Now everyone wants to come!! Any ideas for LARGE group??

[JessetheCowgirl]

Hi, all! We have finally convinced family to come with us next July, and everyone has agreed!

We will end up with 24 people total and are planning on 7 studios (no adults in sleeper sofas--lots of kids here!) at SSR (our home!). For point purposes, I think that is the best way for us to go.

Of course I would rather do two GV's, but that is beyond our point level, unless I could get in at OKW which I don't see happening 7 months out.

And I think the family would prefer BCV or BW for the location, but I don't see all 7 studios coming through at 7 months.

What do you do with a group so big??? I can't imagine maneuvering together--but I'm sure I will schedule a few PS's for us all. Can I really request a ressie for 24 and expect that we will sit together? I just picture us having to wait excessively which would not be good for the little ones (there will be 9 kids under the age of 7 in the group!!!)

Any ideas? Recommendations? Warnings?

TIA!

 

[pumpkinboy]

First of all, talk to the Grand Gatherings folks. There are a number of events they can organize for you, like dinner on the savannah, various PSs, etc. As for room ressies, borrow lots of points and all of you stay at your home resort, whcih you can reserve 11 months out anyway. Maybe if some folks are iffy, get them cash ressies so you don't endanger your points.

At this point I'll defer to folks who have actually done this.

Good luck!

 

[jennypenny]

We took a large (but not that large!) group in February. The first couple of days everyone tried to stay together, but then we all had different things we wanted to do. Here's what worked for us:

1. We planned out the morning park, and tried to do that together, and by 11 or 12 we split up into different groups and did different things in the afternoon.

2. We made 1 large PS per day (sometimes lunch/sometimes dinner, only 1 breakfast on departure day). That seemed to work for us. Sometimes we all made it out for a second meal together, but not always (kids are a wild card here).

3. Eat at off times. It was much easier to get ps's and get seated right away if we ate lunch by 11:30 am or dinner at 4:30 or 8:30. BTW, YOU WILL NOT ALWAYS SIT TOGETHER. I was really PO'd about this. Disney makes such a big deal about grand gatherings, but most restaurants will not sit more than 8 at a table. The only way you get to sit in a big party is if you pay the extra $$ for an official "grand gathering" which I found offensive. We sat together in Morocco (the most accomodating), UK, and Germany, and near each other in Norway and Canada. Again, if you get your PS for the first seating, they will block off room for you. If it's later in the schedule, you have to wait for a few tables to open up. I was told Liberty Tree Tavern would be accommodating but that we would be seated at different tables of 8.

4. Two way radios are great with big groups. I usually can't stand them on vacation (like to leave that kind of stuff behind on vacation) but we found it great help when we were trying to hook up with each other within parks. Especially for stuff like fantasmic, wishes, etc.

5. Dress the kids alike sometimes! We found CMs to be much more accommodating when all the kids were dressed alike and obviously part of a big group.

6. Accept that whatever you plan, someone will want to change. You'll have a combo of early risers/late sleepers etc., and you won't be able to please everyone. I just posted a schedule and anyone who wanted to go along, could. If someone wanted to skip AK and go back to epcot, fine--we just hooked up later.

Good luck.
Jenny

 

[mb168]

All excellent advice from jennypenney. We just did our big annual trip with 3 adults and, DD8, DS7, DD5, DD11mo and another family of four in a seperate room. We did 2 nights out together with all 11 of us including the Hard Rock but we have an All Access card to get in quicker. We decided after that to split up since it was difficult to get seating for so many. You also have another issue, you're all family so you kinda feel like you have to stay together. Getting everyone ready is another issue, both in the mornings to go to the parks and evenings to get showers and hair/makeup done to make a PS together. Another trick we tried this year is to pre-feed the kids. If we were going somewhere to eat, we would feed the kids sandwichs, hotdogs, whatever in the room instead of taking them to Spoodles and watch them throw away those "value priced" Disney meals. Then while we ate, they colored or played Gameboy and just ordered drinks.

You also have a lot of young kids with you that will be wore slap out if you hit the parks early, especially in July. Maybe some adults could "chaperone" some of the kids back to the pool so that the others that can hang can enjoy the parks more and you won't fel like you wasted a ticket.


You have a whole year though to get this worked out, many holidays to sit around and talk about it and "slide" in comments about how things will have to be in order for everyone(including you) to enjoy the trip and not come back all ticked off at each other. Its very ambitious to try something like this.

