Planning a huge family vacation..Any tips???

[spereira]

I am planning a huge family vacation to WDW in May 2007...
We are DVC memeber so we are working on where we would like to stay...
There are 11 adults and 7 children ages 2-15.
My husband and I go to WDW about 2 times a year but we have never planned a vacation like this before...

Any tips would be very helpful....Keep in mind for a lot of them this is their first Disney vacation. Only about 3 of the adults have been before and 2 of the kids so I want to make this vacation filled with *Pixie Dust*

 

[rocketriter]

I wouldn't plan all the moving parts for everyone. If they don't understand how things work, they'll keep changing their minds and backing out. You'll go crazy, and they'll be mad at you about any little thing that goes wrong. (Sorry to sound harsh, but that happens all the time.) Give each family exactly the information and phone numbers they need to make their own reservations. Handle the rooms only if you're, say, using points to get a GV. Get them to agree on a small number of big meals together and have them make their own arrangements otherwise. Have them make their own airline reservations. When they do the work and own the work, they'll respect the work and have a better time on their trip.

 

[Deb & Bill]

Read the thread "I am such a moron!".

http://www.disboards.com/showthread.php?t=1174821

Let everyone make their own lodging reservations, ADRs, etc. Plan maybe one or two group meals.

 

[ktmmt]

You will not make everyone happy. They will not understand all the work YOU will do for them and your relationships with these people will get worst not better after this vacation. My first advance for any vacation is to go with your family only!!!

Just trying to help.

 

[tomandrobin]

Run.....

Actually, just don't micro manage and leave a lot of flexibility. Give the other families links to web sites for planning Disney trips. Try to get a "group" approval of the direction of the trip. Allow down time and space for the other families.

And most of all ....Have fun!

 

[bobbiwoz]

We've been members for 3 years and have had a few family vacations. I like what rocketriter said about not planning too much. For our upcoming 5 night vacation, I have 5 things planned, Chef Mickey breakfast, a family photo shot, lunch at Crystal Palace, a birthday party at our villa, and the Princess meal at GF.

We have used many more points with these family vacations than the sum of what DH and I have used by ourselves, and we've been very happy with the results. We don't consider ourselves saints/morons, we do try to deal with whatever comes, we are FAMILY!

Bobbi

PS. I have read lots of good things about the Fireworks cruise for the Magical Gatherings. If our DGC weren't as young as they are, we would definitely be trying that this time.

 

[phyllisnnj]

I have an extended family trip coming up in August. Trying to get a large group to all agree is very tough. It's hard to get folks to make early commitments especially when they are trying to understand the cost for airfare, car rental, park tickets, dining and special events. This can be a bit overwhelming for a newbie. I gave my party suggestions on which park ticket to purchase, which restaurants I was going to and gave them direct links to the full list of options at allearsnet.com.

I've borrowed & rented points (transferred into my acct) for my gathering. I've changed our lodging reservations several times. I figured worse case scenario, I can always rent any extra points if I had any last minute cancellations. Thank goodness it didn't come to that.


Suggestions:

(1) To increase your chances of having your rooms close together - Get a Grand Gathering number. You don't have to do a grand gathering event in order to get a grand gathering number.

(2) Look at all lodging options. I really really wanted to stay at SSR GV but decided to give it up (too many pts). I bought SSR because I want to stay at SSR. I love it. I didn't look at OKW until 3 months ago when I realized that I could get an OKW GV for much less (45 pts vs 79 pts). I was able to get 3 nights at OKW GV. I wish I considered OKW earlier but at least I'll get a chance to stay at SSR for part of our trip.

(3) Grand Gathering Events look very interesting but they are very expensive (for most of the events, you can get two character meals for the price of one grand gathering event) so I decided to do the character meals instead. We're also doing a fireworks cruise on the Grand1 (my surprise) and the Epcot Seas Aqua Tour.

(4) There are a limited number of large tables so the dining folks recommend making reservations on the very first day ADRs become available. It was hard to get folks to commit to dining so I only made one reservation with a large table for 12. All of my other ADRs are separate - One for the folks I was paying for and the other for the folks who could not make a commitment. I would love to sit together but I didn't want to risk losing my reservation if they decided to cancel. Actually I still don't know if they're going to go and it's less than a month away. I got tired of asking I won't ask again until a couple of days before each ADR and then I'll cancel their ADR if they decide not to go.

