Family bailing on us?

[DisneyMama27]

Has anyone had this happen? We booked the grand villa at SSR for Thanksgiving after my family all said they would go. DH spent several days of our Christmas trip at WDW calling MS for reservations, and then we spent hours working out an awesome dining rotation for our group of 13 (2 different groups each day). We have worked hard on this and now we are worried that some or all of them are going to bail out. My sister just moved across the country, and they all have money issues of some kind - they all swear they are still going, but not one of them has purchased a flight or given us one dime (we are not charging them for the room, just for the dining plan and park passes). We have a Dec UY, so we really can't change this to something else now. We will go regardless, since we put a lot of work into it - I just hate the thought of being in that big villa by ourselves! We are already trying to think of back-ups, but we can't ask anyone until the others actually back out. I feel like a jerk when I keep reminding them to get their tickets. DH has spent hours on the computer looking for good flights for them - he always calls and tells them about anything he finds, but they don't follow-up. We all discussed this trip last October, so they can't say they haven't had time. And we have given them many chances to bail out or contribute to the planning - they say they want us to plan it, since we know what we're doing, and they insist they will come.

Anyway, I know I am venting - anyone else been through this, have any good advice? Thanks in advance!

 

[anonymousegirl]

I think maybe you need to point-blank give your family a deadline. Tell them that you will be devastated if they can't go, but you don't want your points or that villa going to waste, so they have until x-date to get their flights booked/paid for. After that date, you will be inviting others to go in their place (may I suggest moi?)

Tell them nicely, but firmly. And good luck!

 

[TomD]

I would give them 2 weeks to ge the airfare booked or invite someone else. I would not play games when it comes to using that many points. I will be down there with family the same week and my BIL purchased his park tickets and airfare already.

When it comes to points or cash I am pretty upfront with people on what needs to be done by when or they do not go.

 

[Tinkerdreams]

I agree with the OP. I am doing the same thing for a trip next year but am taking a different twist. I am planning a trip for August 2009 and there are some family members that want to come. I have told them that I will make all arrangements, including air transportation. I told them that they have until December 31 to give me the money for the airfare, park tickets and DDP. If I do not have the money by the time I make the room reservations, then they will not be going.

A couple of the family members have actually started giving me money and I'm putting it into the Disney fund. I too don't want to waste my points and be disappointed. Good luck and have fun on your trip!!

 

[Dean]

This is one of the reasons why we do a 2 BR and studios for a group trip. It also helps with the DDP as all may not want to do it. You may want to call back and see if you can change it around. The wait list might be risky at this point though because you wouldn't want to get a studio and lose your 3 BR. Good luck, I hope it works out.

 

[castleri]

In answer to your original question - yes I had it happen and for Christmas week in a GV as well. We ended up with 5 in the GV and had a wonderful time despite the lack of other family members. We went to the then BW sales center to take a look at the VWL models while there and when we said we were in a GV at OKW with just 5 one of the guides asked which one of us was the crazy one to use so many points. I of course raised my hand and we told them if anyone needed a place for a night or so we had extra room which brought a laugh. They just wanted to know when the party was starting. Fortunately I had reserved a studio and 2 BR for the last 3 days and was able to cancel the studio without losing points. Two of us stayed at AKL with a great AP discount the first two 2 nights since the other three went to Tampa for the weekend. There have been several threads addressing this issue over the years and the concensus is that you need to get solid confirmations from those planning to go and or make room arrangements that can be adjusted if need be. At this late date I would definitely give them a set date for a final answer. Lay in on the line that if they don't think they can go you need to try to find some other people who would like to go. If you could change things to a smaller unit you might be able to rent the rest of the points which would help with your other expenses. Hopefully they will all get their acts together and give you a definite answer. Last time this happened to me it was 30 days from the check in date so we ended up with points in holding which we used the following spring. It was truly a last minute thing as my son lost his job and was lucky enough to find one that started just before the trip. He couldn't afford to take time without pay and really didn't want to start off by asking for the time in the first month he was there.
Good luck and enjoy the trip even if you end up with less than you had planned for.

 

[Chuck S]

Yes, we've had it happen. We tell them upfront, before any ressies are made, if they cancel they won't be invited again, ever. Of course I make exceptions for medical emergencies, etc.

So far, there are 4 people on our "never again" list.

 

[crisi]

This is one of the reasons why we do a 2 BR and studios for a group trip. It also helps with the DDP as all may not want to do it. You may want to call back and see if you can change it around. The wait list might be risky at this point though because you wouldn't want to get a studio and lose your 3 BR. Good luck, I hope it works out.

We choose 2 2bedrooms for our party of ten (or twelve). The two that made up the twelve aren't coming, but two two bedrooms made it easy to fit them if they flaked in or out. If any family drops, I need to get rid of one two bedroom at Boardwalk over F&W - I think I might be able to rent that if push comes to shove.

We had my father in law bail a few years ago - my mother in law was still in, we just replaced him with my mother in law's sister. Fortunately, he gave us plenty of time.

 

[moredisneyplease]

I would definately be upfront and give them a deadcline. Explain how DVC works and how you do this based on points. You need a confirmation of airline tickets within 2 weeks or you're going to down grade (size wise) to the room that will actually fit the travelers that are coming.

Good luck!

