Disney Schedule/411 Spreadsheet

[figmentedfollies]

So I'm just starting to gear up for the planning stage of of my next trip to WDW and this time I'm going with a whole new group of people, none of whom I actually live in driving distance of (yay girl's trip!). Since I am the semi-official Disney expert, I've defaulted to planner as well. In the spirit of wanting to keep everyone informed, I wanted to create a spreadsheet of all applicable information (hotel information, park hours, ADRs, FP+ times, and miscellaneous info). Not everyone has MDE just yet.

Before I reinvent the wheel, I am curious as to how all you Disney pre-planners organize your info for others.

 

[Jennytoon]

For myself, I have a spreadsheet.

For my family, I make a book before we leave (in hopes of not having to repeatedly answer questions) -- I snapshot the Itinerary page from MDE for each day of our trip -- this has park hours for the parks we have FP in and also says our current resort location for the day including check-in and check-out days (for a split stay) it will say Check out of _____ / Check in to _________. It also has any applicable confirmation #s, which is nice because if desired you can just grab the page on your way out the door in case anything goes wrong when checking in for something.

At the top of the page I put the date, followed by an overview of the day's plan that includes relative strenuousness compared to day before and after (comments like "busy day today, but no worries, some major relaxing time tomorrow" or "after dinner at 6 we should make sure not to stay up too late because tomorrow we have a full day", and other "color" details. This is usually about a paragraph or so total. Then I put the itinerary snapshot, then if there is a touring plan I put a few lines of description ("this plan is aimed mostly at covering Tomorrowland and Adventureland in the Magic Kingdom; since we'll be arriving at Rope Drop most of our stops are in Tomorrowland early, then we'll be using FP in Adventureland after lunch mixed with some air conditioned attractions to escape the early afternoon heat"), then a snap of that, then snaps of any applicable menus for CS or TS that are in the plans. Obviously this covers a few pages / day by the time you're done with all the snapshots. I print it out for on-the-plane anticipation reading, but you could just as easily email it out.

I could just print out the spreasheet, but then I'd end up having to explain the spreadsheet ...

 

[rainboots]

We are a group of 10 w/ 4 rm reservations. One room is getting the DDlxDP, the rest are regular DP. So, I needed a spreadsheet to figure out who would pay for which meals...



I have another with conf numbers & one with our hourly schedule on it...

 

[LisaCM614]

I have a few different itineraries I use to share. One very detailed with the FPP times and one with the general plans for the day. Some people get overwhelmed or even upset when you share too much! Here is the high level which will be a good summary for your non planners! Each day is a different color. The above image is our first two days from Spring Break this year. [GALLERY

 

[figmentedfollies]

For myself, I have a spreadsheet.

For my family, I make a book before we leave (in hopes of not having to repeatedly answer questions) -- I snapshot the Itinerary page from MDE for each day of our trip -- this has park hours for the parks we have FP in and also says our current resort location for the day including check-in and check-out days (for a split stay) it will say Check out of _____ / Check in to _________. It also has any applicable confirmation #s, which is nice because if desired you can just grab the page on your way out the door in case anything goes wrong when checking in for something.

At the top of the page I put the date, followed by an overview of the day's plan that includes relative strenuousness compared to day before and after (comments like "busy day today, but no worries, some major relaxing time tomorrow" or "after dinner at 6 we should make sure not to stay up too late because tomorrow we have a full day", and other "color" details. This is usually about a paragraph or so total. Then I put the itinerary snapshot, then if there is a touring plan I put a few lines of description ("this plan is aimed mostly at covering Tomorrowland and Adventureland in the Magic Kingdom; since we'll be arriving at Rope Drop most of our stops are in Tomorrowland early, then we'll be using FP in Adventureland after lunch mixed with some air conditioned attractions to escape the early afternoon heat"), then a snap of that, then snaps of any applicable menus for CS or TS that are in the plans. Obviously this covers a few pages / day by the time you're done with all the snapshots. I print it out for on-the-plane anticipation reading, but you could just as easily email it out.

