Large groups (120) and magic bands... Help please!

[Rosanne]

I don't know if many have experience with this but several of my family members take large groups to Disney every other year and this is the first year one of them is dealing with the magic bands. It is a band/choir group. They are staying onsite in less than 30 days. They have received plastic tickets but I think they don't have time to get individualized bands and even if they did my sister doesn't know how she would link/activate and plan for 120 kids. There are chaperones (sp?) but the system is too complex to work with them on this.

My sister's plan is to arrive early early early each day (always the best plan IMO).
Questions....

1. Will the front desk be able to link their plastic youth tickets to grey magic bands? Or, is this done someplace else or not at all?
2. If the kids have smartphones will they be able to create their own MDE accounts or do they have to be 18?
3. We're thinking if they get in at park opening they ride as many popular rides as possible and then they could see if anything is left at the kiosks?
4. If they haven't been able to preselect any rides will they be able to select three rides at the kiosks?
5. If they have park hoppers and have ridden at one park, will they be able to select rides at the kiosks at a second park if they haven't scheduled or used any at the first park.

If anyone can answer any of these question that would be great. I know it's a lot.

 

[Twende]

Wow that is complex. But I think it is doable.

I would break the kids down into the groups that they will tour the parks with. Make it smaller groups of say 15 at the most. Then make a MDE account that includes each of these kids as a member. From there you can use a smart phone to scan and link the tickets to the kids names and then get FP+'s for them. I would do it as soon as possible since the FP's do go quickly. They I would enter the park at rope drop and do the attractions that you were unable to get FP+'s for.

You can select same day FP's the kiosks but we have found the most desired attractions were already gone and therefore not offered.

 

[danceteachermom]

I take my students to Dismey every other year. Last time we went was the first trip with magic bands. I have each kid create a MDE account using their school email. Our kids all have IPads but most did the accounts on their smart phones. Then I had each kid request me for friends and family. Then I put names on all the tickets, handed them out and had the kids link their own ticket. This whole process did not take long at all and was well worth it. We stayed onsite and our magic bands arrived in the mail just like they do when we take a family vacation. I had them all sent to the school...the kids customized them. I collected the tickets after this process.

I made all of their fast pass reservations using the friends and family function. I could not make the full group at once but was able to break up the group into smaller groups and get overlapping times.

Park opening is an absolute must. My kids get 5 Day hoppers and I only let them sleep in once the whole trip...4 of the five days we are at park opening.

If you do not use fast passes at one park, you can use the kiosk at another park for three later in the day.

 

[Rosanne]

Thanks so much to both of you for your replies. It may be too late for the band customization and delivery for them but the idea of putting their names on the tickets seems doable and then linking them in class. I'll get back to her with this.

Thanks!!!

 

[subtchr]

I am a group tour director for bands and choirs. We work through the Disney Performing Arts department to set up our trips.

There are different guidelines for school groups staying at a Disney resort. The biggest difference is that the magic bands they receive at checkin are only to be used as room keys. Disney asks us NOT to give the students their resort reservation numbers, because they are minors. It is only because they are under the group booking that they are allowed to stay in resort rooms without an adult in each room.

Here is how we handle MDE and FP+:

1. At least 30 days before the trip, we receive the park passes from Disney, and we assign them to individual group members. We email the group members to tell them their ticket numbers. This allows them to link their passes to their MDE accounts, either ones they already have or new ones they create.

2. We make sure they know how to link friends they want to tour around with, and to book FP+ for the days they are in the parks.

3. On the bus ride down, I distribute the actual ticket cards to each student. We have them labeled with names, to make it easier. At that time, I instruct them all to take a photo of the back of their card, so they can just show the photo to have the card replaced if it is lost.

So for your specific questions:

My sister's plan is to arrive early early early each day (always the best plan IMO).

That's great, but the students will have a different schedule some days, determined by the band director. Especially performance days.

1. Will the front desk be able to link their plastic youth tickets to grey magic bands? Or, is this done someplace else or not at all?

No, the magic bands cannot be used as park tickets, only as room keys. This is because they are not supposed to link their resort reservation numbers to their MDE accounts (which is the only way to tie tickets and room keys to the same band)

2. If the kids have smartphones will they be able to create their own MDE accounts or do they have to be 18?

Yes, they can. I have hundreds of kids do this every trip.

3. We're thinking if they get in at park opening they ride as many popular rides as possible and then they could see if anything is left at the kiosks?

Yes, but they can still make FP+ reservations ahead of time, if they are given their ticket numbers. That's why we distribute the numbers at least 30 days before the trip.

4. If they haven't been able to preselect any rides will they be able to select three rides at the kiosks?

If for whatever reason they have NOT prebooked FP+, then yes, they can scan their ticket card at a park kiosk in the morning and select 3 FP+ for the day in that park.

5. If they have park hoppers and have ridden at one park, will they be able to select rides at the kiosks at a second park if they haven't scheduled or used any at the first park.

Yes, their park tickets will work like anyone else's.