(5) Make a tentative daily schedule of what you're planning to do while you're there and they can decide if they want to join you. Most of my party will probably join me therefore my daily schedule covers all of the parks and all of the evening shows. I borrowed Tagrel format - tagrel.com/TR/July2006/index.shtml.


Good Luck

 

[btrim]

About 6 years ago, we planned a family vacation with my (DW) side of the family. I have four sisters and one brother. We decided on the week we were going and let everyone arrange their own transportation. My DD (about 28 at the time) created a newletter with all the pertinent information. Location of timeshare, check-in and check-out dates and times, traveling directions, what was included at the condo(laundry, dishes)etc. We then did alot of homework and created a calendar in which we inserted the days of the week that we (or immediate family) were going to the parks, shopping, resting, etc. We told everyone what time of the day we were leaving for the parks and if anyone else wanted to go that day, they must be ready at that time, or find their own way around. We were staying off property, so everyone had to drive to the parks. We would meet in the mornings and decide if we were staying together all day or just meeting back at the condo for supper. We planned two character meals (Crystal Palace and Chef Mickey's) and one cook-out at the condo. Otherwise everyone was on their own for meals. We did get together one other night and made sub sandwiches together. Also we ordered in Oriental one night. But those two meals were planned after everyone got there and we were just relaxing around the condos. We also took each park and one of us in our family picked their favorite park and wrote about a page about the park (highlights, must-sees, etc) and included that in the newsletter. We had no problems all week. I do think the secret to families getting along on vacations together is everyone had their own unit. Then if someone needed some alone time they had a place to go. Grand Villas are wonderful for immediate families but each family needs to be able to get away if they need to. Just plan a few things, then relax about the rest of the time and let everyone enjoy just being at WDW. Don't pack too much into each day or everyone get tired and grumpy.

I am looking forward to taking my family to SSR one day and letting them enjoy the benefits of staying on property. Just have to save points and that means quit borrowing. It may take a while.

It's hot and humid in Illinois, I should be a WDW if I am going to have the same kind of weather.

 

[lisaviolet]

Hi,

We had a fantastic experience at the end of May/early June. Both sides of our family. It was not without some stress. But really it was minimal. It was mainly my father complaining about every mode of transportation that he went on from ME onwards. I'm laughing now .....even on his departure.

Please know we booked this last minute. Maybe a month or so ahead. That actually helped. There wasn't a lot of time to say, "I'm not going". And that we all didn't eat out. Many "home" cooked meals all together. So dining out together...no tips for you.

Here is what worked for us:

• we wanted a GV but in the end 1 one bedroom, 1 two bedroom, 2 studios, 1 resort room
• in the end it was great to have some private time for all. I am sure they all enjoyed having some private time
• we, the hosts, had to book OKW for lower points. Ran out of points. At first we were bummed b/c everyone else was at SSR. But it was terrific. They all enjoyed meeting up there. OKW's livingrooms are perfect for large groups. Also, we had "space" to regroup if necessary. Sounds bad. It wasn't. Just an hour alone one afternoon.
• only put 2 in studios...when we could have had four...parents had privacy...sister/niece had privacy
• we did tons of things together as a group, swimming at SSR CP pool, TL but if someone didn't want to go somewhere...no coaxing...simple was always best memories in our case (ex. lounging at the pool)
• some did things on their own or in smaller groups
• meals were great in our suite as a large group expecially breakfast and pizza one night
• let them know we like to hang out.....I fthink they were relieved...not everyone wants to go go go
• loved hearing everyone's stories if we split up one afternoon
• everyone arrived/left WDW at different times.....made for excitement to meet up
• only stayed four/five days on average...perfect amount of time
• we booked three extra days for us after last group left
• nice to unwind
• put one of our names on each reservation...MS was okay with that....
• that gave everyone DVC member and we could check them in early..stocked brother in law's fridge so he could relax on arrival
• SSR families were on one floor....SSR CM was excited to do that...I though "uh oh" but let her do it....good choice......it was easy to get everyone going..plus it was like a dorm.......can request this...we didn't
• mainly the biggest tip.....just went with the flow....no huge expectations....if someone wanted to stay back ...then "okay"

Also, we put dialing instructions on the phone for room to room and resort to resort (all room #s). Plus we told them we had a calling card for LD as those Disney phones are evil.

Also, if getting to OKW was complicated (for the POR room) we picked them up. Good choice for us...everyone there at the same time. But SSR enjoyed to boat.

You will not get everything in that you want to share with them. Impossible!!!!

