How do you go about inviting others or planning group trips?

[CrazyDuck]

Just curious how you go about inviting others to join you in your villa. Do you book the villa at the 11 month mark then hope you can find someone that wants to join you, or do you book a room that will fit your family then try and upgrade to a bigger villa if someone wants to join you? My DW wants to invite a few family members to join us on the next trip, but when we talk to them everyone is like "Oh thats nice, we'll see when the date gets closer". Very irritating to someone who is used to planning a year out. I ended up booking a 2BR villa for a week. I just hope I don't end up wasting a lot of points for a couple of empty beds!

 

[bwvBound]

We generally book the unit(s) first ... then invite others to join us.

 

[meriface11]

we went through this process this year. we booked a AK value 2 bedroom at the 11 month mark, and put the word out that we had an extra bedroom and would love for someone to join us. when we still had no takers at the 5 month mark, we switched to a 1 bedroom at BWV. fortunately, we were able to get exactly what we wanted (lucky to be traveling in September with lower demand), but i am hesitant to go through this waiting game again next year. the 11 month mark for Sept 2011 is right around the corner. am sure that we will ultimately do it again next year since we would like someone to join us, but i don't know that i would be willing to risk it if we were traveling during a peak season.

 

[cman]

We're going in January for our 5th large family trip. This time we're only 9 but on the other trips we were 16-18 people.

The way we did it was to tell everyone we wanted to take another trip and asked that they get back to us by a certain date if they wanted to come. Since it usually meant having to transfer points from another member we were very firm on the cut off date for telling us.

I must say that I'm the planner in the family and that all the others were more than happy to come a long and follow what me and my immediate family were doing.

Some of the greatest vacations we've ever taken. Good luck.

 

[gracelrm]

Could you make a reservation for a 2BR lock-off at 11 months out and then cancel down to either just the 1BR or the studio if none of your relatives decide to come?

 

[bobbiwoz]

Could you make a reservation for a 2BR lock-off at 11 months out and then cancel down to either just the 1BR or the studio if none of your relatives decide to come?

There's no guarantee that this could be done. It can only be done if either a studio or a 1 bedroom is available to book.

I have always asked for a committment from our guests 11 months out or however much time it is before I book a villa for them. Once a couple did tell me at 7 months out that they could join us at VB (at 11 months out, they thought they couldn't come) and I was only able to book them a garden view room, but I was glad they were able to be with us.

Bobbi

 

[NewDCLGuy]

We've "educated" our friends and family on how DVC works. 7 months out, we are making resevations. If they can committ, great. If not, we don't book for them.

Many of these people have trouble committing to dinner a week ahead of time, so there's been a bit of struggle getting them to this point. But it's now become routine so they are used to it. I don't know if we'll ever get to a 11-month committal, but 7 seems reasonable.

For those that can't committ, we have tried to add on a studio when they do decide they want to come. Sometimes there's been availability and it's worked. Other times things are booked and they miss out.

 

[ercrbc]

Crazyduck I've been wondering the same thing. We are new to DVC but one of the reasons I wanted to buy in was so we could bring friends and family and stay in villa style accommodations. We are bringing the inlaws with us on our first trip this Sept, that was easy, we asked when we made the reservation at 5months out (OKW)

Trickier is our plan for next Summer. We have two other families who are good friends. Both come to me asking Disney planning advice in the last 6 months, neither have a clue where to start. Both have $ to go, but I hate to ask them to make reservations at our home resort for rack rate and even with our 25% discount, CRAZY EXPENSIVE!
We have enough pts for a 2BR and a studio...but when I brought this up to one of the friends she seemed appalled that we would provide rooms from our points (she wants to pay something). I have mentioned the week to both families already and they are both very interested.

So I thought about this and figured we could get an even bigger room if they each paid a little something (we could rent additional pts with the extra cash). Thinking maybe asking $80/nt for the family of 3 for a studio and $100/nt for the family of 5 for a 1BR. (I mean compared to rack rate...a STEAL!) That would enable us to get a 2BR lockoff for the two families and a 1BR (for us) in June....now the complicated process of renting pts and making sure they know it's not refundable. Tricky. I'm also thinking of trying to switch to AKV at 7mo but not sure if I can get the rooms so I don't want to give them all that info if we end up at BWV (which would be fab but more pts and one less bathroom in the 2BR and no sleeper chair)

Right now I am 11mo out and reserved a 2BR and a studio on pts, but would like to upgrade the studio to a 1BR but need to rent to do so....guess it's time to send out some kind of formal invite, right?

