Large Family Trip planning for non-resort guests

[heatherbynum]

My family of 4 have not been to WDW since 2013.
We are planning a large family trip with 2 other families who have never been for October 2025. We will be a party of 13. We will have 12 people over 18 and a 4 year old.
Our plan is to stay off-site in a big house.

I know there are many new things and changes since 2013. I know resort guests get early entry.
I want to kick off the planning and researching now to help us have the most amazing trip.

Since we will be non-resort guests, can anyone help us with tips, must know, etc?
What time should we get to the parks before opening?
Touring help since we will be non-resort guest?

 

[MICKIMINI]

Since you are planning so far out, why not rent DVC? It is important IMO to get at least one 2 BR villa so you have lots of space for group meals, planning etc. You can get a studio(s) for other guests. Sleeping arrangements are the biggest issue. Staying in the bubble is worth it, especially for first (and maybe only) timers.

Location is another huge consideration. If price is a big consideration, SSR and OKW are good choices, both of which have access to DS via boat. SSR has a walkway. Great for those late night folks. Being close to a pool and food at the resort is another consideration as is requesting that villas be in the same building or close by. It is still important to factor transportation into and out of parks at an hour each way. Off property gets complicated with awful traffic and IMO a poor start and finish to each day. Time is your most valuable commodity at WDW.

You will be able to order groceries to split up. We are always in the bigger DVC villa and stock up on cases of water, snacks and drinks that can be "grab and go".

At the very least, try to price out a house vs villas. You will have to look at floorplans and figure out who will need what for villas. You can book at 11 months. There are reasonably prices points here on the rental thread. Do have your ducks in a row before connecting with an owner though as points go very quickly and someone else will get them if you haven't educated yourself about how it all works.

Good luck!

 

[CarolynFH]

You might find this thread helpful - it's a sticky at the top of this forum: https://www.disboards.com/threads/planning-tips-for-your-disney-world-trip-start-here.3873895/

Then, you probably need to start familiarizing yourself with the new LLMP/LLSP system, but since your trip is over a year away you can wait for the sticky thread about that system to appear! Then keep up with it, because there will inevitably be changes between now and when you visit.

 

[Selket]

At this stage I'd work on figuring out what the basic budget is. The old fast pass system is gone and in its place is something more like a paid fast pass. Does everyone want to buy that? For every day of your trip? Since you're there in October - will everyone want to go to the separately ticketed MNSSHP? (Halloween party at night). What about sit down dinners in the parks - any of those? Will you be going in as a 13 person group or do you have older teens who will want to split up? Are you only going to the Disney parks or other places as well like US/IOA, Seaworld, etc.

I'm guessing if you're off site you'll have to pay to park so that's 2-3 cars a day for parking.

Because so much of your group is older - and maybe older teens who want some independence - staying on site would have its benefits with the busses for getting back and forth - if someone wants to rope drop and the other people don't - or someone is tired and wants to go back to the room for a nap, etc. It's probably worth investigating the cost to rent points at a DVC resort. It may not be cheaper but depending on your travel style, it has benefits.

 

[LuvMyEAR]

Hi. The advice to stay in a DVC rental is certainly valid IF your budget would allow it. That is a big IF. We have made many family trips over the past 20 years and I can say it would pretty much triple our accommodation costs to do so. We rent whatever size and type of place we need at a nearby resort community and have been perfectly happy to do so.

The Disney bubble is real, and we only wish we could stay there, but we have come to appreciate those off-site rentals for way more than their cost savings! We want 1 bathroom per bedroom, we love having our own pool, as well as nice resort facilities to enjoy. Many homes offer games rooms, which get more use than we’d ever expected. The spacious living rooms, kitchens and dining rooms are great. Best of all is pulling into our own driveway at night, and not hiking through another large parking lot, followed by the hotel hallway treks, which can be l-o-n-g.

We arrived to late on our last trip to pick up any groceries, so for the first time I tried a concierge service which operates in several Kissimmee resort communities. I shopped on line, selecting my own groceries, and Dina picked them up, delivered and unpacked everything. Let me tell you, to walk in after midnight with hungry 18 & 19 yr old grandsons and find pantry and fridge neatly stocked with all their favourite foods was just like Christas morning. Well worth the price!

