Advice needed FAST - Group trip issue

[amyngary]

I finally see why people post here saying they will never rent points to family/friends again. What would you do in this situation where one of the couples has to cancel 1 day prior to the trip?

We invited 3 other families, let's call them A, B, and C, to join us for a Disney trip. We banked last year's points and planned to use them along with this year's points. We wanted to give them a discounted room, so we quoted them a flat $100/night, assuming we would travel during our 'normal' off-season time. Then one family said they could only go during school breaks. So we realized that we were going to lose a lot of money on this deal, but we pressed on.

The C's decided to stay offsite at a condo. with timeshare points. We have never been to Disney this time of year (for a good reason), but we decided we would like to experience the TOWL at BLT for NYE (we wanted to stay at BLT for monorail access and because we love it there). In fact, given the crowd reports, it's the part of the trip we are most excited about. A couple of months ago, I realized that if we split the C's apart, we could add them to our room reservations so that they could join us at TOWL (they wouldn't actually stay in our rooms) over NYE. And once I did that, I realized that it also meant that they could have free parking on site, as well as be able to use the new FP+ system. It was going to make our trip work much better in other words.

In the meantime, one of the A's started having major back trouble. There was hope that it would get fixed in time, but we leave tomorrow and they have just decided not to go. I did tell them up front that the room fee was non-refundable, so they are not expecting a refund.

I called Member Svcs. and found out that if we cancel that room, those points would go into holding. We would have until May to use them, but we could not book anything more than 60 days in advance - which means there's a slim chance we could rent them out to reimburse the A's (and us) for those points.

However, then I realized that 2 of the C's family are also listed on that reservation. So if we cancel that room, they will no longer have Fastpasses, the free parking, or get to spend NYE with us. So I reminded the A's that the room is nonrefundable. I tried to think of a couple who could take a last-minute trip and would be willing to pay $250 for the five nights so I could get some money for the A's, but flights are too expensive this time of year. That would have been the perfect solution....

Now I'm having second thoughts about not canceling the room, and I think I can still cancel it today. For one thing, I talked to the B's about it, and they mentioned that they were thinking that perhaps half of them could move to that room. And that got me thinking that perhaps the C's would want to move there so they wouldn't have to drive offsite every day. But I feel guilty using the room for any purpose if the A's are paying for it. If the B's move there, at least we would benefit since we are currently sharing a 2-BR with them (and since we are partially paying for that room, I feel a little better about that scenario). The B's don't realize that we are subsidizing these rooms. And to complicate things further, the B's and C's are going to Universal today, so they will see each other and may discuss the extra room and come to an agreement about how to use it, potentially without even discussing it with us or the A's.

So, what should I do? Should I cancel the room in hopes of renting out the points to reimburse both the A's and us? Even though it would mess up the C's trip (and a portion of ours and the B's since we couldn't spend NYE at TOWL if so)? If I don't cancel that room, who should get to stay there, and should they pay something to the A's if so?

Help!

 

[ErinC]

I would not concern myself at all with what the A's think of what you do with that room. You are losing money and points on this deal, so whatever you decide I would not worry about them. Is there any other way to absorb the other family if you cancel the other reservation? I would probably cancel the reservation and then try to use the points in holding some other way. At least that buys you a little time. Sorry this happened. Seems like planning group trips can be a nightmare at times.

 

[Sandisw]

IMO, I would leave as is and not worry about who stays...renting holding points could be tough on you and you made it clear from the start that no refunds would happen...they are your points and for the fee you were paid I think its fine to allow others to use it..

 

[Mjkre]

First, figure out how much you are losing on this deal. Charge B and or C that amount or more. B/C should contribute if using the room or its benefits. After you are paid, give remainder to A. I am not clear as to why you should lose money when others are being reimbursed and/ or getting freebees. Why should the other's constant plan changing cause you to lose so much money?

If B/C do not want to pay at all, leave reservation in place if you really want to give and pay for the offsite family to have on site benefits (after they decided to stay offsite after you offered them onsite rooms). Unless you really want to spread B out. To the extent that you get a benefit out of this deal, I think everyone shoukd e happy.

Or cancel it, then everyone except A gets what they paid for. If you are able to rent points, reimburse yourself and A. Yes, it is a slim chance, but at least you both have chance of reimbursement.

I guess it depends on who you like better, A , B, or C?