I reserved the rooms in a way that we'll keep the 2BR regardless but we can cancel the studio and bank those pts if one cancels even up to a month out.

Sorry for kind of hijacking the thread....but I am also really curious if anyone has a nice way to invite that explains the deadline for canceling and how to politely ask for $ and when to make it due....

 

[CocosMeme]

I have booked a Grand Villa at AKK for next Memorial Day week and have my fingers crossed that my kids will actually do it. They do not quite get it that I have to plan and book 11 months out. There will be 12 of us (6 adults and 6 grandkids), and I have told them that I have to cancel by the end of FEb. of '11 or eat the points because of a June use year. We have been trying to get them to commit for 3 years to a group trip! I think my sons know that I will be VERY dissapointed if they do not go, so they will make it happen.

 

[Deb & Bill]

Could you make a reservation for a 2BR lock-off at 11 months out and then cancel down to either just the 1BR or the studio if none of your relatives decide to come?

No, your reservation is for a two bedroom and not a one bedroom and a studio. So you would have to cancel the two bedroom and request a one bedroom or studio - if they were available.

 

[KBoopaloo]

I am in the middle of this process right now. Here is how we have done it so far:

1. Sent out an email WELL in advance (almost 2 years) floating the idea of a family trip in 2011, offering 2 sets of possible dates. Asked for them to respond within 2 months to express their interest and their preferred date.

2. EVERYONE said yes to the initial email and agreed to the same set of dates - April 2011.

3. Sent a reminder email at 16 months out with further detail (room types, who'd be with who, etc).

4. Set a final date of letting us know for sure if they were in or out by March 30. Our booking date was 5/17 so I wanted to be sure people had let us know for sure WELL in advance.

5. Booked two 2 bedrooms and 1 studio for April vacation for the dates we are covering with our points on our booking date of 5/17.

6. Now I am in the stressful part of researching airfare and figuring out extra days - part of our party wants to extend the trip by two days and pay for it on their own.

Honestly, I am not sure if I would do this kind of trip again. It has been incredibly stressful trying to coordinate it all and even though everyone says they are fine with whatever arrangements, in reality, everyone is very particular about what they want. But we knew this going into the planning so really it is our own fault for even entertaining the idea.

 

[DMKEDM]

I regularly take people--two families in particular...I told each of my two friends "the deal"...I want to take them & their kids, but if I do, they can't cancel (short of hospitalization or death in the family) past whatever my cut-off date is (usually it's a week or so prior to points going in to holding (I'm in perpetual borrowed status--to the point where I had to get some extra points transferred this year...so banking isn't an issue)...then, when it's time to buy airplane tickets, I check again....I tell them I'm now about to spend money I wont' be able to get back...are they still "on"...(they're responsible for their own transportation arrangements...sometimes I treat for park tickets or DDP and sometimes I don't--depends on who's going and what the circumstances are)...

I'm on my fifth such trip now, and it's all gone perfectly...my friends totally understand that once the commitment is made, it's "in stone." Yes, "life happens"--but there aren't a whole lot of "life happens" things that justify canceling a trip to Disney...both these families are SO thrilled to get to go and it's such pure pleasure for all of us that none of would cancel short of death or hospitalization anyway...

I always get two studios...one for me, and one for the friend and her kids (each of these two friends has two kids)...I love them and love our Disney trips, but need my own space...two studios works perfectly for us...

We choose dates together, and they understand availability...so we do our best with the logistics we have to deal with...

I've also rented villas for family members for trips I don't go on (particularly for one brother who twice now has been able to take his son at a time when I could not go)...those trips have also gone smooth as silk...

I guess the key is inviting people who want to go as badly as I do...educating them about the consequences of cancellation...choosing dates together...and then being as flexible as necessary about "life happens" stuff that requires flexibility...and having friends/family who are blown away by how nice I am to use my points to get them a villa helps, too...I don't feel all that nice about doing it...these trips are as much for me as they are for them...my Disney experience with these kids is incredibly special...but THEY think it's a big deal...that probably helps w/making the planning and logistics go smoothly, too...