I hope your trip is perfect and commend you for beginning the planning now. It makes all the difference in the world.

 

[woodys_girl]

You can probably wait on touring tips until you're a little closer.
I've stayed offsite with larger groups and just with my own family so I'm happy to help answer questions if I can.
I'd say the first step is to figure out what you want your trip to look like. Do you imagine a big group trip where you spend lots of time together and going to the parks will be just one of your activities? Or maybe it's a big Disney trip where you'll spend all day every day at the parks and you just happen to be doing it with these other people? Do you plan to break up into smaller groups frequently or do more touring together?
Consider who will share beds, bedrooms, and bathrooms. Since you are planning to be offsite, consider what your daily commute will look like. Will you have your own cars, rent cars, uber? How many parking spots does the rental home have?
I'm sure you have or will, but also consider how shared costs will be divided. In general, make sure everyone (at least heads of households) is on the same page regarding budgets, what you want to do all together, and how much you all want to do together.

Happy planning!

 

[Mackenzie Click-Mickelson]

why not rent DVC? It is important IMO to get at least one 2 BR villa so you have lots of space for group meals, planning etc. You can get a studio(s) for other guests.

DVC for 12 adults and then a 4 yr old especially at the same resort for the same time period would not be the easiest and I'm not sure stuffing extra people in studios is the solution either.

Disney is not the best for large groups of people even with DVC certainly not for large groups of adults unless one is willing to part with a lot of money. It takes quite the budget to do so and then dealing with the mechanics involved in renting and dealing with first timers it's pretty complicated.

They would be giving up things not to stay on site that is absolutely for sure but it won't make for a good trip if people are being crammed in spaces, if there's complicated cancellation rules at play and coordination (especially if at different resorts) to be had.

I would definitely suggest if they stay off site to consider close proximity especially by highway that leads to Disney with a rental house or they could look at if one of the hotels in the Disney Springs area (typically considered on-site but not Disney owned) would work as it's easier to get larger rooms if thinking about hotels.

Presumably they will have their own cars if they are already contemplating a rental house too.

 

[MICKIMINI]

Long range planners like to compare options in order to make an educated decision. Disboards is a great place for a beginner to learn about DVC, Disney Resorts, Good Neighbor Hotels and local house rentals. I commend this poster for doing a deep dive!

No doubt the group will be able to make a sound decision based on this person's desire to explore options so far in advance. I'm sure they will have a wonderful time whatever their ultimate choice!

 

[CarolynFH]

For help in finding an offsite house, post on the Orlando Hotels and Attractions forum, https://www.disboards.com/forums/orlando-hotels-and-attractions.15/. There are several developments specializing in houses for large groups like yours.

 

[Willow Ufgood]

My family of 4 have not been to WDW since 2013.
We are planning a large family trip with 2 other families who have never been for October 2025. We will be a party of 13. We will have 12 people over 18 and a 4 year old.
Our plan is to stay off-site in a big house.

I know there are many new things and changes since 2013. I know resort guests get early entry.
I want to kick off the planning and researching now to help us have the most amazing trip.

Since we will be non-resort guests, can anyone help us with tips, must know, etc?
What time should we get to the parks before opening?
Touring help since we will be non-resort guest?

When I consider a trip with a big group the first thing that springs to mind is everyone's budget. A Disney trip sounds great until you start adding up the costs.

My first step would be to research ticket costs for everyone based on how long you plan to stay. It's always an eye opener for people who have never gone before. You can already check October 2025 prices on various websites. Ticket prices are not going to go down so this is a good starting point.

Once that dazed and confused look subsides from their faced you can go on to discuss transportation. Driving? Flying? Amtrak train? Which will everyone use? Will you need rental cars or rely on rideshare? Keep in mind that the 4 year old will need a carseat even in a rideshare vehicle. Do a quick check on October 2025 rates to give yourself a rough estimate of costs. Consider parking fees if you drive a car to the parks. They aren't cheap and you will pay each day for every car.

