DVC Trip Planning Nightmare

[vascubaguy]

Ok, many of us have encountered these situations, and I have to say... I kinda figured this might happen...

I planned a family/friend grand gathering a few years ago (before I bought into DVC) and my SIL tried to backout last minute and but I kept on her to go (because I had already paid for tickets, rooms, etc... and it was going to mess things all up).

Well, last year my mom wanted to plan another family trip so I offered up my DVC points to take care of the rooms and save everyone some $$$. I booked the rooms and over the course of the year, the number of people going kept increasing (immediate family, friend, brothers new girlfriend). A few weeks ago the number hit 9, so I had to try and get another room to spread folks out so we wouldn't all be cramped (and wouldn't violate the occupancy policy). Of course there's nothing available at any DVC, so I had to book the 1 room for the 1 night it was available and waitlist the rest (and this involved borrowing points)....

I also had to do the ADRs for 9 people and it wasn't easy getting places.

Well tonight SIL sent me a message and said they weren't going. So now, a month away and I have to cancel the other room and waitlist, and try and rebook all the ADRs for 7 instead of 9 knowing that just because I had an ADR for 9 doesn't mean they'll be able to do it for 7.

Lesson learned.... brother and SIL won't be invited for future trips unless they make their own plans that don't involve me doing anything for them.

Rant concluded... just watch out for the "troublesome" family members!

Have a magical day.

 

[ILoveDisney&Cruising]

Rant concluded... just watch out for the "troublesome" family members!

Got that right! A few years ago I planned a trip for 29 of my nearest and dearest inlaws. UGH! "can you change this, can we change that, so-and-so isn't coming now, now so-and-so is bringing a friend." They had no clue how much WORK all that was - as far as tickets & ADR's. Never again!!!

 

[Joan S.]

Hi Just wanted to say there are lots of us on the waitlist so cancelling will actually help out another DVC family! As for the ADRs I think I would just leave it at 9 and tell them you are now 7 when you show up?? Have a MAGICAL trip!! Joan

 

[lizziepooh]

I am sorry this happened to you. Did SIL give a reason for not going?

 

[Inkmahm]

As for the ADRs I think I would just leave it at 9 and tell them you are now 7 when you show up?? Have a MAGICAL trip!! Joan

Exactly. I'm guessing you're at two tables for most of them and whether you're 7 or 9, that will still be true.

I'm doing a family gathering for 12 in December, my DH's whole family. So far, one brother and his wife told us in a roundabout way (sent us their flight info) that they won't be there Thurs through Mon night, only Thurs through Sat night, leaving later in the evening on Sunday. That earned them the sleeper sofa in the two bedroom they are sharing with us (we get the more private studio portion) and another sister and her hubby (they get the master bedroom.) I have no problem deciding that now since they are there only 3 of the 5 nights. The sister in the master bedroom is actually excited about the trip and since they're coming from Seattle, I booked them an extra night in a studio so they could get there a day before everyone else and get used to the time change (it takes forever to get to Florida from Washington, it seems.)

As for ADRs, I only made 5 total family ADRs for meals DH and I intend to pay for for everyone. The brother/SIL going home early will mess up our last night dinner at Jiko's. I am NOT changing our reservation to 10 from 12 because I want us all at the one table. And I'm actually hoping another couple that are friends of ours will be there at the same time so we can invite them to eat with us now that we have the two extra spaces. I told all the family members early on they were on their own for getting whatever tickets they wanted, their plane reservations, any car rentals, and all ADRs other than the 5 I would make for the whole group. I guess I did learn SOME things about family gatherings from reading DIS...

 

[I'mNoPrince]

That really stinks.

I would just keep what ever ADRs that you can't get switched and leave them at that.

This is also why I gave up a long time ago helping people Vacation at Disney . They have no Idea what we planners go through.Now I just put them on the right sights and let them control everything . Then I get their comfirm numbers and have them linked.

Now DM and DsF I still take care of everything for them as we just stay in a 2bdrm and are use to being together anyhow as we all live together . I know when they say they will go ,they will go.

 

[Slakk]

Ok, many of us have encountered these situations, and I have to say... I kinda figured this might happen...

I planned a family/friend grand gathering a few years ago (before I bought into DVC) and my SIL tried to backout last minute and but I kept on her to go (because I had already paid for tickets, rooms, etc... and it was going to mess things all up).

Well, last year my mom wanted to plan another family trip so I offered up my DVC points to take care of the rooms and save everyone some $$$. I booked the rooms and over the course of the year, the number of people going kept increasing (immediate family, friend, brothers new girlfriend). A few weeks ago the number hit 9, so I had to try and get another room to spread folks out so we wouldn't all be cramped (and wouldn't violate the occupancy policy). Of course there's nothing available at any DVC, so I had to book the 1 room for the 1 night it was available and waitlist the rest (and this involved borrowing points)....

I also had to do the ADRs for 9 people and it wasn't easy getting places.

Well tonight SIL sent me a message and said they weren't going. So now, a month away and I have to cancel the other room and waitlist, and try and rebook all the ADRs for 7 instead of 9 knowing that just because I had an ADR for 9 doesn't mean they'll be able to do it for 7.

Lesson learned.... brother and SIL won't be invited for future trips unless they make their own plans that don't involve me doing anything for them.

Rant concluded... just watch out for the "troublesome" family members!

Have a magical day.

I am with you...my Grand Gathering is turning into a Grand Headache - never ever ever ever again!

 

[CarolMN]

Sorry this happened to you.

Wish I had thought to bookmark all of these "No Deed Goes Unpunished" threads. Maybe it would save some others from making the same mistake.

