How much transportation is too much?

[huskies90]

We originally planned to do everything in the Boardwalk area -->morning ceremony at SBP, brunch at ADH or the Attic (depending on our numbers looking at between 30-50) and then a dessert party at Epcot. We loved the locations but also loved the convenience of not having to transport everyone all around the world especially if everyone stayed in the Boardwalk area.

When we talked to our sales guy we found out a corporation has the entire Boardwalk and all the Boardwalk venues including SBP on hold for an event. The hold covers 3 weeks so it will be tough to move our date.

We are starting to look at a back up plan: For now we are leaning to an Epcot ceremony, brunch at the Contemporary (either Cali Grill or, a very long shot, Top of the World Lounge since we own DVC at BLT – trying to pull some strings here and if it works that would be an awesome and unique site if we can get it), then back to Epcot for the dessert party.

So my fear is that it will feel like we will be transporting everyone back and forth between Epcot and MK area all day and it will not flow well not to mention the cost. Anyone have an opinion or ideas to make the transportation go smoothly? We thought about trying to move the ceremony to the MK area but the WP or the Poly beach seem to be the only options and we are not crazy about either. Another option is to do the dessert party the night before also not crazy about that idea.

Would love to hear opinions!!

 

[rrali33tt]

How many people are you talking about? This will help me with advice.

Are you already under contract and they told you that there was a convention booked and bumped you?

When is your wedding?

I am having my ceremony at the WP and reception at ADH. Dessert party at Italy isola the night before (as a welcome party). I invited 145 guests and I am expecting 90 at minimum. transportatin is a PITA. However I have BW, Pop and POFQ in my room block and only a handful of people are staying at BW. So if you are having a lot of guests they might not even stay at BW and you will need to transport them anyway. I am waiting for my RSVPs to come in to cut down on transporation. Its really expensive. The problem is no one has booked rooms but my parents and that is annoying for planning purposes ( my wedding is 3 months away).

 

[Erzengel]

The motorcoaches/charter buses from Disney have a maximum of 55 passenger. Based on our BEO report from this year, it was $945 for 9 hours.

They picked our guests from 3 hotels (although, I think in the end they dropped a few of my guests off at Shades of Green), the WP, ADH and Epcot Dessert Party.

I hope that helps.

 

[huskies90]

How many people are you talking about? This will help me with advice.

Expecting 30-50 people

Are you already under contract and they told you that there was a convention booked and bumped you?

We are between 12-16 months so no contracts yet just talking to the sales rep. The corp event is "on hold" and not "booked" yet. We do not think they will actually book all 3 weeks. My guess they are holding it trying to finalize their dates. I am not sure how much time the corp gets to decide or how that process works.

When is your wedding?

June 2015

 

[lurkyloo]

We are starting to look at a back up plan: For now we are leaning to an Epcot ceremony, brunch at the Contemporary (either Cali Grill or, a very long shot, Top of the World Lounge since we own DVC at BLT – trying to pull some strings here and if it works that would be an awesome and unique site if we can get it), then back to Epcot for the dessert party.

Is there a reason you don't want to have your reception inside Epcot too? Living Seas Salon, American Adventure Parlor, Monsieur Paul and Norway Loft would all be options. Or what about Ariel's for the reception?

Anyone have an opinion or ideas to make the transportation go smoothly?

Don't give your guests as much hotel choice. If you can keep them to 2 resorts, you can do round-trip transport with extra stops or even multiple one-ways for MUCH cheaper than a chartered motorcoach. Especially if you end up with only 30 people—smaller, non-chartered transport is going to save you a bundle. I talk about how this more in-depth in the "Demystifying the Room Block" podcast, here: http://disneyweddingpodcast.com/2013/01/16/demystifying-the-room-block/

Another option is to do the dessert party the night before also not crazy about that idea.

I agree. Guests are gonna have their socks knocked off by the dessert party—why show them the coolest part of a Disney wedding before the actual wedding and risk having it be a letdown?

 

[mb187143]

Expecting 30-50 people


We are between 12-16 months so no contracts yet just talking to the sales rep. The corp event is "on hold" and not "booked" yet. We do not think they will actually book all 3 weeks. My guess they are holding it trying to finalize their dates. I am not sure how much time the corp gets to decide or how that process works.

... so corporate events get first dibs on the event spaces, then wishes weddings (which is what you would be with 30-50 people). So if the convention nails down their dates and books their spaces in a way that works out for your dates, you could be fine with your original plan.

As far as transportation, we had 59 guests, spread out between thr contemporary, the grand floridian, pop century, saratoga springs, and port orleans french quarter. We used the 8 passenger vans for one way trips back and forth, which saved us a bundle - the vans were $40 for one way trips. So if you do have to transport from Epcot to the MK are and back, that may be a cost effective option! Our wedding was at the WP, and our reception at the GF, so keeping it all close by was a huge factor in making this happen. We had a DP the night before our wedding, and we didn't charter any transportation, just told our guests how to get to the park from their hotels and where to meet the escort.

