Coordinating a WDW Trip....FOR 20!!

[GoofItUp]

I am coordinating a trip for extended family (my mom & dad, my 3 siblings and their families, and 1 uncle & his family) that will include 10 adults and 10 kids. I am the Disney planning/control freak, so am doing this willingly. We are not going until next June...yes, almost a year from now....but I'm already wanting to get the ball rolling as it is going to take a while to get this together. Does anyone know of a website I can use for this? Something that will allow each family member to log in and give their opinions on what they do/do not want to do? I don't want to have to make 34 phone calls each time I do something to let them know the dates we set, the place we're staying, the options for dining, etc. Suggestions?

 

[laceemouse]

I would set up a yahoo group and have everyone talk to each other via that. When anyone posts a question or comment to the group it automatically goes to everyone's e-mail.
If everyone had Facebook you can also create groups on that site, people do it all the time to plan reunions and such.
Good luck, sounds like a chore! I would say plan one big group activity or meal per day and then let everyone be free do to their own thing the rest of the time.
Just go to yahoogroups and follow the procedures to set up a group. Then tell everyone to go join it

 

[LadyShea]

I second the private group on Facebook. I like it a lot as it has discussion boards, places for links, etc. I used it for wedding planning for a friend

 

[GoofItUp]

Good luck, sounds like a chore! I would say plan one big group activity or meal per day and then let everyone be free do to their own thing the rest of the time.

I think I'll give private groups on facebook a try. There are only 2 people that don't yet have a facebook page, so we'll get them set up. Thanks for letting me know that is possible! (I'm a facebook beginner at best!)

We are definitely going to let everyone do their own thing for the most part. Even the planned activities will be optional, i.e., we're planning a dinner ADR at <whatever place> for <whatever time> - who wants to come and who doesn't - and I need to know by <whatever date>. With this many people, the thought of staying together for one ride would be overwhelming!

 

[chrisw127]

Newsletters are a good idea. You could also start a blog that everyone can read and comment on. Blogger is very user-friendly for both the blog owner and commenters; wordpress allows password protected posts. Both are free.

Good luck--sounds like fun!

 

[JamieH]

The lastest podcast from WDWRadio was all about planning trips like that and it actually made me want to go with all of my extended family! They had some really good tips! The family they interviewed went with 15 and started planning 2 years out, so you are running behind LOL Good luck, you guys will have a great time!

 

[Karenj2]

I'd have everyone take a survey with questions like:
- food preferences
- how willing to try new things
- what ride types they like
- do they like shows/parades
- what type of accomodations they like
- do they want to try extra curricular activities (golf, water parks, movies)
- are they interested in dining plan
(I created a survey a few years ago when I was trying to plan a grand gathering, but after all that work, one by one everyone dropped out but my older sister & her family. It's worked out for the best, though - we travel well together!!)

You might want to figure out a few meals where EVERYONE gets together, and then let others make their own meal plans otherwise.

You might also want to think about renting DVC - then a couple of families can stay together but still have their "own" room.

One other thing I'd recommend is that you NOT be in control of the money/making reservations... That's the easy road to insanity!!

 

[EthansMom]

I agree with Karen regarding money. I would get all of the information about where you're staying, what dates, etc... and give THEM the info. to book on their own. Don't take responsibility for making anyone else's room or airfare reservations.

Also, I think it's easier if one person makes the general plans (say, decisions about dates and major ADRs) and then tells everyone, "These are the dates we'll be there if you'd like to join us."

And, as someone who spent a day with 13 people in one group at MK, trust me when I say tha doing any parks with more than 2 families is a logistics nightmare. Everyone wants to be together but no one can agree on what to do next and you spend half the day discussing what to do and waiting for people to pee, get of the ride no one else wanted to go on, get a drink even though you just finished lunch and they should be thirsty, pee again...

A few things that I would offer as ideas of things to do as a group: golf day for the guys, Cirque de Soleil as a whole group, Hoop de Doo as a whole group, DisneyQuest for the older kids, Pirates and Princess Cruise for the younger kids....

Basically, I would set the dates, give out the information for anyone to book, and make some group ADRs. Don't be surprised when folks drop out from the plans.

Good Luck!