 

[danceteachermom]

My students used their magic bands for both their room key and park ticket. Disney never instructed us otherwise, in fact they were very helpful in making it all happen. Since I controlled the agenda of where and when kids could be at certain parks, I made the fast pass reservations for all of the students but once we were in the parks, the kids were able to tweek them. I felt it was helpful to my group to have all of our FP reservations coordinated so that way kids were not stuck intouring groups that were not working. If a kid wanted to pop over to a different group of friends...they all had overlapping times. My kids are high school age so I give them a lot of freedom in the parks but they must always be with another student. I only have set tour groups for our first day when we do a big scavenger hunt/amazing race activity in the MK.

I have taken students to Disney 8 times and never used a travel agent or student tour group. I have colleuges that would never do it without hiring help. But I am a huge control freak and I like to do the planning plus I save my students money by doing it myself. We loved arranging the fast passes in advance. It made the trip more enjoyable. In the past we would get to park open and let the kids run off to ride things while chaperones collected tickets to get in line for fast passes. This was so much better!

 

[subtchr]

How big are your groups?

 

[LindaOwl1]

I have a ticket question: my granddaughter is going to WDW with her chorus group - they are making all the arrangements. I am arriving before they leave and she will be then staying with me. Both stays on site. Her total stay will be over 10 days. Will I be able to upgrade her chorus ticket to an AP? And would this be at 30 days? I was originally going to get her a second ticket for our stay so I could make FP+ at 60 days - but would this be a problem with being sure to use the correct ticket each day? I have a couple of unused tickets already and so the cost difference would not be that much between upgrade and using 2 separate tickets.

 

[subtchr]

Will I be able to upgrade her chorus ticket to an AP? And would this be at 30 days? I was originally going to get her a second ticket for our stay so I could make FP+ at 60 days - but would this be a problem with being sure to use the correct ticket each day?

For your first question, I'd have to see the back of the ticket to be sure, but I'm quite sure the answer is no. Youth group tickets are never upgradeable in any way, and they have expiration dates as well.

For the second question, you can prioritize tickets in MDE by calling Disney. That is for park entry. FP bookings would not be affected by which ticket is used first. All the FP system looks for is how many days of park entry a person has in MDE, and it allows that many days of FP booking. It doesn't care which ticket is used when.

 

[bumbershoot]

Disney asks us NOT to give the students their resort reservation numbers

Disney never instructed us otherwise, in fact they were very helpful in making it all happen.

I have taken students to Disney 8 times and never used a travel agent or student tour group.

Since subtchr and danceteachermom's experiences are so different, and the latter has never used a student tour group or TA, I wonder if the latter is even using Disney's student/group departments?

Could explain the difference, and how subtchr is having a different experience and being told to NOT give the info out.

If so, one of the above is relevant to the OP, and one isn't, depending on if the OP is going through the student/group dept or not.

 

[LindaOwl1]

Subtchr : Thanks ! that info is a big help! I will go ahead and assign tickets that I already have now.

 

[Rosanne]

Thanks all! Very useful information. She is one of the directors. I am pretty sure she is in touch with a large group person at Disney but I know she is not working with a travel agent. She has done about 12 Disney trips (maybe more) in the past 26 years but this is the first time it has been confusing for her because of the advance planning aspect for so many kids. I will continue to pass on this info. I know she was going to try and have the kids make MDE accounts and set up fastpasses today in school. I really appreciate the responses.

 

[danceteachermom]

Since subtchr and danceteachermom's experiences are so different, and the latter has never used a student tour group or TA, I wonder if the latter is even using Disney's student/group departments?

Could explain the difference, and how subtchr is having a different experience and being told to NOT give the info out.

If so, one of the above is relevant to the OP, and one isn't, depending on if the OP is going through the student/group dept or not.

Sorry I have not been on or I would have clarified earlier. While I do not use a travel agent or student tour company, I do work through Disney Youth Programs and Disney Performing Arts (formerly Magic Music Days). I have found that my colleuges who have used companies that plan student tour groups often are told they have to do things this or that way and can't do some things..I think it is more tour company policy than it is Disney. I am not against using a travel agent for planning but for me it does not work. Disney was great in helping me get all my student rooms connected to their magic bands and explaining how to link tickets. My kids are all high school age and we put four students to a room. Some are 18 when we travel but most are 15-17.

 

[subtchr]

I have found that my colleuges who have used companies that plan student tour groups often are told they have to do things this or that way and can't do some things..I think it is more tour company policy than it is Disney.

I can only speak for our tour company, but it is absolutely NOT our policy. We would LOVE to give them their reservation numbers, but Disney asks us not to. At the spring meetings with Disney every year, we try to get them to change the policy, but so far, no luck.

I tend to give the number to the directors and chaperones. What they do with the info after I give it to them...

I wonder if it's a numbers thing -- what is the largest group you plan for?

 

[HockeyMomNH]

I'm not sure which forum to post this in, so mods feel free to move.

