How do I contact the "room assigner?"

[KelNottAt]

One week from today we check-in at the BWV. 23 people. Four 2Br and one 1Br. All standard view.

Needless to say, we'd like the villas near each other. Tomorrow I'm going to call somebody and make the request.

Whom do I call? Front desk? Member services?

Thanks.

 

[Dean]

Only a couple of resorts retain a person that truly serves as a room assigner. A few years ago DVC resorts stopped taking any requests directly from members. You need to contact MS ASAP to make sure they have the request noted on EACH reservation and you need to reiterate the request at check in. You should not check in late and you need to be prepared for the fact that this is a request and not a guarantee. With 5 units it's unlikely they'll all be truly close together or even on the same floor. You should be prepared for quite a hike to at least some of the rooms and the likelihood that some will be on different floors. Remember they are limited by issues including other guests that are already in residence, other people's requests and the fact that they only have one side of the hall to work with for SV units. Also make sure you have NO other requests such as near the elevator as this will further reduce your chances.

 

[jekjones1558]

I don't know of any way to contact the room assigner. I assume that you requested that the rooms be close to each other when you made the reservations. If not, call MS. You maybe should call MS in any event just to make sure that the request is, in fact, on all the reservations. Other than that, there is not much you can do but pray and remind the BWV front desk when you check in. I think that getting 5 SV rooms close to each other may be pretty hard. Only 20% of the BWV is standard view and you need to have checkouts on all 5 rooms on the day you arrive. Hoping pixie dust come your way!

 

[CarolAnnC]

The only way to make this request (other than at check in) is to contact MS and have it added to the ressies.

 

[dcfromva]

KelNottAt,
You could make your request through member services.
Our last visit to BWV (17-21Oct), we booked 2 std view studios. We didn't make any special requests. 2 days before we were to check in, we found out our friends had to leave a day earlier. I called member services to make the adjustment to the reservation and was put on hold for a while. When the CM got back on the line, he said he had called BWV to make sure the two rooms would be close together after he revised the reservation. I thought it was really nice of the CM to do that. When we checked in, we were about 4 doors apart on the same floor.
I don't know if they automatically put the rooms close by. I recall a thread on this board a few years back where the DVC member had made ressies for several rooms to include extended family of which there was a SIL who aparently sucked the joy out of every event. Not wanting to exclude the SIL, but still trying to keep her at arms length the member put a request to be as far as possible from the SILs room. (Apparently, the CM read the request to the SIL upon check-in. )

 

[KelNottAt]

Only a couple of resorts retain a person that truly serves as a room assigner. A few years ago DVC resorts stopped taking any requests directly from members. You need to contact MS ASAP to make sure they have the request noted on EACH reservation and you need to reiterate the request at check in. You should not check in late and you need to be prepared for the fact that this is a request and not a guarantee. With 5 units it's unlikely they'll all be truly close together or even on the same floor. You should be prepared for quite a hike to at least some of the rooms and the likelihood that some will be on different floors. Remember they are limited by issues including other guests that are already in residence, other people's requests and the fact that they only have one side of the hall to work with for SV units. Also make sure you have NO other requests such as near the elevator as this will further reduce your chances.

Thanks everyone for your replies. I was aware of it all, except the part in Dean's post that I highlighted with orange.

I have not attached any requests to our reservations because none of them are truly critical. I'm going to leave it all alone now because "if it ain't broke, don't fix it."

I hope to be the first to check-in. And, as the only member/host I will ask to know all the room assignments at that time. By then, I won't care about locations. They are what they are. Instead, I'll focus on changing out any HC rooms the party may receive.

Cheers!

 

[DebbieB]

I've stayed at BWV many times and my experience is that rooms are pre-assigned. If you have any requests, call MS and add them. It may be too late to make any changes when you get to the front desk because all available rooms maybe already assigned (unless there are some empty).

 

[Chuck S]

I would definitely contact Member Services and have the request added to each reservation. That way, as soon as the resort download the reservation someone could look through it and pre-assign rooms that will be available. While there may no longer be an "official" room assigner, someone in management still looks through some reservations to block locations for special groups and special events, like Grand Gatherings. I know when I book multiple rooms at OKW, and request they be near each other, they often pre-block the rooms.

 

[CraftyMouse]

I hope to be the first to check-in. And, as the only member/host I will ask to know all the room assignments at that time. By then, I won't care about locations. They are what they are. Instead, I'll focus on changing out any HC rooms the party may receive.

Cheers!