FWIW, those who invite others must find a way to "get their skin in the game" very earl;y in the planning process. Almost always, that means getting some nonrefundable money up front. Even if it's only nonrefundable airfare, it will make a difference. People say they understand about not canceling, but they really don't get it unless they suffer the consequences of the decision.

Other than vowing never to invite them again, the best revenge is to have an absolutely WONDERFUL time and make them look at all of the pictures and video when you return!

 

[Dean]

Definitely keep them at 9 and just tell them it's 7 when you get there.

 

[bobbiwoz]

I'm sorry to hear that this has happened to you and others on the thread. I would keep the ADR's at 9 if you can't change to 7 "officially." The restaurants can and do deal with it.

I hope you do manage to have a good time.

Bobbi

 

[jekjones1558]

Planning well in advance for family can be a headache no matter what. We had to book 11 months out to get a GV, then DN got pregnant and is due about the time of the trip, so she and her DH and my DB and DSIL had to cancel (DN's first baby). Obviously I am thrilled for her and totally understand, but it meant doing some restructuring of room sizes. We were lucky that she told me right away and the reservations are for OKW, not a smaller resort. It just shows that planning 11 months ahead is sure to involve risks, even for the most responsible and conscientious families.

 

[vascubaguy]

I am sorry this happened to you. Did SIL give a reason for not going?

Her reason is that she is "sick" and has trouble breathing, though she sounded fine to me when I was talking to my brother and heard her in the background. I guess she figures she'll still be sick in 5 weeks for the trip too...

Oh, thanks to everyone who mentioned about not cancelling the ADRs... I do have a concern about CA Grill, if all 9 don't show up will they charge the $20 pp no show for them?

 

[mikesmom]

Sorry this happened to you.

Wish I had thought to bookmark all of these "No Deed Goes Unpunished" threads. Maybe it would save some others from making the same mistake.

FWIW, those who invite others must find a way to "get their skin in the game" very early in the planning process. Almost always, that means getting some nonrefundable money up front. Even if it's only nonrefundable airfare, it will make a difference. People say they understand about not canceling, but they really don't get it unless they suffer the consequences of the decision.

Amen to that one. We had business friends of DH ask us to make them ressies last year (which they would pay for) for a 1 bdrm at Boardwalk so they could go to the Food & Wine fest when we did. I thought we were safe as they had gone along before and knew the drill on the 30 day cancel issues. I made the ressies and sent quarterly emails so they could make travel plans AND not have cancel issues. On Day 29 (!!!!) they called and said there was a family wedding the day before the trip was to begin. They just "hadn't realized" that both dates were the same week and they couldn't possibly make the trip. To add insult to injury he told DH that he was sure I wouldn't have any trouble getting rid of the reservation as he was sure that was a "hot ticket" during the F&W. They had not paid us for the room. I suspect the outcome could have been different if they had paid for the room.

They will never go with us again.

 

[CarolAnnC]

The ADR's that require deposits will forfeit the deposit if the diners do not show up. You should call Dining and change those at the very least.

 

[Joan S.]

Hi, You can TRY and change the CG ADR,but I would explain first that you want to keep that time and date. If you do keep the ADR for 9 I do not think they will charge you the $20. for the 2 that do not show up because people DO GET SICK unexpectedly. And you are keeping the ADR for 7,you are not just a NO SHOW. Joan

 

[abeyst]

Hi, You can TRY and change the CG ADR,but I would explain first that you want to keep that time and date. If you do keep the ADR for 9 I do not think they will charge you the $20. for the 2 that do not show up because people DO GET SICK unexpectedly. And you are keeping the ADR for 7,you are not just a NO SHOW. Joan

I've done that - say that someone is "sick" to avoid a hassle changing ADRs.

9 to 7 is easy - you can just say the dining rep must have mis-typed.

 

[vascubaguy]

I called this morning and talked to a great CM. She told me to just leave all the ADRs at 9. She said that they would like to know exacts, but they always get no shows and people showing up with last minute additions and subtractions to party-size.

She did recommend that I notify about CG, although the way it sounded I wouldn't have been charged a no show for those 2. However, she did check and was able to get us a later ADR (which works better) for a party of 7 all at 1 table, rather than splitting us up.

And I still couldn't get Le Cellier for my birthday... I'm gonna keep trying... but I know it is unlikely even with a smaller party size.

 

[CarolAnnC]

I've done that - say that someone is "sick" to avoid a hassle changing ADRs.

9 to 7 is easy - you can just say the dining rep must have mis-typed.

Honesty is ALWAYS the best policy....we do not advocate anything less than that here on the DIS.

 

[Dean]

I've done that - say that someone is "sick" to avoid a hassle changing ADRs.

9 to 7 is easy - you can just say the dining rep must have mis-typed.

It's just better to say you thought there would be 9 and now there are 7 which is totally honest. I've never heard of anyone being turned away in that situation. The other direction is a different story going from smaller to larger but it depends on the numbers involved. Generally they'll accommodate you within reason but you might have to be split at different tables.

 

[kato0627]

Kind of OT but not really. We were at OKW in August. We had ressies for Fantasmic/MM package on Tuesday. Don't you know on Monday DD(5) and DH get a stomach virus. I really wanted to keep the ressie with hopes they would be ok, but in my heart i knew to cancel. It was less than 24' so I would be charged a fee for all 5 of us. I went to the concierge at OKW and they took care of everything for me!!! They were wonderful and very sympathetic of the situation. They knew I was not lying due to all the mousekeeping notes in the computer.!!!