 

[Dean]

We choose 2 2bedrooms for our party of ten (or twelve). The two that made up the twelve aren't coming, but two two bedrooms made it easy to fit them if they flaked in or out. If any family drops, I need to get rid of one two bedroom at Boardwalk over F&W - I think I might be able to rent that if push comes to shove.

We had my father in law bail a few years ago - my mother in law was still in, we just replaced him with my mother in law's sister. Fortunately, he gave us plenty of time.

What we did was get a 2 BR and multiple studios. Requested they be close and gave each a key to the 2 BR for kitchen access. It worked great. Even in Gatlinburg this year with 9 two BR units, we used one unit as the main kitchen area.

 

[RLRDA]

Anyway, I know I am venting - anyone else been through this, have any good advice? Thanks in advance!

I'm sure you will get plenty of understanding and good advice from people on this board. There have been several threads that I've read during the past year about this topic and many have shared their frustration. I had family bale after I had made reservations but before any other major planning took place. Since I had borrowed points and they had to be used we took a longer vacation with just the 5 of us. I think because we who purchased DVC love going to WDW, we assume everyone does. They don't realize the amount of planning and time that goes into coordinating a trip for a larger (or any size) group. I hope everything works out for your trip!

 

[disneynutz]

Don't some people make you mad. We have a good friend who wants to go with us on our Nov vacation. She says that she is still going so we booked a 2 bedroom, added her to the ADR's etc. Every time we try to discuss the trip with her she says that she is going for sure. We are also at a point where we need to set a deadline date.

It really is a no win situation. You try to do something nice and become the bad guy in the process.

 

[manning]

This would be my speech to the ones who bailed.

"here's a quiz. In the future what would think would happen first before we invite you again to disney. Hell freezing over or hell freezing over.

 

[janni518]

You have the perfect excuse for forcing a deadline. You can even fib a bit about when you are able to change or cancel your DVC ressie. I don't think you are being a jerk at all.

 

[jekjones1558]

Our first big family trip I booked 3-2 bedrooms and nobody cancelled. Perfect. But life gets more complicated as families expand. Our trip last November I booked a GV, a 2 bedroom and a 1 bedroom because we had 3 in the child-bearing age. Booking 11 months ahead can be an issue. Sure enough, one pregnancy. So we added another couple and at the last minute there was a medical emergency and they had to cancel. So I cancelled the 1 bedroom and ended up with holding points. I was glad to have multiple unit sizes so that I could just cancel the appropriate size. In the future I will remember this and NOT book just one big unit, unless I am okay with fewer people in the unit. Multiple units really offers a lot more flexibility when cancellations become necessary.
I also agree with other posters who have stated that people who do not own timeshares do NOT understand how this all works.

 

[kikiq]

Add us to the list of folks who took the sage advice of the veterans here. We are returning from WDW Grand Gathering originally for 13. My older brother had to cancel because of a family emergency. Thankfully we had reservations for a 2bdrm and a studio. My neighbor who joined us made her own reservations. We kept both rooms because my DDs (20 and 24) decided they wanted to sleep in but come to the 2 bdrm for meals. It worked out great. We learned that 8 sleeping in a 2 bdrm is definitely cozy and glad we had the extra studio. My DH and I also learned that if we go with our girls we have to have a 1 bdrm

We will definitely do this again with the 2 bdrm as our base.

 

[snowwhitemom]

Yes, we've had it happen. We tell them upfront, before any ressies are made, if they cancel they won't be invited again, ever. Of course I make exceptions for medical emergencies, etc.

So far, there are 4 people on our "never again" list.

Love Love Love your approach.... never again list, i am stealing that one.

 

[mmcguire]

OP, I hope everything works out. That has got to be nerve-wracking.

I can totally sympathize -- we've booked a 2BR and a studio at BCV next June, and I'm worried about my brother's family bailing. We could always cancel a room, but we banked some of this year's points and borrowed some from 2010 to have enough. If they bail, I don't have enough vacation days to use our points by the end of our UY, so we'd just lose a ton of points.

People just don't realize the damage that is done by bailing on a DVC trip -- it's not like a hotel room! You really take a risk when you try to take others on a DVC trip!!

 

[swhall]

I would be very upfront with them and explain that you will potentially lose the use of points if they cancel last minute and translate these points into dollar value lost. They may think it is like "other time shares" you have a week and a week is a week, not that the size of your room "costs" more for you.
I hope it all works out, talking with member services (because we are on a wait list) the CM said the most common thing that happens is people book GV and 2BR's and then have to cancel because family members bail.
I'll send pixie dust your way that this doesn't happen to you. Maybe if you give the translation of how much $ you stand to lose that will be their wake up call....I would give a deadline too, that will force them one way or the other to give you their decision
Good Luck

 

[hlyntunstl]

I had this happen pre-DVC. My best friend and I booked a room with two other friends. About three months prior, one backed out and I told the other he could too but needed to let me know now as I still had some time to change the reservation. He said he was still going so we were all set but I told him that if he did later, he was going to have to still pay for any difference in room cost. A week prior, he cancelled. Luckily, we were still able to change to a smaller room. The next day, I told him that he owed me $300 because the two of us who were still going were not going to increase our cash output for his last-minute change (and yes, he paid). I learned three things from that trip that I still apply to DVC ressies: 1) never invite that friend on a vacation; 2) always have a deadline and 3) don't book without something showing they are definitely going (airfare, tickets, cold-hard cash, etc.).