 

[maburke]

What size rooms are we talking about? $100 per night is a great deal, no matter what.

I say ask whoever (B or C or both) would like to stay in the room to pay half the cost, and you will pay the other half (which you were already doing, but they don't know that).

I would not cancel the reservation. If you cannot get this worked out with the families, I would list the reservation on this or another site, for whatever nights are left. There are plenty of locals who might pay the whole $250 just for the NYE night. I know, because I had some points to rent this week, and I heard from a lot of people who want NYE, but there is zero availability. pm me if you want more details.

 

[amyngary]

Thanks all for the advice so far. Keep it coming.... It's all making me think.

I would not cancel the reservation. If you cannot get this worked out with the families, I would list the reservation on this or another site, for whatever nights are left. There are plenty of locals who might pay the whole $250 just for the NYE night. I know, because I had some points to rent this week, and I heard from a lot of people who want NYE, but there is zero availability. pm me if you want more details.

maburke - I thought of that, but that still leaves the issue of the C family not being able to use the free parking, fast passes, and TOWL for NYE. I doubt that a stranger would be willing to let me keep their names on that room since that would mean that their magic bands give them access to that room. And there is also the risk I would take renting to a stranger in case they trash the room-especially on NYE. That's why I wish I could find a friend who could get there last minute and take this room.... But I may go ahead and post on DISboards to see if anyone is OK with us having access to the room. I'm going to think about it for a bit. My DH says if we price it higher, we won't be as likely to get people who would trash it, and maybe he's right.

 

[maburke]

When is your check-in day? What size is the room?

 

[amyngary]

Sorry - I forgot to post that:
It's for a Studio at Bay Lake. Dates are 12/29-1/3 (checkout is Friday morning in other words).

 

[Chuck S]

Since they went into the deal knowing it is non-refundable...I would leave it at that. If others decide to use the room, fine, I'd still not refund, even if the new users pay a little something for the room.

Death in the immediate family or unexpected emergency hospitalization....yes I'd refund. Back issues, I would not refund, and I do understand how debilitating bad back issues can be, I have them myself occasionally.

 

[twinsouvenirs]

I agree, do not refund A-- you are already really subsidizing the room; unless you rent out and make more than your outlay, I wouldn't do it. And as for the C's... I'd explain that the A's cancellation may jeopardize their FPs and TOWL access. Then, i would post on here that you will add renters to the unit for a reduced rent if they agree that you will be keeping your friends on too. You are talking about a great price on a very desirable unit, hou probably already have PMs about it!

 

[permavac]

If it were me, I would probably just cancel the room and try to rent the points out through the points broker (with the intention of giving whatever $ to the people who paid for the room). If I really, really wanted to still give the other groups the accommodation of the parking passes and access to the lounge then I personally wouldn't feel right about keeping the money from the group that had to cancel. I would just refund it to them and feel good about providing a "camping" spot for the others and chalk the whole debacle up to Lesson Learned. That said, you were clear with your guests about the situation so you shouldn't feel bad if you're in the financial position where you have to keep the money. I'm just saying what I would do. Good luck with your decision.

Terri

 

[Judique]

$100/night for BLT?

I think I can be there by check in tomorrow. And you can leave everyone else on the reservation......I'll just sleep light....

Free points flight on SW available ......34680 points return

(of course I'm just kidding!)

 

[maburke]

If it were me, I would probably just cancel the room and try to rent the points out through the points broker (with the intention of giving whatever $ to the people who paid for the room). If I really, really wanted to still give the other groups the accommodation of the parking passes and access to the lounge then I personally wouldn't feel right about keeping the money from the group that had to cancel. I would just refund it to them and feel good about providing a "camping" spot for the others and chalk the whole debacle up to Lesson Learned. That said, you were clear with your guests about the situation so you shouldn't feel bad if you're in the financial position where you have to keep the money. I'm just saying what I would do. Good luck with your decision.

Terri

I think it would be very hard to rent out holding points, and with a broker taking $3-4 per point, you'd end up with almost nothing.

You have one of the most deisrable rooms on property, for one of the most desirable weeks of the year. If money matters, rent it as it is. If friends' access matters, leave it, and maybe ask them to chip in for it.

 

[KAT4DISNEY]

My first inclination is two options - and neither involve charging the groups that are going to pay anything additional. The deal was already struck as you put it and if they volunteer to put in additional then fine but otherwise you still have the monies from the group that cancelled who knew it was non-refundable and chose to not go.

