How do you coordinate large groups?

[frozone]

Hi everyone- hope you had a good holiday. Just back from mine.

So, I'm a sucker and I agreed to organize a big trip to WDW for a group of single parents and their kids- all from the Chicago area. We all get together about once a month and thought we'd try a vacation together. All together, there are around 30 of us. And I'm starting to figure out what a logistical nightmare this could be. I'd like to say that I have all year to plan, but they want to go this Spring, once the kids get out of school (range between 2nd- 7th grade).

Yeah, I need big help here. Just a few questions I've thought of:

-I'm guessing we should all stay in one resort, but some in the group want to spend more than others. How is the Pop Century? Is it nice? Are the moderates that much nicer that I could convince some others to pony up the extra cash

-What type of meals accomodate groups that large? What ones are good for adults as well as kid?

-How do you keep large groups together at the parks? Do you even try? Is there good cell phone connection in the parks? Should we just book some meals and have everyone come together at meal time?

-I know that there are big family reunions that go, so if you've ever been a part of something like that, what fun things did you do?

Sorry- I'm sure there's a ton more I should ask, but I'd appreciate any help any of you can offer. I've been lurking around and posting around a bit since I found the site, but now I've got to settle down and plan this baby!

 

[LJC1861]

Wow, that is quite a group. I did a trip with 10 of my family members and it was impossible to keep us all together and get us to agree on things. Here is what I would suggest....plan a few group events like an Illuminations dessert party or meals. Agree on specific times to meet and ride a ride together if that is what the group would like to do. Plan a gathering at a waterpark or mini-golf. Other than that, let the smaller groups within the group do what they would like. Anything more and you will spend more time arguing about what to do next than anything else. More than likely, you will all run into each other throughout the day anyway! Have fun!

Linda

 

[Harambe]

I did two trips with other families (no more than 12, tho). Everyone insisted on touring the parks together and it was horrible. Those with older kids wanted to bring them on roller coasters and those with little ones wanted to bring them on the kiddie rides. There was a lot of eye rolling. Needless to say the last few trips have been just DH, DD, DS, and me - and we are so much happier.

But - since you are the good soul whose offered to do this, I'd agree with LJC and say don't even try to keep everyone together. Meet for dinner at your food court (and yes - I'd talk everyone into a moderate, and stay in the same resort. You'll have fun at the pool!). Also, maybe plan on doing one of the EMH evenings together at MK.

Two places we went to as a big group and enjoyed, was the Cape May Buffet (Beach Club) and the Hoop Dee Doo Review (not my favorite, but with a big crowd it's fun!).

 

[Figment2]

We did a Magical Gatherings for a group of about 45 this past October. I agree with Harambe that trying to tour together will be almost an impossibility. I suggest you plan several "group" events such as a Fireworks Cruise, Illuminations dinner, sunset safari, etc. Although there were 45 of us, there were never 45 at one time since all our events were voluntary.

Cell phones are a must - that's how we kept in touch. We even did a couple of off the cuff lunches and breakfasts that way. Be prepared to sit at several different tables for meals. The largest group we have had was 27 at Kona Cafe and although most of us were together; there were about 6 at another table.

You might want to plan what day to spend at which park. Then when you get there, everyone can go their separate ways. Then meet up later.

Good Luck!
Cyn

 

[InstImpres]

Dave -

I just sent you an email.

I specialize in group travel and the number one rule with a group your size in a place such as Disney is not to even try to stay together at all times. Too many people, too many different needs.

It's great to plan together and offer a few group events. I also suggest that if you are a planner person, you make your itinerary and share it with others. This way many people will catch up with you, (and each other). You will find this group constantly will segment and change.

Also with a group this size and varied budget 2 resorts (value and mod maybe) are certainly in reach.

Best of luck
Sandy

 

[frozone]

Thanks everybody. Your comments have been really helpful. Definitely less paniced right now. Mainly I just want everyone to have fun, especially my daughter and myself.

 

[Ronda93]

IMO the only thing the moderates have over the value resorts is the nominally themed pools. The sitdown restaurants at the mods are nothing special. The values, being newer, have better, more diverse food courts. There's not enough difference in the rooms to justify the extra cost over the course of a week.

I agree that a group of that size should only try to gather for a few meals and let other contact just happen.

Good luck.

 

[WaltD4Me]

I only had a group of ten, but be sure to contact the Group cooridinators at either your travel agency, Disney or with the airlines. We got a great airfare rate because I went through Continetal's group office. You would have to book all at once (rather than everyone doing their airfare seperately) but once I got the rate all I had to do was hold it in my name (no credit card) then in a month I owed a deposit (each person can pay their own deposit) and then one month before the trip the whole payment was due (once again, everyone can pay individually, of if you collect the money, you can just pay all at once) we even had a special group check in desk at the Orlando airport and a group representative greeted us when we arrived. Often times you can get nice group rates and discounts, I did with only 10 people, so I'd imagine with 30 they would be more than happy to work with you even more.


Lisa

 

[SnackyStacky]

IMO the only thing the moderates have over the value resorts is the nominally themed pools. The sitdown restaurants at the mods are nothing special. The values, being newer, have better, more diverse food courts. There's not enough difference in the rooms to justify the extra cost over the course of a week.

I agree that a group of that size should only try to gather for a few meals and let other contact just happen.

Good luck.

SPACE!

Those that want to spend more than what a value resort would cost will probably be peeved at a lack of space. Average room size at all Value resorts is 260 ft². Average room size at the moderates is 314ft² - except the Caribbean Beach resort where the average room size is 340 ft².

Call Disney. I'm sure if you're going to reserve a block of rooms that size there's some kind of group rate.

I don't have any other advice because the largest group I've coordinated is 6.

 

[Chuck S]

I suggest giving each family their choice of accomodation class. For Value class, I'd pick POP, stayed one night there prior to our DVC ressies. Beds were very comfortable, rooms were clean. Nothing fancy, but overall a very nice hotel/ Make your group aware of basic differences. Like values are Food Court only, generally more spread out, no pool slides, 2 double beds. Moderates have mid sized rooms, most have a full service restaurant as well as counter service options, some moderated will accomodate 5 in a room. For a moderate, I'd probably pick POR, simply so that those with more chidren can sleep 5 in a room. Then there are the Deluxe, which are so varied in Themeing it will be a little more difficuly to choose. Maybe WIlderbess Lodge since some rooms there also accomodate 5. You may also have a few of your group members that are DVC, and will stay at one of those resorts...if you have several DVCers, I'd see if they'd all be willing to book at the same resort.

Overall, I'd give out as much park info as possible on ticket options, what to see, DisneyQuest, Cirque, etc. And basically let everyone do their own thing. I'd try to coordinate a handful of group meals, maybe one character meal, one nice luncheon and one Dinner.

 

[nemofanatic]

If you have interned access, you can go to disney.com and download the magical gatherings planner. This is where all of the families in your party can download this program and you can send messages to eachother and select activities and attractions that they would like to do. This way you can organize your itenerary that way.

 

[frozone]

Thanks again- y'all given me a lot to think about. Another question, and this one is less specific. Where do you put the bulk of your $$$. I mean, park tickets are a given. But, for example, would you go for a Value resort, and then use the savings for tickets to Cirque du Soliel (a lot of the kids are in the same drama class and would really like this) or a night at DisneyQuest (this looks pretty cool). Or go with a moderate and spend $$$ on something like one of the dinner shows, where you get food and entertainment. One of the mothers is going to help me do some little fundraising activities so we can add some fun group events like this.