So far, so good...five trips & counting and they've all been pretty wonderful...

 

[bwvBound]

Honestly, I am not sure if I would do this kind of trip again. It has been incredibly stressful trying to coordinate it all and even though everyone says they are fine with whatever arrangements, in reality, everyone is very particular about what they want. But we knew this going into the planning so really it is our own fault for even entertaining the idea.

Wow -- that brings back some memories! We've done trips with similar levels of coordination. Now we go the easier route when possible: we choose the place, dates and unit. If the unit is big enough to comfortably share, we extend a no-obligation invite to a select few to join along. We are delighted if the friends/family offer to pick up the rental car, an activity or a dinner but it isn't necessary ... it all works out.

 

[Pakey]

I've done more than my share of large group vacations since joining DVC many years ago. I have learned, for me anyway, the best way is to book small units rather than the large villas. I like my privacy, enjoy having a safe haven at the end of the day. Also, if someone cancels (and they do, believe me they do), it's so much easier to cancel xx number of studios while still hanging on to my vacation.

 

[wildernessDad]

I ask guests before I book.

 

[dianeschlicht]

When we invite a group of Disney and DVC neophytes, we start sending videos and pictures, and info about the resorts about 18 months out. Then we ask them to make a permanent decision 12 months out and we book at 11 months. I explain that they have until 7 months out to change their minds. After that....it's written in stone. I've never had anyone back out late, and only once had a family back out at 7 months. I've always been able to find replacements too.

 

[DenLo]

When we invite a group of Disney and DVC neophytes, we start sending videos and pictures, and info about the resorts about 18 months out. Then we ask them to make a permanent decision 12 months out and we book at 11 months. I explain that they have until 7 months out to change their minds. After that....it's written in stone. I've never had anyone back out late, and only once had a family back out at 7 months. I've always been able to find replacements too.

We are booking TODAY (hooray) at the 11 month mark, our first family gathering using our DVC points. We have told the family members that if they change their minds and want to back out they must back out by the 7 month mark. Hopefully our repeated reminders on this matter will have sunk in and the group will be good about letting us know.

I'm so excited, I just can't hide it, I think I going to lose control and I think I like it!

 

[KBoopaloo]

I've done more than my share of large group vacations since joining DVC many years ago. I have learned, for me anyway, the best way is to book small units rather than the large villas. I like my privacy, enjoy having a safe haven at the end of the day. Also, if someone cancels (and they do, believe me they do), it's so much easier to cancel xx number of studios while still hanging on to my vacation.

I really wanted to book mostly studios but my mom is obsessed with the idea of having two kitchens and common areas. Even the DVC Guide we met at Kidani when we went to check out the model rooms told us to book studios for a trip like this and not a Grand Villa so everyone could have their own space. I am keeping my fingers crossed that it all works out!

In all we have five different family units going on the trip - I have planned and booked WDW trips for all but one of the family units before but never planned a trip with everyone going at the same time so it is a bit of pressure!

 

[dianeschlicht]

I really wanted to book mostly studios but my mom is obsessed with the idea of having two kitchens and common areas. Even the DVC Guide we met at Kidani when we went to check out the model rooms told us to book studios for a trip like this and not a Grand Villa so everyone could have their own space. I am keeping my fingers crossed that it all works out!

In all we have five different family units going on the trip - I have planned and booked WDW trips for all but one of the family units before but never planned a trip with everyone going at the same time so it is a bit of pressure!

As long as you know the dynamics of the groups together, it will be fine. We have done several GV trips with multiple family groups (have another one planned for next January), and for the most part it has worked out wonderfully. On one trip we had one small family group that couldn't get with the program, but it was their problem alone, and the rest of the group had a great time. The ones who couldn't conform to the plan was a single parent and her daughter. They were too used to always doing their own thing in their own way, and they couldn't bend to the dynamics of the whole group. It was mostly a problem for them sleeping. They couldn't stand so many people in one "house"! LOL, the GV holds 12, and we had 11!

 

[rentayenta]

We generally travel with one other family who also own DVC so they know the ins and outs as we do. It makes planning VERY easy. We have lots of friends but the only ones that even think of vacation at 11 months out are our Disney lovin' friends.