Group Advice Needed: Best way to plan for multiple Guests ... ?

[jdg345]

Hello,

We are planning a trip in February 2009 as a type of mini Reunion and I wanted to make sure that we make all of our decisions in accordance with the DVC rules. As such, I was wondering how many 'Guests' you can have with you that aren't staying in the same room with you? They would not be staying overnight and would only be at the resort for a few hours. No plans to use any of the pools or anything of that sort.

It would probably be about 30 people and we would be making the accomodations all on premise; however, the issue is that some folks want to stay in differnet places. I think if we all stayed at OKW, it would be easy but some want to stay at VWL and some at SSR. Do we just have to put our foot down and make all the reservations for the same DVC? Or can we allow some flexibility?

Thanks in advance for any suggestions.

 

[Deb & Bill]

You can make them anywhere you want. And if the guests staying at the VWL or BWV decide to visit you at OKW, it should be okay. But they won't get the DVC privileges since they are technically staying "with" you. As long as you don't bother your neighbors, they should be okay with visiting you in your villa.

You may want to let all the guests make their own reservations. Then when two weeks out, Bobbie has a soccer game and Lisa has a Girl Scout campout and can't go, you won't be stuck holding the bag. There are tons of horror stories on the DVC DIS boards about members who went all out using three years of points to make reservations for all their family/friends and got burned in the end.

Hope your trip all works out.

 

[jdg345]

Thanks for the reply! If I leave them to make their own reservations, then they won't make them with points and instead pay cash. They might be inclined to stay at Port Orleans or Coronado Springs or Pop then ... will that pose a problem? Or am I better using points then?

 

[Deb & Bill]

You could always refer them to the Rent/Trade Board for a DVC villa. Then you would still have your points for the future.

 

[Dean]

Hello,

We are planning a trip in February 2009 as a type of mini Reunion and I wanted to make sure that we make all of our decisions in accordance with the DVC rules. As such, I was wondering how many 'Guests' you can have with you that aren't staying in the same room with you? They would not be staying overnight and would only be at the resort for a few hours. No plans to use any of the pools or anything of that sort.

It would probably be about 30 people and we would be making the accomodations all on premise; however, the issue is that some folks want to stay in differnet places. I think if we all stayed at OKW, it would be easy but some want to stay at VWL and some at SSR. Do we just have to put our foot down and make all the reservations for the same DVC? Or can we allow some flexibility?

Thanks in advance for any suggestions.

To my knowledge DVC has no set protocol for this situation. I'm assuming you want to get something like a GV and get everyone together for a meal and some fellowship. That should not be a problem but you should check with management at the resort in question and expect to have to use the auxiliary lot for the guests for that man people if the resort is at all crowded. Certainly use of the poor or other public facilities would be a different matter but it wouldn't be the first time for that type of usage either, again, check with the resort management. Better yet, try to reserve a private function room somewhere for the entire group. One thing I would not do for a group this size is try to grill out given the DVC grill setup, too many variables and too much risk you can't get to enough grills.

 

[canwegosoon]

Are all of these 30 DVC members or is it that you would have to arrange for points for some of them?

Personally I think logistically it would work better having everyone at the same resort-but you are going to have to work out those issues.
(I know in my case 13 people-I had to make all the ressies/ wanted something close to the parks for mobility issues). So I managed to get BWV-std view to keep the point "cost" down...since I am the only DVC member in the bunch. I went with indivduial studios, so that we all have our own space.

I think if you are planning a reunion event- as Dean said, I think I would at least call and check with management(before you made any ressies). IMO as long as you are not disturbing other guests or misusing DVC facilities that it is probably ok. I have seen people having big BBQ's at SSR and thought-geee that's a great idea(I think it might have been more like 12-15 people).

 

[CarolAnnC]

I would recommend booking everyone at the same resort.

For example, you may not think you would all want to use the pool area, but might change your minds once you are there. Pool hopping is a Member privilege only so your guests staying at different resorts would not be able to use the facilities. If you are all registered guests then you could head out to the pool together if you wanted to then.

 

[JimMIA]

I think where they stay depends on who's paying the bill. If they are using your points scared1: ), then I think you have the right to say, "I want everyone at one resort because it's easier, cheaper, whatever."

If you are using your own points to provide lodging, I would certainly not allow any use of non-DVC resorts. They're expensive, and if any cancellations happen your points are now "Reservation Points," and you can't use them for DVC accommodations.

If they are paying their own way, I would not only allow them to stay elsewhere, I'd encourage them to stay wherever they want. Letting them pick their own lodging takes a huge burden off of you, and eliminates a huge source of complaints/unhappiness.

People who are going to be staying elsewhere need to understand that they can't just hop on a bus from VWL (or any other resort) and go to OKW. There are no direct resort-to-resort buses, so that may be a consideration. If they're all driving, then parking may be an issue as Dean mentioned above.

 

[crisi]

With a party that large, what I would do is arrange for a few Grand Gathering events - and then a few days where you know where everyone is going to be. Then let folks schedule around that. For instance, everyone spends the day at Typhoon Lagoon. Or everyone goes and plays minigolf. You can't move 30 people through the parks, and 30 people aren't going to fit in a DVC villa. And unless they all stay in the same place, you can't all meet up for a swim because of no pool hopping.

Completely concur with Jim - if you are springing for the rooms (and I'd be VERY CAREFUL with that) they don't get choices - and don't let them talk you into anything other than DVC rooms - cheaper and more flexible cancellations. If they are springing for the rooms, let them choose. If this is their first trip, you may want to provide guidance - rather than overwhelming them with all the resort choices, make a recommended choice in each price range.