Have You Organized an FE for Your Cruise? Please Share Your Tips!

[papertraveller]

Hi,

While there have been plenty of threads about joining FEs, making gifts and how to spread the magic, there hasn't been a lot about the "administrative" work that goes on behind the scenes to make it happen.

Please share how you have organized the FE. I've been on cruises where there were more than 30 cabins participating (too many for most of us to handle, my view) and smaller groups of around 10. I've been on some where people joined with one post, and then disappeared from the boards, giving the frequent posters concern that these cruisers had cancelled and just forgotten to let the rest of us know. In an age of privacy, how have you handled sharing information to the select group?

Then there's the issue of democracy. Group participants have lots of opinions, but at some point someone has to make a decision and naturally, not everyone is always happy.

Of course we all understand that in organizing an FE here, the group abides by DISboard policy.

My tips:

1. People can sign up once they have 10 posts on the boards and can PM their information, including an email address. It's important to be able to reach people directly.
2. They can join in the order that they send this information.
3. Small groups are better to manage, both for deliveries and finances -- 10 to 12 cabins.
4. I have kept a running list of DIS name and basic stateroom info (cabin #, who's in it) in the Meet thread. Then I have separate spreadsheets that I send to only those members once or twice in the months leading up to the cruise. I'm not sure if this has value, or not.
5. Cut-off to join is 30 days before the cruise. There is always a latecomers list.
6. It's important to be friendly and welcoming.
7. I have posted information on our cabin door (though not sure how helpful that has been).

I'm hoping you will share the tools you use, and how you employ them. (Excel -- we bow to you.)

Many thanks!

 

[belac]

• We had a meet the first day, good for any last second changes and for getting kiddos together and making friends. Did it after the drill so all could attend and had a chance to check out rooms.
• Had someone else from each group have info on their door as back up (had 4 groups with 12-15 in each)

 

[papertraveller]

Bumping

 

[DCLFC]

I have a child with a nut allergy. I admit I'm nervous about FE. Anyone have any experience with allergies?

 

[jtba]

I have a child with a nut allergy. I admit I'm nervous about FE. Anyone have any experience with allergies?

yes, DD has multiple food allergies. in our group the organizers asked us to note down any allergies the participants may have, then included that info in the spreadsheet she used to track all the families. we received various food items, including a few that DD could not have, but I gave those to DS and DH, and swapped them with other special treats I brought for DD. all was well.

 

[DCLFC]

Thank you. I have never done the FE, but it seems like fun. I have a few questions about how often do you put stuff in and what kind of things to put in. There are so many posts to read, but a "How To" and a "What Not To Do" sheet would be great!

 

[jtba]

Thank you. I have never done the FE, but it seems like fun. I have a few questions about how often do you put stuff in and what kind of things to put in. There are so many posts to read, but a "How To" and a "What Not To Do" sheet would be great!

just google "fish extender" and you'll come across many links. but i would start with the links on this page, written by the sponsor of this board.

it was loads of fun when we did it last summer. will definitely participate again!

as for "what not to do", gosh, it really depends on your group. our organizer was super awesome and did not have any rules, so we could deliver on any day we wanted to, give to however many people we desired (some groups apparently have requested one gift per person in the cabin, which can add up $-wise, yikes!), so i got lucky. i've only done it once so far, but i am guessing the majority of groups are pretty relaxed (or at least i'm hoping that's the case).

i would say take it easy, as it's not meant to be a contest of who gives the best or most expensive gifts. most important of all, do not stress!

 

[DCLFC]

Thank you! I was looking up ideas on Etsy. They were great! I can see where I could get overly excited and go overboard. Don't want to go crazy, but also don't want to disappoint the others. Want everything to be magical!

 

[jtba]

enjoy and have lots of fun!

 

[DCLFC]

Thank you!

 

[diznymom]

One note. I like small gifts in the FE. Remember, what you bring, someone has to take home. If it all doesn't fit in your luggage, chances are it won't fit in the recipient's luggage either.

The gifts do not have to be big or extravagant. Some of the simplest things make excellent gifts. (We love bookmarks and key chains.)

The main goal of the FE exchange is to have fun and to share a little happiness.

 

[TrySomethingNew]

Good luck! I set up an Excel sheet in Googledocs. There are ways to make it available, yet private or limited access, so people can always see the most up to date information. I think the most stressful part of the organizing was actually when the final signup date passed and then there were several people that wanted to join, and were disappointed that they could not join that one, even though the Disboards meet link had been up and pretty active for months. Luckily, someone else took that group on, and they still got to participate.

 

[PantryMom]

I am a first time cruiser and recently found out about FEs. I have girls who are super crafty and I love to organize groups so this sounds like a perfect fit for our cruise!

 

[papertraveller]

Good luck! I set up an Excel sheet in Googledocs. There are ways to make it available, yet private or limited access, so people can always see the most up to date information. I think the most stressful part of the organizing was actually when the final signup date passed and then there were several people that wanted to join, and were disappointed that they could not join that one, even though the Disboards meet link had been up and pretty active for months. Luckily, someone else took that group on, and they still got to participate.

No question -- because even when the deadline has been sent, there are always people who just discovered this before they cruise. I also find it stressful when people post once or twice on the thread (and often for a friend or family member too), and then you never hear from them again. This can be tough on other members who want to confirm for sure that a family will be participating. That's why I ask for an email address, so that I have a direct route (other than DIS conversations) to contact the families.

 

[DCLFC]

No question -- because even when the deadline has been sent, there are always people who just discovered this before they cruise. I also find it stressful when people post once or twice on the thread (and often for a friend or family member too), and then you never hear from them again. This can be tough on other members who want to confirm for sure that a family will be participating. That's why I ask for an email address, so that I have a direct route (other than DIS conversations) to contact the families.

That's a great idea. I think you will have a faster response one on one. I am still learning how to figure out the pages on DisBoards.