It was a fantastic trip. Were we emotionally spent some times? Yep. One even missed his plane and we didn't know as we waited for ME to come. But it was such a great time and fantastic memories for each of us. Some were first timers that I'm sure are now hooked. We are all so grateful and still talking about it. Lovely.

Have a wonderful time and all the best to you,

Lisa

 

[JimMIA]

Read the thread "I am such a moron!".

http://www.disboards.com/showthread.php?t=1174821

Let everyone make their own lodging reservations, ADRs, etc. Plan maybe one or two group meals.

"I'm such a moron" is just this week's thread. It's a thread, not about a moron, but about a good sister trying to do what you're trying to do, but on a smaller scale.

We get a similar thread about once a week here, and the biggest reason we do is that people who don't own DVC have no clue how much difficulty, extra work, and financial loss their indecision and cancellations cause. It's certainly not that they're bad people, they just don't understand how DVC works.

Unfortunately, we sometimes get so wrapped up in the challenge of coordinating a dream vacation that we forget that it can be risky. Each time you add one adult to the mix, the risks increase exponentially. Each adult may represent extra fun, but they also represent another opportunity for someone to get sick, lose a job, have difficulty getting time off, having a financial setback, not being as enthusiastic as the rest, not realizing what the TOTAL cost of the trip will be, just changing their mind, etc, etc, etc.

I'd be very cautious and stay out of as many of the financial aspects of the trip as you can -- especially with YOUR points.

 

[DonnaL]

I definitely agree with what btrim says above about every family having their own villa (space). I have not planned a WDW vacation for extended family, but, had planned beach vacations for five years running for 12 to 14 people. Never again...... every year got progressively worse.....it was up to me to do EVERYTHING and the last year my dad passed away three weeks before we were scheduled to go (after being ill for three months and we didn't even know if we were going to go depending on what happened with my dad) and they still left everything up to me. I was getting phone calls two days after my dad's funeral asking about what I had planned for meals, grocery shopping, etc. and everyone else had all the necessary information to be able to take over the planning, but, they just still depended on me to do it. The last straw was when my DSIL made the comment after one of her kids asked what was for supper " I don't know.......I"M on vacation ask your aunt" Well, I was on vacation too (a much needed one after my dad's illness and passing away) and I had enough at that point and swore never again would I put myself in the position of vacation planner for a large group. We haven't gone and rented a beach house for the past two years and guess what......neither has anyone else from the group. However, DH and I have decided our immediate family is going to go next year. We'll mention to the others from the group and suggest if they'd like to vacation the same week they look for a house in the same neighborhood where we're staying. But, that's as far as I'll go.

 

[eliza61]

Read the thread "I am such a moron!".

http://www.disboards.com/showthread.php?t=1174821

Let everyone make their own lodging reservations, ADRs, etc. Plan maybe one or two group meals.

Hi Deb, Bill and JimMIA
Your gal the "moron" here. To the op, right now I'm stressing from trying to do the same thing so I'm not sure if I would be the most objective person to give you advice. One mistake I will tell you I made is that since this is the first time a lot of my family has ever been to Disney, I became obsessed with trying to make sure every one would be happy. Some thing is totally out of my control. It adds a lot of stress and a lot of work. Next, if you become point person for this trip most of the time every one will leave all the work up to you! Be sure your ready for that.

 

[spereira]

Thank you for all the great suggestions.....
I have been trying to get everyone to WDW for so long, I can't wait!!!!
I know it is not going to be all pixie dust and fairy tales all the time but I can only hope for the best

 

[JimMIA]

Your gal the "moron" here.

I think Good Sister or Saintly Sister is a better description.

 

[CarolA]

Just remember Disney is not a three legged race.

When I read the "horror" stories here and on other boards what I often see is that the host/hostess is trying to plan 24/7. NOPE, you don't spend 24/7 with those folks NOW... don't do it there.

I think the more successful trips (including one that I did) have had a loose plan and allowed folks to come/go or even had planned seperate time. In other words, you are on your own on Tuesday... LOL!

 

[loribell]

Thank you for all the great suggestions.....
I have been trying to get everyone to WDW for so long, I can't wait!!!!
I know it is not going to be all pixie dust and fairy tales all the time but I can only hope for the best

I just wanted to add another positive big family trip here for you to keep you encouraged. I took 24 of my family members just last summer and everyone of them is still tlaking about what a wonderful time it was. I think maybe one of the things that seems to be common in what works is to let them take care of all their own planning except the room.

