Grand Gathering Planning

[SarahAndMike]

It looks like I'm on the hook to plan a family trip to "the World" in 2005. I'm looking for help from anyone who has done this before. Right now rates aren't out and I think people may get sticker shock by looking at the rack rates. We're probably going in May of 2005. How does everyone plan this type of thing? The general consensus is that we'll be staying in Animal Kingdom Lodge. I have a list of questions and any help would be appreciated:
1) Do you book the room at rack rate then look for discounts or just wait to book until rates come out?

2) I like to plan everything myself, so I usually don't use travel agents. Do you use a travel agent when planning a trip like this? We'll probably be booking 4 rooms.

3) How hard is it to update reservations for this many people if discounts come out?

4) Does Disney offer group discounts?

I'd love to hear any hints, tips or experiences for people who have gone through this. Thanks in advance for the help.

 

[Mrs. Toaster]

SarahandMike- I am definitely no expert on this, but I am quickly becoming one! I am coordinating a family reunion trip for August of 2004. We started planning this trip 2 years in advance, in August 2002. We will have 3 families, with 3 rooms reserved at the Animal Kingdom Lodge-at least that's the plan for now! My best overall advice for you is to read, read, read! I check these boards regularly, as well as some others, and I have purchased several WDW guide books. This really helps you in planning a trip of this size. I also look for posted trip reports from groups traveling together.

To answer your first question, after much research we decided it was best to simply have a room reserved, rather then taking a chance and waiting for discounts. After polling all family members, we decided on the Animal Kingdom Lodge. I made the reservation 1 year in advance. Because I have a fairly cooperative family, I booked the reservation with no payment of deposit, got checks from each of the other families for the deposit, and then called back and put the deposit on my credit card. I think it will be easier to change the reservation if it is under one name. We will be monitoring for discounts, which are sometimes posted about 6 months prior to your travel date. My family understands that we may have to change hotels, if we can get a better discount somewhere else. Therefore, I have everyone's 2nd and 3rd choices for hotels. Once discounts are released (if at all) we may have each family call and make their own reservation, so they can pay separately. I can then modify my existing reservation. FYI.. you can book up to 3 rooms for an Annual Pass discount, but it has to be under the passholder's name. I may purchase an AP if the discounts are good enough (and available), as you only need to present it at time of check-in.

To answer your second question, I think the use of a travel agent is really a matter of preferance. I found that with a little research ahead of time, it was very easy to handle the reservations for a group of this size. Keep in mind that if you don't get a helpful phone agent the first time you call, you can always end the call and try again.

To answer your third question, I have been told by many, that it is not difficult to update your reservations once discounts are announced. Just make sure you keep your original confirmation paperwork.

Question 4- Disney recently announced their new Magical Gatherings program for groups of 8 or more traveling together. There have been no specific discounts announced, however, there are going to be special planning materials, as well as an agent to assist you in making Priority Seatings. There are also special dinners available for these groups. I am keeping close tabs on the announcements regarding this program!

I hope this info helps. Please feel free to email me directly at kjtostenson@yahoo.com. I'm happy to try and help!

 

[SarahAndMike]

Wonderful! As I get to the real planning I may need some more help. Thanks for the email address. You may be hearing from me in the future.

So, I think I'll be booking at least my room in a few months then getting the gathering ID and asking my family to book their rooms. You've all been such a big help, I don't feel so overwhelmed like I did when my family nominated me to be the planner.

Thanks again all!

 

[pnmbn]

I have been our grand gathering (17 days and counting) and I noticed this past weekend that the Disney site has free downloadable Grand Gathering software. It looks awesome! There is no charge and you do not have to book through Disney - just sign up for the website.

 

[SarahAndMike]

Yup, I just started using it. It's a little strange, but very cool!