My DD's high school band is planning a trip to Disney in April. We have purchased a package through a tour group, and the kids are performing. Our tour guide is not a Disney expert, so I have offered to do some of the leg work for the group, as the resident Disney guru.

The tour guide has sent me the ticket confirmation numbers and the room reservation numbers and assignments. I am getting ready to set up a DME account for the group. I have decided to use an alternate one so as not to get it confused with my personal account.

So, I have done DME with multiple rooms before, but not with multiple rooms on one account. Will the system let me do that? Will I be able to add the confirmation number and then select the correct people for each room?

The kids are all in HS, but a few of them will be over 18. Will it matter in DME whether I put them in as over or under 18? Will it let me put 4 kids under 18 in a room? I am not sure if we have any rooms like that, but it is possible.

I don't want to start entering confirmation numbers until I have a good idea of how it is supposed to work. I have a feeling that fixing it is going to be a hassle if I mess it up.

Also, any suggestions on making FP+ reservations for a group of 45?

 

[hiroMYhero]

@subtchr is a group tour director and she sets up MDE and describes FPs in this post:
Large groups (120) and magic bands... Help please!

She's a great resource for those coordinating large group trips!

 

[subtchr]

I'm not sure which forum to post this in, so mods feel free to move.

My DD's high school band is planning a trip to Disney in April. We have purchased a package through a tour group, and the kids are performing. Our tour guide is not a Disney expert, so I have offered to do some of the leg work for the group, as the resident Disney guru.

The tour guide has sent me the ticket confirmation numbers and the room reservation numbers and assignments. I am getting ready to set up a DME account for the group. I have decided to use an alternate one so as not to get it confused with my personal account.

So, I have done DME with multiple rooms before, but not with multiple rooms on one account. Will the system let me do that? Will I be able to add the confirmation number and then select the correct people for each room?

The kids are all in HS, but a few of them will be over 18. Will it matter in DME whether I put them in as over or under 18? Will it let me put 4 kids under 18 in a room? I am not sure if we have any rooms like that, but it is possible.

I don't want to start entering confirmation numbers until I have a good idea of how it is supposed to work. I have a feeling that fixing it is going to be a hassle if I mess it up.

Also, any suggestions on making FP+ reservations for a group of 45?

Thanks to @hiroMYhero for the tag, and I hope I can help!

In your specific situation, I think you should definitely call Disney before inputting room reservation numbers into MDE, to ask what the best way to proceed would be. This is because of the age issue, as you suspect. Disney does make an exception to the age requirement in each room for youth groups, but I'm not positive how that is reflected in MDE, because we have our group members set up their own MDE accounts.

For the groups I have had that stayed at a Disney resort, they received MagicBands that opened their room doors, but did not link to MDE. We did have the resort confirmation numbers, but were asked by Disney to only give those numbers to the adults. (Yes, we have been frustrated by that directive!) But I have not had a group onsite in about a year, only offsite, so I will ask the ops people in my office if there is any new info and report back about that.

As for Fastpasses, I can't imagine one person trying to set them up for everyone, much less manage them during the trip! What we do is give the ticket confirmation numbers to each student and allow them to link to MDE and set up their own, with groups of friends if they want. We make sure they have all the itinerary information they need to pick appropriate FP. We don't give the actual physical tickets out until we arrive at WDW.

I'll have 3 groups in the parks for Spring Break this year, let me know if you have any questions!

 

[HockeyMomNH]

Thanks to @hiroMYhero for the tag, and I hope I can help!

In your specific situation, I think you should definitely call Disney before inputting room reservation numbers into MDE, to ask what the best way to proceed would be. This is because of the age issue, as you suspect. Disney does make an exception to the age requirement in each room for youth groups, but I'm not positive how that is reflected in MDE, because we have our group members set up their own MDE accounts.

For the groups I have had that stayed at a Disney resort, they received MagicBands that opened their room doors, but did not link to MDE. We did have the resort confirmation numbers, but were asked by Disney to only give those numbers to the adults. (Yes, we have been frustrated by that directive!) But I have not had a group onsite in about a year, only offsite, so I will ask the ops people in my office if there is any new info and report back about that.

As for Fastpasses, I can't imagine one person trying to set them up for everyone, much less manage them during the trip! What we do is give the ticket confirmation numbers to each student and allow them to link to MDE and set up their own, with groups of friends if they want. We make sure they have all the itinerary information they need to pick appropriate FP. We don't give the actual physical tickets out until we arrive at WDW.

I'll have 3 groups in the parks for Spring Break this year, let me know if you have any questions!

Thank you so much for your help. I sort of feel like we are an in between group. We are 41 total, including chaperones, which is why I was feeling like it might not be too bad to have all of it under one MDE.

We are doing a pretty short trip. It's only one day at each park, including our performance day. The group decided to do a day at Universal too. (I tried to talk them out of it, ha.)

I figure that any planning that I am able to do will be helpful, since otherwise they would be going with no planning at all.