Let us know how you make out with BLT and ToW - there was a poster here who tried to plan a welcome event there (I believe a BLT owner), and she got shot down cold, but i wonder if things have changed recently.

 

[rrali33tt]

I agree. Guests are gonna have their socks knocked off by the dessert party—why show them the coolest part of a Disney wedding before the actual wedding and risk having it be a letdown?

I love brunch and was considering a brunch reception with an evening dessert party but being that I live in NJ a brunch wedding is unheard of and my family would have been very dissapointed if I did that So I am having a traditional evening reception with a welcome dessert party the night before. if you are forced to do it the night before think of it like this - your guests will be blown away and decide to give you a bigger gift! LOL at least that is what I am telling myself.

With a low guest count under 50 I would go with one way vans. I think mine with tax etc. are about $40 one way. i am using them get immediate family around. You could provide transporation to the ceremony and for a dessert party you can just have your guests meet the event guide at the front entrance to EPCOT (have them take disney transpo for free).

For my dessert party I am having 2 vans take the bridal party (along with parents and grandparents) only. All the otherguests will be meeting at Epcot.

 

[lurkyloo]

if you are forced to do it the night before think of it like this - your guests will be blown away and decide to give you a bigger gift! LOL at least that is what I am telling myself.

OK, please come back after and report whether this works!

You could provide transporation to the ceremony and for a dessert party you can just have your guests meet the event guide at the front entrance to EPCOT (have them take disney transpo for free).

@huskies90 If you go this route, note that it may be easier for some of your guests to meet a guide at the FRONT entrance to EPCOT, as rrali33tt says, rather than the standard meeting spot at International Gateway. If they have to find their own way to International Gateway on Disney transportation, it could be very complicated for newbies, since there is no direct transportation to International Gateway from any resort except BoardWalk, Yacht/Beach Club and Swan/Dolphin.

 

[huskies90]

Is there a reason you don't want to have your reception inside Epcot too? Living Seas Salon, American Adventure Parlor, Monsieur Paul and Norway Loft would all be options. Or what about Ariel's for the reception?

It is an option we are considering but we are not overly crazy about any those spots either.

Don't give your guests as much hotel choice. If you can keep them to 2 resorts

In our original plan, we were going to only have 2 in our block - Boardwalk and a value resort and we were going to really push the Boardwalk since it would all be right there. The value was only offered for those guests who did not want to shell out the bucks to stay there. With this curve, we're re-thinking it but will still try to keep it to 2.

... so corporate events get first dibs on the event spaces, then wishes weddings (which is what you would be with 30-50 people). So if the convention nails down their dates and books their spaces in a way that works out for your dates, you could be fine with your original plan.

Do you know the process for corp events? Do they have a deadline to decide? Like 1 year out? Or can they hold it as long as they want?

We had a DP the night before our wedding, and we didn't charter any transportation, just told our guests how to get to the park from their hotels and where to meet the escort.

I thought everyone had to take disney transportation to events in the park like a dessert party? So is that true for the ceremony too if we have it at Epcot? Guests staying at, say the Boardwalk, could meet the escort?

Let us know how you make out with BLT and ToW - there was a poster here who tried to plan a welcome event there (I believe a BLT owner), and she got shot down cold, but i wonder if things have changed recently.

We will. I remember that post. That was a bit different as that was during the lounge's operating hours as opposed to a brunch when the lounge is closed. It is actually my fiancee that owns there (yes we are both DVC owners and met through Disney ) so I don't have all the details. It is still a long shot but if we get it, we think it would be a cool unique spot for a reception.

With a low guest count under 50 I would go with one way vans.

So the concensus seems to be the van option. I will look into it.

 

[lurkyloo]

I thought everyone had to take disney transportation to events in the park like a dessert party? So is that true for the ceremony too if we have it at Epcot? Guests staying at, say the Boardwalk, could meet the escort?

Transportation backstage is required for ceremonies only because they occur before the park opens. DFTW encourages couples to use transport for dessert parties, but it's only required for certain locations. Everyplace else you can have your group meet an event guide and walk in.

 

[disneyfun15]

Do you know if a dessert party at Kazbah point requires transportation? Or can we walk in for this location?
Thanks!

 

[andeesings]

Do you know if a dessert party at Kazbah point requires transportation? Or can we walk in for this location? Thanks!

Doesn't Kazbah Point no longer exist because of the new small plates place in Morocco?

 

[lurkyloo]

Kazbah Point is still around—it's Morocco Oasis that's sitting underneath the new restaurant.

I have seen them let groups walk in to Morocco Oasis, so chances are they'll do it for Kazbah Point too.