my choral group in Feb. 2004. I had detailed itineraries and meeting spots, places to watch fireworks, meals, etc. The first day, we stuck to the plan, but by the 2nd day, the kids and chaperones wanted to do their own thing. Now, being the control freak that I am AND add in the fact that I was trying to uphold all school policies while on the trip, I consulted with my administrator and she agreed to allow the chaperones to take thier respective groups where they wanted, when they wanted. The only requirements we had was that they meet up with us for planned, pre-paid activities. Overall, I think once I relaxed, everyone had a much better time. And I was able to escape to the Polynesian with my family for dinner at Kona Cafe while everyone else ate counter service at Epcot.

I did get very upset when the chaperones started deviating from my itinerary, but I think if I had 'forced' everyone to do it "my way," there would have been a lot less smiling faces.

BTW, we booked through Disney's youth group program and I did all of the planning, money-collecting, fundraising, etc. It was exhausting. If you can find a TA or planning service to help you, do it. It will make for a much more relaxed you!

Good luck!