 

[Wislodgers]

We had an "unofficial" grand gathering of 22 end of January. We only did 1 meal together and the front desk at WL made the ressies. We ate at O'Hana's and had a fabulous meal. They set it up with 3 different PS's, or we would have had to pay a $10 non-refundable deposit per person. (We had 16 show for dinner and O'Hana's sat us all together.)

The only event we planned ahead of time was a private wagon ride at FW campground. The wagons hold up to 30 people and I think it was around $150. When we divided it up per person, it was quite resonable. It was a private ride through the campground and down by the lake. It was almost one hour long.

We set up 2 meeting times during the day at the park we all went to. If members showed great, if not it did not matter. No one was under any pressure to get together, but times were set in case anyone wanted to meet up. Most of the time everyone met up. It was great!

Have Fun!

 

[anniet]

We did 14 in September of 2000 and expect to go back in 2005.

I am the Disney nut...I mean planner, in the family.

Before we go I make a calendar of "events" we had a Rainforest Cafe Birthday celebration, a Pleasure Island Anniversary Celebration, and a Typhoon Lagoon Day--we also had dinner and Illuminations nite in EPCOT.

Since children were involved, sometimes grandparents sat while the parents went off to do their own thing, then the grandparents all went off to do their own thing.

Only once did we all try to go through the park as a group and I think it took us an entire morning to do 3 rides....not a good start.

Other than the "main events" on the calendar, the rest of the vacation was planned by each according to their own tastes.

I agree walkie talkies are very helpful.

If you really want a GV consider checking in on a Sunday and or out on a Friday---you might be able to finagle the points in a way so you could get that GV!

Good luck!

 

[LIFERBABE]

It takes more planning on your part, but when I looked into having a Grand Gathering, it seemed they kind of locked you in to certain things.


I would check with Group Dining. That way you will sit together.

Last June we had a Large Group, and I was able to book through Group Dining for our PS at Chef Mickey's. We had 22 people and they did have a section for all of us to dine together. They faxed me a contract and the terms were $10 per no show.

I bought Bfast vouchers for everyone in the group and had them reimburse me, so they basically prepaid for the bfast. I let them know that if they didnt show at the bfast or cancel within 48 hours, I would use their voucher to cover their fee.

It worked out great and at the end of the breakfast everyone was free to leave, we didnt have to squabble about how much tip to leave and I just handed our CM a stack of signed vouchers.

 

[mommystieg]

We just returned from our trip to BCV with a group of 14 in total. We used points to do 4 studios for 8 days/7 nights; that was the only way we could arrange it. We did a couple of group meals and then everyone was on their own. If you want to sit together you will need to make your PS's through Group Dining. You will be limited to the first or last 20 minutes of the seating and the gratuity will be included. We did not tour the parks all together although we were pretty much in the same park on the same day. We did an E-Ride night so that all the kids had an opportunity to ride some rides together. My only regret was not planning a group meal later in the trip; we did both our group meals at the beginning. It would have been fun to get together and hear what everybody had been doing-it was everyone else's first trip. Even though we had rooms on the same floor we went for three days without seeing my in-laws and DH's brother and wife!! We did all meet and see Fantasmic! and also met in smaller groups for the other parades and fireworks. It was a blast and I wish I could do it again.

 

[daisy112878]

We are doing a family get together next July. My dad has already talked to the Grand Gathering people about how to set things up since half the family lives in California. They told my dad that he could set up the initial registration as a Grand Gathering. Then he could set up what he wants to do. Then the rest of the family can go online to a certain website and see what he has planned and they can add themselves to the event or not. THey can also add their own events. That way we all know who wants to do what while we are there and the ressies can be made. We know that being together 100% of the time isn't going to happen b/c it never does. But we figure we will have several big group dinners together.

Also we are going to do on the Safari Celebration dinner and the Magical Fireworks Voyage. THe Safari Celebration dinner we did in December and it was awesome. The food was good and the safari ride was really really good.

 

[Dreamfinder2]

Isn't this all interesting!