Research a few offsite rentals that will accommodate your crowd. Discuss how much each family will need to pay. Will you split the cost evenly or will larger families pay more? Make a list of the pros and cons for each property such as number of beds and how they are distributed. Number if bathrooms. Private pool? Etc.

The last discussion should be about everyone's expectations from the trip. Are some people expecting the group to stay together the entire vacation or will everyone go their separate ways and meet up for occasional meals? It can be disappointing if some people go in wanting rope drop every morning, QS meals or packed lunches every day and an early evening back at the house for a home cooked meal while another group wants to sleep on, grab a filling breakfast at a local cafe, hit the parks after noon, eat a TS dinner each night and stay until the CMs usher them put after fireworks.

Maybe you've already had those discussions and everyone is on the same page. I know that one of my big regrets on past trips is not getting these issues on the table ahead of time. We've seen family withdraw from gatherings because the price tag is too high. Or a lot of compromises were made because of schedules (or worse no compromise being made and resentment building over it). We've been on trips where one person used that time to connect with friends from the Orlando area and spent no time with the rest of the group (there was a lot of grumbling about that). There was even tension over requesting separate checks at TS, a real headache for the servers who ended up not getting it right 90% of the time. So do yourself a favor and have those discussions ahead of time.

 

[Mackenzie Click-Mickelson]

We've seen family withdraw from gatherings because the price tag is too high.

I agree with all of your comment but wanted to highlight this one.

One of our DISer friends her boyfriend is someone who hasn't really gone to the parks, isn't really a big Disney fan but he did do a trip with her and embraced it. However, just the other day she said this "dating someone who is very vocal about the cost of Disney and ISN'T a pushover has adjusted how I view Disney vacations now" (she also owns DVC for context purchased years before meeting her boyfriend).

It's easy on this Board to gloss over how people view Disney and then view Disney costs. IF the OP has some of those in their group of two other families it definitely would be good to keep in mind. Asking about people's budgets as in how comfortable do they feel with this price range over that price range for things like food and tickets options including park hoppers as well as add ons like Lightning Lane Multi-Pass/Single Pass is going to be really important. It doesn't mean everyone has to do the same as it sounds like there will be 3 family units but knowing what each group is up for is big.

So right there with you about discussing ahead of time. It's probably really good to talk now, ticket pricing should increase by October 2025, lodging will increase as well, food costs as well, potentially (honestly likely) increase on the LL charges so getting a good base line understanding if the trip is even feasible now might be good.

 

[Barbday62]

12 years ago I did a huge multi family trip to Disneyland. 5 house holds with 13 people. We organized a character meal that everyone paid for themselves and we rode some select rides together otherwise everyone got their own hotels and paid their own way. I did plan some time to take my grand kids alone and another time to take my niece for some one on one time that way their respective parents could do what they wanted a half day.

I know this is WDW. The largest group i did there was my kids and grand kids (total 7) we just reserved a couple rooms at shades of green, I reserved a fireworks cruise and a couple meals but we all split up most of the time. I took my grand daughter who was age 3 back then for a day to do things with her. We all went to the same park each day so we found ways to interact in different groupings with a ride or snack.

In both of my bigger trips it was all family (siblings, kids, grand kids ect). We found it too difficult to plan too much together because everyone wanted to go their own way. But we all loved our big meal together.

 

[ilovebassets]

Because so much of your group is older - and maybe older teens who want some independence - staying on site would have its benefits with the busses for getting back and forth - if someone wants to rope drop and the other people don't - or someone is tired and wants to go back to the room for a nap, etc.

This right here. We did an extended family trip in June, and our older kids (11-17) being able to take the bus back to the resort themselves and letting themselves in and paying for things using their magic bands--absolutely priceless. Made everyone happy.

 

[Tbiafore]

You asked for help with planning and your trip, but for some reason everyone on this thread is stuck on your accommodations when that is not what you asked for. Odd....

