dthogue
DIS Veteran
- Joined
- Jan 23, 2002
- Messages
- 2,705
I have organized several FE exchanges and have had much success with the following ideas:
Those who wanted to sign up sent me an email with their cabin number, names of the adults and the name, sex and age of the children. If you are not comfortable posting your email address, then you could have everyone send you a PM with the same info. I did an original thread with the sign up information, then posted threads again as a reminder to sign up.
All communication regarding the participant list and changes were sent via email - not PM's on the DIS - people check email more frequently than the boards.
I created a spreadsheet listing all the information for each cabin - I sent it periodically as people where added or as changes were made. This way those participating could get a start on their gifts.
Our cut off was 6 weeks before the cruise - be aware though that others will want to join after that date. I never turned anyone away - I did tell them that they may participate, but it was up to each individual cabin to decide if they would be able to include them or not - most times everyone was very accomodating.
We never broke up into 2 exchanges - our exchanges never got that big. I wouldn't worry about it too much until you reach 20-25 cabins then you can make a decision - my thoughts - the more the merrier. If you do split, you can give the option to everyone to participate in both groups.
Gifts - we never made rules about who to gift to - it was up to each family to decide who they gifted too. Also we didn't schedule days to deliver the gifts - each family delivered their gifts as they had time. The less rules the better.
Last minute changes can be sent via email or text message if you collect cell phone numbers. Changes made at the port can be difficult to commincate - if there is a meet on the first day, the changes can be made then, but in our experience, most say they will attend, but then don't.
Hope this helps!
Those who wanted to sign up sent me an email with their cabin number, names of the adults and the name, sex and age of the children. If you are not comfortable posting your email address, then you could have everyone send you a PM with the same info. I did an original thread with the sign up information, then posted threads again as a reminder to sign up.
All communication regarding the participant list and changes were sent via email - not PM's on the DIS - people check email more frequently than the boards.
I created a spreadsheet listing all the information for each cabin - I sent it periodically as people where added or as changes were made. This way those participating could get a start on their gifts.
Our cut off was 6 weeks before the cruise - be aware though that others will want to join after that date. I never turned anyone away - I did tell them that they may participate, but it was up to each individual cabin to decide if they would be able to include them or not - most times everyone was very accomodating.
We never broke up into 2 exchanges - our exchanges never got that big. I wouldn't worry about it too much until you reach 20-25 cabins then you can make a decision - my thoughts - the more the merrier. If you do split, you can give the option to everyone to participate in both groups.
Gifts - we never made rules about who to gift to - it was up to each family to decide who they gifted too. Also we didn't schedule days to deliver the gifts - each family delivered their gifts as they had time. The less rules the better.
Last minute changes can be sent via email or text message if you collect cell phone numbers. Changes made at the port can be difficult to commincate - if there is a meet on the first day, the changes can be made then, but in our experience, most say they will attend, but then don't.
Hope this helps!
We are staying at Grand Floridian for a few days before the cruise too. Maybe we will meet each other this time around - I was on your November 2009 cruise and remember seeing you in passing but never had the chance to meet.