We did the Grand Gathering thing, but at no time were we charged anything extra for their services. The only thing that "cost" was the International Dinner and Dessert Buffet for Illuminations, which was pricey, but for a one-time event was OK... it did have that VIP feel. (As a selfish aside, it gave me the opportunity to sample some of Epcot's finest ethnic treats, something my picky DW isn't always too keen on. Everyone found something they liked and consequently we stuffed ourselves silly. The desserts were pure sin on a table.)

The GG planners also booked Hoop De Doo for us, but since we were at the last seating, we qualified for the 20% DVC discount. When I made ressies, I was told that we would be at two tables of five, but they would guarantee we'd be adjacent. When we got there, we were all seated at one large table.

Otherwise, I did our own PS's. Ohana - all together (again here, when I made the original PS's, they told us we'd be at two tables, but we weren't). Hollywood and Vine - all together. 50's Prime Time - all together. 1900 Park Faire - all together. Liberty Tree Tavern - a 6 top and 4 top, but they were adjacent, so the adults were at one and the teens at the other.

While our group was perfectly content to stick together, and sort of deferred to my commando touring scheme, I know this wouldn't always work, especially with little ones in tow. We scheduled some "off time" for our last day, but ended up hanging around together anyway for most of it. I think your choice of traveling companions is the key, altho you need to be prepared for that occasional character encounter, blistered foot, emergency potty stop, etc.

Above all - "blessed are the flexible, for they shall not be bent out of shape."

Apparently there's some magic number where you're moved from the standard dining side of things to a group dining service. Jennypenny, that blows me away ... at no time were we charged $10 to sit as a group, but again, there were only 10 of us (12 at 'Ohana - we picked up a couple of strays from St. Pete!)

Of course, obsessive planner that I am, I made these PS's 60 days out. It was a pleasant surprise to think that we were gonna be at seperate tables, but end up together.

Another thing interesting - while adding a 15% gratuity is typical for parties of 8 or more, different waitstaff handled it different ways. Sometimes they did, sometimes they didn't.

1900 Park Faire was our only meal where I thought service had slipped a little. Our waitress seemed harried and distracted. Otherwise, service was up to par everywhere.

 

[Pa@okw95]

I have to tell you to forget doing anything together except maybe meeting at the pool for a swim or something real simple. Just to move a group like that around you will notice that it takes forever, bathroom breaks alone will slow you to a snail pace. Then there will be people that have to have that special coffee, or want something that will slow more. If you make PS how many do you think really will show up? What you are doing is one big pain, trust me. Get them the rooms then you will find out that some will not even show up for the rooms you have for them. You are heading for one big head-ache. Have fun!!

 

[RAD]

We did a large group and I think the best advice is to not over plan things. We setup an Illuminations cruise and a group photo but that was it. With a large group trying to get everyone to agree on things and meet at a certain time is always an uphill fight. Most of the time we just said the night before this is what we were going to try to do the next day, if you want to join us be at such and such at this time else have a nice day and we'll try to meet up later. Whatever happens it's still a great time being able to share DVC with your family and friends.

 

[gritzel4]

Originally posted by Dreamfinder2
[Above all - "blessed are the flexible, for they shall not be bent out of shape." [/B]

I love this quote and will try to live by it from now on

 

[JessetheCowgirl]

I just love learning from your experiences. I am definately the "planner" in the family; I had planned on doing our own itinerary, then letting others choose to join us or do their own thing.

I think I will schedule several PS's--I hadn't thought of first seating to increase our chances of sitting together, but that makes perfect sense.

18 of the 20 coming (besides my family of 4) will be at WDW for the first time, so I do want them to enjoy themselves!!

As for my family, we will be coming 3 months earlier for another trip, so I am not worried about trying to "see it all" commando style. And actually, I'm thinking of staying an extra 3-4 days after the big family leaves to relax and enjoy the World without feeling like the "tour guide".

Someone mentioned the possibility of family "no-showing" a room. I just hope I will know 31 days out who is serious. The entire group will be flying, so surely if they buy their plane tickets that's a pretty firm commitment.

I do like the idea of an illuminations cruise. Would 24 people require 2 boats??

Thanks for all of your input!

 

[Mark099]

A group of 24 will be interesting, good luck!

Since everyone has given you some great advice, I won't even bother to add anything. I can, however, offer you some reservation help and offer you my SSR points for rent.

 

[Dreamfinder2]

Jesse, in the "for what it's worth" category ...