What I did was let them know where we were staying. We stayed at OKW. We had 2 - 2 bedroom units & 2 studios. All of them were in the same building. We all chose our dates based on what was best for everyone. I made up our usual spread sheet as to where my immediate family would be going each day. I let them know that we are always at the parks for opening and leave early in the day to get out of the heat, also let them know how much more can be done by going early. I then told them they were all free to explore the parks however they wished. I gave them all the information they needed so that they could make their own choices. I informed them how the transportation worked.

My only request of everyone was that we have one meal at Chef Mickey's and that was agreeable with everyone. Of course with that large of a group they have you do the earliest seating to be asured of you getting your tables all together. I have an absolutely magical picture of 5 generations of my family with Mickey. I will treasure it always!

So here is how it worked out: Because I am the family expert they all decided they would go to the parks I was going to, when I was going. I know it is hard to believe but we never had to wait on anyone, we got to the parks before opening and then the groups split up based on the kids ages. We would then tour as we all saw fit and head out when we wanted. We met back up at the rooms later and enjoyed sitting and visiting. We had hamburgers in the room one evening and then part of us went out to the Outback one night. The only bad thing about the whole trip was that none of us wanted it to end, including my dad & great uncle who had never liked to travel at all & only went because it was so important to me. I fully intend to have all of us back in the summer of 08 for an even longer trip. This one was for 7 days!

One other thing I ought to mention is that DH, DS, DD & I where there for a week ahead of time so that we were able to completely vacation as we normally do.

Best of luck to you with this trip. I only hope that you can experience as magical a trip as my family did!

Lori

 

[ro80]

We just had a family vacation in May consisting of 23 people (18 adults and 5 children). Let's just lay it all out now that you will NEVER get a large group of people to agree to all do the same thing. The only plans we made together were to meet for the Character Breakfast, dinner at the Rainforest, dinner at Fulton's and dinner on the Boardwalk. Other than that, everyone was on their own to do whatever they wanted. The only advice I have for you if you plan on dining together for the majority of the time is to make sure that your entire party gets the meal plan. It will save you alot of aggrevation when it comes to paying the bill. My family of 4 were the only ones on the DDP and I mainly did it for a specific reason which proved to be true (I knew this was going to happen). While at Fulton's, (not on the DDP) when the bill came, my niece (a travel agent) whipped out her calculator to figure out exactly what her portion of the bill was. At this particular dinner there were 13 of us. Talk about embarrassing!!!! The waiter kept coming back asking if there was a problem with the bill !! The rest of us were under the assumption that we would just split the bill ($740) by 13. WRONG!!! Can you imagine doing this in an expensive restaurant like Fulton's. She did it the night before during dinner on the Boardwalk too!!! The rest of us were mortified!! When we go out, we ALWAYS divide the number of people in our party regardless of who's drinking alcohol or not. Thank God that the rest of my meals with them were on the DDP because I wanted no part of that. Bottom line - get everything out in the open BEFORE you go to avoid any confrontations. Believe me, it will ruin the fun for everyone if you don't. Needless to say, our LARGE family vacations are a thing of the past. My advice to her was if you need to pinch pennies (and I mean pennies) on vacation, STAY HOME!!!

 

[crisi]

There are a couple of strategies posted over the years to keep your loved ones from backing out and making them not so loved. One is to have them make some sort of financial committment - pay at least the dues on the points they use, buy park tickets when you make reservations - something that puts a "deposit" on the trip. Another is to book several smaller rooms rather than a grand villa - you can rent out the studios if they back out. Another is to have "back up guests" (useful particularly in conjunction with smaller rooms). Finally, don't book the trip at the end of your use year - you'll have more flexibility early in your use year to use up points that you borrowed or go into holding.

 

[ACDSNY]

Our family (25 members) enjoyed our Nov 2005 Disneyland trip so much, they now want to go to WDW. My niece keeps telling me we need to go when she's 8 years old and she want to take the 4 day cruise too.

For DLR I picked the dates and let everyone know what their options were. I only made reservations for the ones that asked me to and I knew they wouldn't leave me with a financial burden. Everyone else made their own reservations. I set up Fantasmic premium seating one night, one dinner for the group and one photo shoot in front of the castle. Everyone was free to go as they pleased. Most nights we all sat down in the Grand Californian to visit after the parks closed.

The ages were from 7 months to 66 years.

I'll be planning a large trip sometime in 2008.

Good luck.