1 - keep the room and use it.

2 - cancel it today and rent the points later. It's not as difficult or impossible as some people think to book a reservation within 60 days. You won't be out anything additional and might make back some of the money you are currently not getting reimbursed for.

What I would not do is attempt to rent it out now - one day prior. Getting payment could be iffy and stressful just before the vacation. Keeping the room continues to have the additional cost burden upon you that you might recover a bit of with renting out the points before they expire. Basically it sounds like a decision of how great the wish is to have everyone together at TOTWL lounge on NYE and if you continue to be willing to pay the additional to do so. But group C chose to not take your offer to stay onsite so if they are practical about it they should recognize that they were always iffy for spending the evening at the lounge.

Or for help with the decision and if the additional cost you are absorbing is a concern just be upfront about how the different time of the year cost more than you had initially planned on but that you were covering expenses which now might be recovered and see what they say. You'll discover how important access to the lounge is.

 

[permavac]

I think it would be very hard to rent out holding points, and with a broker taking $3-4 per point, you'd end up with almost nothing.

You have one of the most deisrable rooms on property, for one of the most desirable weeks of the year. If money matters, rent it as it is. If friends' access matters, leave it, and maybe ask them to chip in for it.

I disagree. About half the time I try to book trips with less than 60 days notice and often I am out of points so there are takers for rooms with this type of notice. And I think we're talking about 125 points here so even with going to the rock bottom price of $7 per point the owner still keeps $375. I would not call that "almost nothing" - that's nearly all the money back from their guests - short $125. And that's if going through a broker and doing the rock bottom price. These points could probably be rented for higher too.

Sure, another option is trying to rent the reservation. If there are no takers by tonight, maybe push it off a day and another and another, etc. I would say that this option requires the most work and having to rearrange the reservation if there are no immediate takers. Seems like a lot of aggravation that I personally wouldn't want as the vacation for everyone starts tomorrow.

Terri

 

[permavac]

Another thing OP. Remember that someone on the reservation actually has to check in. That person will get a key to the room and, whoever that is, they may feel like they have every right to use it. You are in charge today but whoever checks in tomorrow may just ignore your wishes/conditions on the room (not giving commentary on the morals of your friends as I don't know them - just bringing up food for thought). That, to me, could be another reason just to cancel. Or you could put yourself in that room so you are in charge of all the key cards etc.

You could tell the remaining guests that you can cancel the reservation and get $375 for the A group who had to cancel. Ask them to chip in or split that cost for the ability to use the room/rooftop/parking... As mentioned by Kat4Disney, this will tell you how important the access is to those folks...

Terri

 

[amyngary]

... in case you are curious...

We told all parties via text that we were deciding whether to try and rent out the ressie. As I was typing the rental ad, the B family of 4 who is currently scheduled to stay in a 2-BR with us offered to pay $500 for the studio room for the 5 nights. They have a 20-year old and a 14-year old who will continue to stay in the 2BR with us while the couple stay in the studio for the $500. Part of the agreement allows our 2 oldest kids to sleep in a bed instead of a pull-out couch, so everyone wins: Family A gets their money back, B family gets private nights away from their kids, C family still gets to keep their onsite perks, and our two kids get better sleep. While us getting some cash out of a rental sounded appealing, we were always willing to give up these points for these particular friends, so we are thrilled with the result.

Thanks again for all of your opinions - it really made me think about all options, and ultimately helped us solve the problem without friendship damage. You guys are always such a huge help!!

Now I'm going to finish packing and then head to the airport!! I'm goin' to Disney World!!

 

[KAT4DISNEY]

Glad you got a resolution that you all are happy with! Have a great trip!!!

 

[Deb & Bill]

My head hurts just reading this thread. I'm glad it worked out for you.

 

[tjkraz]

From a distance, it's easy to say "screw 'A'...they knew the risks." But there's also a friendship involved and you're the only one who can judge how it will impact the relationship going forward. (Or if you even care about said impact.)

I think you have a pretty good shot of renting the Holding points before May. Sounds like you made them a pretty good offer at $100 per night for Premier season points. I'd give serious thought to canceling and trying to get something from the room. Unless others in the traveling party are willing to pay an extra $100 per night to take over the room and have extra space to stretch out.