Regarding your actual question, we travel with a large group every time, this will be our 9th trip and we bring 14+ (multiple families). The trick is just making sure you do your research on all the new stuff in the parks, its really too much to really list all of it since you have visited last. I would suggest plan a meeting or get to gather with the people your traveling with and just talk about all the new stuff once you do your research and then take into account everyone's want/needs and plan that way. With big groups, some like to break off and meet up for meals or whatever, not sure if that is your intent.

HS is a tough park, too many big rides and the lines are long, so RD and pay for LLMP or something, otherwise your going to be spending hours upon hours to ride the cool rides.

Same goes for MK...

Make sure you look up the virtual queue rides and plan for that.

biggest advice I can give is just really watch Youtube videos as there is a wealth of knowledge out there that will catch you up. Take that information and plan accordingly on your wants.

 

[Anna131517]

Since you’re going in October, will anyone be interested in going to Mickeys Not So Scary Halloween Party? If the answer is yea, you’ll have to keep an eye out for when tickets go on sale next summer. Does anyone want to go to a Water Park?

The family with a 4 yr old will likely want to get an early start, and may want an afternoon break, but the families with all adults may prefer sleeping in and doing the parks later at night. It’s still going to be pretty warm in FL when you go.

 

[Mackenzie Click-Mickelson]

for some reason everyone on this thread is stuck on your accommodations when that is not what you asked for. Odd....

I think you underestimate how important that can be, to be all on the same page to even understand the costs, to get everyone's expectations, bathroom schedules, bed arrangements, transportation options, etc. It's the core of the trip. If you have disagreements or misunderstandings there..well yeah.

The other part is that the trip is more than a year away and Disney just changed their entire get ahead of the line pass with only weeks notice before it went to effect with very little detail on the mechanics involved and it's taking trial and error to even figure out how something as simple as modifying preselected passes ahead of vs day of as in is this even allowed. Hard to give too much nitty gritty advice on something so far out on something that could change.

YouTube videos used be to great but now are quickly obsolete with how much changes. The videos that came out in July even won't be as much help now because they were based in the first week of a new product/hybrid of an older product one of which the OP barely had any usage out of since they haven't been in over 10 yrs.

 

[starry_solo]

I think you need to speak with each family as to what they envision this trip to be.

 

[cruising spud]

My take on family/larger group trips:

You need a trip coordinator. Someone who is willing to do the research, and whom the group respects and will listen to. This person should immediately buy "The Unofficial Guide to Walt Disney World" (see if there isn't a newer copy with the new LLMP info). He/she should look at videos and read the posts on this site on a daily basis. Once that person has their head wrapped around how to start planning for a Disney vacation, meet as a group.
Consider everyone's budget. Are some people on a tighter budget than others? Are some people willing to pay more for meals than others? And, who is paying for what? If you are traveling from the airport is one person picking up the transportation tab, or does everyone chip in?
Then, you all get together and decide on accommodations. REALLY think this one through. On or off-site (I would suggest on-site). Same hotel or different ones? We have had gatherings with people staying at different hotels and gatherings when we are all at the same hotel. Both worked out fine.
Next, how is everyone getting to Disney? Driving, flying, etc?
Then, what is everyone's vacation style? Up early ready to go? Sleep in? A combination? Is everyone meeting up together? Staying together?

After that, if you are all still on-board with the trip, there are many more things to consider, but this would be my start.

 

[Willow Ufgood]

This person should immediately buy "The Unofficial Guide to Walt Disney World"

No need to purchase a book. The internet is full of very good (free) websites that cover the same content. The content tends to be more current than a book that went into publication months before it hit the bookstores. I would not spend money on a guidebook when things at Disney change at a rapid pace.

 

[cruising spud]

No need to purchase a book. The internet is full of very good (free) websites that cover the same content. The content tends to be more current than a book that went into publication months before it hit the bookstores. I would not spend money on a guidebook when things at Disney change at a rapid pace.

Let me rephrase-in my opinion, "The Unofficial Guide to Disney World," has a plethora of valuable information that is right at your fingertips. It is a fantastic starting point for understanding the entire Disney experience. In my opinion.