I could just print out the spreasheet, but then I'd end up having to explain the spreadsheet ...

It's my hope that if I involve them at this stage (6 months out) that by the time we're on the plane most questions will be answered and they won't feel like I'm acting like a tour guide (I really don't want to have a flag like *some* tour groups we could mention). It's going to be a sad day when they ask me to navigate them anywhere.

I will, of course, have a list of all Reservation and confirmation numbers on my phone (and emailed out) because I am paranoid like that, but in my mind the less I have to carry the better.

 

[figmentedfollies]

We are a group of 10 w/ 4 rm reservations. One room is getting the DDlxDP, the rest are regular DP. So, I needed a spreadsheet to figure out who would pay for which meals...

View attachment 116923

I have another with conf numbers & one with our hourly schedule on it...

I think I've given up on having one master sheet. Too confusing and too much information, which can easily overwhelm a first time visitor. Thankfully we're all in one room so we'll all be on the same type of dining plan, should we decide to go that route.

 

[jiminykrikkit]

I make a google spreadsheet for myself. Then I just tell everyone what to do and when. This works for my group, but may not work for yours depending on personalities.

The main things like FPs and ADRs are in MDE, which everyone in my group has, and really that's all they need. I think just have everyone get MDE for the basics. Anyone else that wants to know details can let you know and you can add them to the spreadsheet to view or you can start an email chain.

Back before MDE, I used to print out an itinerary page for each day of the trip with all the pertinent info. I'd just fold that up and keep it in my bag, and switch it out the next day.

 

[figmentedfollies]

View attachment 116930

I have a few different itineraries I use to share. One very detailed with the FPP times and one with the general plans for the day. Some people get overwhelmed or even upset when you share too much! Here is the high level which will be a good summary for your non planners! Each day is a different color. The above image is our first two days from Spring Break this year. [GALLERY

First of all, I love the Beach Club (and the concierge level) and really like the morning/afternoon/evening activity. Plus clothing. At least we're adults (or at least cleverly disguised kids) and should have enough common sense about these things..

 

[phillymummer]

I also use a spreadsheet. I put the days along the top. On the side i put park hours (i list the hours for the park(s) we plan on visiting that day). In the past i also put morning, afternoon, and evening and just filled in applicable ADRs, show times, etc. This year i doing it by hours; and quarter or half hour when needed (i.e.- 6:15 / ADR@ HDDR). I felt this is better bc we will have so many specific times for performances (my daughter's dan e school is doing a performance and a workshop), FP+, and ADRs.

I also used different color fonts for each activity- ADRs in green, performance times in red, FP times will be in purple show times (wishes etc) in blue.

Plat around and find what works best for you. Good luck!

 

[Vernie822]

I used a spreadsheet. I found that the ladies I was with (mom, aunt, cousin) could pretty much care less about the spreadsheet. While I found it really helpful, they were appreciative of my time put in and that I sent it to them, but obviously they didn't obsess over it like I did. I sent them all a list of restaurants and asked them where they'd like to eat. I also told them of my experiences and what restaurants we enjoyed. I tried to make sure we got one of everyone's choosing so that everyone got to try one on their list.

Something of note: I sent everyone an email/word doc with basics for each day of our trip. Easier for them to see/understand as opposed to a spreadsheet. For example, Day 1, March 1st: List all of the flight info, magical express info, hotel info, etc. Basics on what FP's we had, where our ADRs were, etc.

I put this in the info that I had sent everyone, and perhaps it doesn't apply to you, but I'm going to say it anyways because my cousin didn't read the e-mail I sent and didn't have any of her stuff. If you're taking DME, remind them that Disney handles their bags. My cousin was really excited for DME but after a 7 AM flight, she was without her makeup or her change of clothes because she had no idea that our bags wouldn't arrive for a few hours. She had a carryon so I just assumed it had her change of clothes and stuff, and once we got to the hotel and were changing, she asked about our bags. So just remind them in case.