Just an FYI...If the rooms are not ready they will not give you the numbers/locations. They may be able to tell you if all of your units are near each other or if any are HC accessible, but that's probably it. Also, if your name is not directly on the reservation as one of the occupants of that room they may be unwilling to give you the room numbers.

 

[KelNottAt]

Just an FYI...If the rooms are not ready they will not give you the numbers/locations. They may be able to tell you if all of your units are near each other or if any are HC accessible, but that's probably it.

Understandable.

Also, if your name is not directly on the reservation as one of the occupants of that room they may be unwilling to give you the room numbers.

Darn. That's a shame. Since all rooms are booked on my points, I assumed I'd be able to know how they're assigned.

 

[disneymayz]

Call and make your group a "magical Gathering" or "grand Gathering". It does not cost anything but what they told me is that they will make sure that our multi rooms were close together. You do not have to use anyother of there deals or specials. They do offer a "grand gatherings" breakfast in MK. This is only open for the Grand Gathering groups.

 

[CraftyMouse]

Darn. That's a shame. Since all rooms are booked on my points, I assumed I'd be able to know how they're assigned.

Not necessarily. Hotels regularly release room information only to those who are listed on the reservation. Even though you made the reservation they may not be willing to give you the room numbers.

 

[Dean]

Thanks everyone for your replies. I was aware of it all, except the part in Dean's post that I highlighted with orange.

I have not attached any requests to our reservations because none of them are truly critical. I'm going to leave it all alone now because "if it ain't broke, don't fix it."

I hope to be the first to check-in. And, as the only member/host I will ask to know all the room assignments at that time. By then, I won't care about locations. They are what they are. Instead, I'll focus on changing out any HC rooms the party may receive.

Cheers!

Not even to have the rooms near each other? If the non HC issue is important, add that as a request as well and since it sounds like the #1 issue to you, have them order it that way. I would not wait until check in unless you are simply prepared to take what you get PERIOD.

 

[CarolA]

I have asked for rooms close to each other on my reservations several times. Generally I get it. (Didn't once over President's Day week, but I added one room really late!)

 

[Buckeye Fan]

I have asked for rooms close to each other on my reservations several times. Generally I get it. (Didn't once over President's Day week, but I added one room really late!)

Honest to goodness, we have had the worst luck with getting rooms even near by with my BIL/SIL (both of us are DVC members). The request was placed on both reservations, but it just never ends up happening. Would it be of benefit for the OP to call BWV directly and speak to someone there? Maybe if they had the request in advance, they could set aside a block of rooms.

Best of luck getting your rooms near each other. That makes for a really fun and memorable trip!

 

[Deb & Bill]

.... Would it be of benefit for the OP to call BWV directly and speak to someone there? Maybe if they had the request in advance, they could set aside a block of rooms. ...

She just needs to add the info to her reservation as soon as possible. Requests for DVC are not handled in the manner you are suggesting.

 

[DiznyDi]

Hi! We're just back from a family reunion Oct. 18 - 28. We had 4 rooms - not quite as many as you. At the time of booking, I requested all rooms be near one another with a request for Congress Park (SSR).

My husband and I arrived a day early and spoke with the front desk to arrange for the rooms. Originally, we were scheduled for the Carousel section. We asked if anything else was available. The ages of our party ranged from 3 months to 86 years. Carousel was simply too far removed for our group. After several minutes, we were offered the Grandstand section.

The following day - the day of arrival for the rest of our party, I was able to check in all rooms because they were all booked using my points. My name was not attached to any reservation other than my own. No rooms were ready at the time I checked them in and we called throughout the course of the next several hours until all rooms were ready and available. I was given room keys and paperwork for all rooms: Welcome Home packet and parking permit.

As our guests arrived, they independently went to the front desk to register their credit card for purchases.

It was a good decision on our part to go a day early. If I would do this again, I would go the day early. It was certainly in our best interest in have input for our room selection.

Enjoy your trip and your time with your family!

 

[KelNottAt]

Well, we ARE a Grand Gathering. So maybe that will help with the room locations.

And Dean has convinced me to call about avoiding HC rooms. I haven't done it yet because I heard MS has a history of misinterpreting the request. That is, I say, "NO handicapped" but they mark "YES handicapped." It's like all they hear is "handicapped" and assume that's the request.

 

[KelNottAt]

Update - I called MS. Confirmed that they know we are a Magical Gathering. Requested "close rooms" and "no handicapped" on each reservation.

So I guess that's that. Fingers crossed.

Thanks.

 

[Deb & Bill]

Have a great trip, Kelley.