My constantly growing group..

[Cyco13]

Back in April I posted a thread asking for advice on planning a magical gathering for about 16 people for a trip Dec. '08 and I recieved some good advice. But my group of 16 has now grown to about 40 people and they are all looking to me for guidance and planning. I'm still up for the challenge, since everyone is knows that planning this trip was my idea, in fact I'm kinda jazzed about planning this adventure. But my question is has anyone here ever planned a trip for this many people? I was browsing on the official DisneyWorld page and saw that since it looks like we will be needing more than 10 rooms that we've past the Magical Gathering phase and passed into the Convention/Group size. If anyone has had to plan something similiar to this before, I would like some general info, please, like....Do you get a price break on rooms? Are there only certain resorts that they will block rooms at? Any other perks/penalties for organizing this large a trip? I'm sure I have more questions but right now I would appreciate any info.

Thanks,
Will

 

[mmeb144]

Have you called Disney yet? Call and ask them the questions. You're right, you are a big group, time to get some free help! Disney should be glad to offer suggestions and help you plan.

I would try to split up the group, so that everyone would have a shot at doing what they want. You know, all the moms (or dads) with little kids are one group, all the teens, etc.

You could plan on meeting for one meal/day. Too much togetherness can be too much.

Marie

 

[shaws2003]

Good luck and lots of pixie dust headed your way! 40 is A LOT! Whew, I'm worn out just thinking about it. Like the OP said, contact Disney and let them help you out. Afterall a group of 40 will bring in a good chunk of cnage for them, so I am sure they would love to help. Also, set your favorites to the Dis and take in all the information these great people on here can give you. I guarantee you will be like this: before long! We had a group of 11 in 2003 and that was hard enough on me. I wish you the best!

 

[matt&jakesmom]

I would definately contact disney and see how they can assist you. It's nice of you to plan all this but remember you may not make everyone happy either before or after the trip. There is always "1" in the group.

I hope it all turns into a very MAGICAL trip for everyone.

 

[Smileybug]

Back in April I posted a thread asking for advice on planning a magical gathering for about 16 people for a trip Dec. '08 and I recieved some good advice. But my group of 16 has now grown to about 40 people and they are all looking to me for guidance and planning. I'm still up for the challenge, since everyone is knows that planning this trip was my idea, in fact I'm kinda jazzed about planning this adventure. But my question is has anyone here ever planned a trip for this many people? I was browsing on the official DisneyWorld page and saw that since it looks like we will be needing more than 10 rooms that we've past the Magical Gathering phase and passed into the Convention/Group size. If anyone has had to plan something similiar to this before, I would like some general info, please, like....Do you get a price break on rooms? Are there only certain resorts that they will block rooms at? Any other perks/penalties for organizing this large a trip? I'm sure I have more questions but right now I would appreciate any info.

Thanks,
Will

I am just now in the planning stages of planning a family trip for 26. So I would love to hear about all of the good ideas you come up with. I hope everything turns out wonderful for you!!!

 

[Disney Crazy Family]

1. Contact Disney see how they can help you with getting the
Number of rooms you need in a cluster all in the same area. At the
same resort. whether it be a package deals or room only.

2. If room only make sure you have the right amount of park tickets
In the case of a large group like yours make sure you have the hopper
tickets.

3. On the first day, all go to the Magic Kingdom as a group, and from
that point on you will find that the large group will automatically split
up into smaller groups all headed in opposite directions, this is fine
You will all see each other when you go back to the resort, or at
other places planned for dinner or whatever. This way each person
or family gets to enjoy the parks etc. in their own way.

4. Most of all you will find insisting that all go here or there will
not work in making your trip and theirs a happy one. The most important
thing is making sure you have the park hopper option because when they
do split up, they can allways come back to a point where you all plan
to meet. Some may want to go off to sea world, some to universal
some to a water park for the day, but that park hopper option enables
all to move around WDW at will. Make sure the cell phones are all
working so you can contact each other, let the others know where
you are, etc.

 

[Rhongepooh]

WOW! And I thought MY group had grown!!! I started with 3 and now we have 12. NOTHING compared to you!

 

[Cyco13]

Well I emailed the WDW group sales via the link on the official site and I'm supposed to be getting a response in the next 2 days. Smileybug I will let you know what I find out about booking a group event.

As far as everyone staying together, that went out the window when we passed the single digits. The only "big group" stuff I was thinking about was maybe meeting in front of Cindy's castle for a couple photos and maybe one meal/show like HDD or the Spirit of aloha show.

Thanks again
Will

 

[KIRSTIN'S MOMMY]

I've done this twice. The first group was 16, and we just got back on 10/7 with a group of 20. The best advice I can give is don't try to keep everyone together, but you already knew that! We booked 1 sit down meal per day, just to meet up with everyone and find out how their day was going. We did HDDR followed by a Wishes cruise on our first night (another tip: don't try to do a park on the first day, everyone wants to see each other and catch up). That was great! We had such a great time at HDDR, and the Wishes cruise was a first for most of our group (my family's third). 10 rooms or more will get you a slight discount on the room, but you may have to go through Disney's leisure groups dept. (the same people who handle the cheerleading competitions and things like that). Good luck!

 

[TheRustyScupper]

1) For 10-rooms or more, you can get 10% off for a group rate.
2) That is about it.
3) Grand Gatherings has other special activities (but not as a discount).

 

[mom22boys]

And I am stresssed out about my group of 12 that might grow to 15! I am sure you will have fun! Anyway, I just wanted to let you know that Airtran airways offers a group discount for groups of 10 or more. You do not all need to depart from the same city. You just need to be traveling to the same city! Visit their website to find out more about the group discount. They have a 1-800 number for group sales. All you need to do is call them. Tell them the dates of your family meeting and they will give you a discount code to use.

Hope you have a magical trip!

 

[disboo]

Another tip about air tickets - I booked a group of 17 for a business meeting out of town and I was surprised to learn that we could drop up to 10% of the tickets for no charge until some deadline date, and I also did not have to give final names on the tickets until the last minute.

Another time we had 9 people traveling to WDW at various times, staying in several resorts. I made all the arrangements, and it was pretty complex. We met up several times for meals and that was great. We were able to catch up and spend real quality time together. It was funny how often we ran into each other in the parks, though!

How about offering a "menu" of things you can book for people. Put deadlines on it and any applicable disclaimers (for instance, that you will try to book a character meal for anyone who wants it, but you need to do it on a certain date, and if you are not successful you can make alternate plans) and also make it clear that if they ask you to book something, they will be responsible for paying for it if necessary if they don't go.

 

[Smileybug]

Thank You for being willing to let me know how your planning goes !! Right now I have everyone deciding on a resort budget. I'm hoping and praying we can all stay in the same resort. I'm actually considering the Ft. Wilderness Cabins for this trip. I didn't realize there was so much to do around the camp grounds. I think the younger ones would really love it!! (Well, us older ones too!!) My DH and I will check it out when we go in just over a month. Our grand gathering will be this same time next year. Good luck with everything!!

 

[Quinn222]

40 people is intimidating! I think I'd drop it into the hands of a travel agent.

 

[czycropper]

Please let me know what group sales says - I'm planning a trip in 2008 for over 100 people! Yep, 100. It's a big reunion and we're looking for on property hotel, park tickets & activities as well. I haven't heard from group sales yet.