I have taken as many as 120 teenagers to WDW at once (not alone, of course ... I had plenty of adult help). There is a "critical mass" point beyond which it's simply impossible for everyone to do everything as a group. In our case, we had a couple of meals planned together (catered stuff at CR) , but basically it was, "See y'all by the castle tonight at 9."

Teenagers tend to rise to the occasion and, if you expect the best from them, you get it. In several years of taking a dozen or so church groups, I never had a problem, other than a kid being late on occasion.

So, this last trip, a group of 10 - six of 'em teenage girls - was a cakewalk. My approach was, "OK, folks, here's my agenda. I plan to have a blast, and I've been here enough to know how to work the system, to never wait in line more than 30 minutes for anything, and cover a lot of turf. I ride most everything. I'd be delighted to have you join me. Here's where I'm eating, and I've made PS's for all of us, but don't feel obliged to do the same. You don't wait for me, and I won't wait for you." We did have a couple of pre-trip meetings, so there were no surprises once we got there as to what I'd planned.

I felt like a mamma duck, and, next to our honeymoon back in '80, this was the definitive Disney experience. Granted, this was a group of foks I love much, and your traveling companions can make or break ya! But, since you don't feel obligated to tour commando style, I forsee a very pleasant experience indeed.

Honestly, sometimes I read posts around here and I think that some people visit WDW in some alternate universe, where crisis and disappointment lurk around every corner. What kind of life is THAT?!?

 

[sandieb]

We did a Grand Gathering in May...only 11 people, but the assistance of the GG people was, well, grand!

One of the most fun things we did was the Family Magic Kingdom tour. It was something we could all do together, the kids had a blast, and there is a DVC discount.

The only park we did "together" was Typhoon Lagoon. Otherwise, it is just too confusing and slow to try and get through the parks with everyone. Our kids ranged from 1 - 11 years old, and the rides that interested the older ones did not appeal to the little tykes.

We had at least one meal a day together planned, but even that got a little old...we were there for 10 days, and got tired of eating.

Two of the most successful meals were at "home" at the BCV. We had a pizza party at the quiet pool, with pizza's delivered, while we provided the drinks and salad. The other was a cookout on the grills and eating at the pool tables...we had hot dogs and hamburgers, chips, watermelon, and potatoe salad. It was a lot of fun.

Have a great time. Sandie

 

[Disney Doll]

We have travelled with large groups several times. Here is my advice:

1. Don' think you need to do every single thing together
2. Someone has to be the unofficial leader and sort of decide a loose plan for the overall trip and the day-to-day park hopping. In other words, "we are going to the MK today. Anyone is welcome to join us. We are leaving to get the bus at 10AM".
3. Plan a few "events"...we have done "Hoop-Dee-Do Review" and the Poly luau with a large group, and it was a lot of fun.
4. Figure in a midday break
5. Plan a couple of character meals for the whole group during the course of the trip
6. Everyone has to make a pact that no one will get offended if people decide to go off on their own a bit.
7. Make sure you tell OKW that the 7 studios are one group and you want them near each other so you can bounce back and forth between them all.

 

[tripletvan]

Give everyone space! The more you try to stay together the worst it is and someone gets cranky!
We did Thanksgiving at BW with thirteen of the most hyper people you would ever want to encounter! There were a few basics that helped. We knew that we were having dinner together on Thanksgiving and I did the planning and ordered a meal precooked from PUBLIX which was a lifesaver.
They have a poll on Magical gatherings which may help ( we did it ourselves) and decided what was the most important things to cover and if we wanted to do certain things as a group or immeadiate families!
Cell phones were a lifesaver. Much better than walkie talkies.

 

[MinnieGi]

Our biggest group going to WDW was 11 in total. It was exciting to plan out and we had a great time. Our group of family friends though was very laid back and went with the flow. Before we arrived we had planned out several ps's together and had a park picked out for each morning to visit. Once in the park we often divided up depending on who wanted to ride what. This worked out well because everyone then had companions to do what they wanted without others not being able to ride or not interested in riding. Everyone showed up for all the ps's. We arranged the ps's through group dining and with the exception of one restaurant we were all seated at the same table. Most of our ps's were for lunch or character breakfasts.

The majority of the afternoon and evenings were planned that day. Some days we all hung out at the BWV pool others each family did their own thing still others the girls did one thing and the boys opted for another.

Good luck planning with your group. I hope they are flexible and laid back as our group was!