Planning a trip for 40 people!?!?!? Am I CRAZY??

Soccer Princess

DIS Cast Member<br><font color=red>you would never
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My FIL's architechture firm takes thier employees on a big vacation every couple years, usually cruises. Well I suggested doing WDW next year instead so now I'm in charge of planning a trip for about 40 people next year! Any ideas or suggestions?
 
For that many people you need the help of the Grand Gatherings folks at WDW. I also recommend using a TA like Dreams Unlimited. My agent Debi is absolutely wonderful, I would think being Disney specialists they run into this sort of thing a lot. But if you try to plan it all yourself you'll be a lunatic by the time the trip is here. With ADR's, changing park schedules and hours, umpteen resorts to choose from, etc. it could get really hectic. Call in the big guns!
 
The parks will be crowded if you go in mid-year. The problem isn't so much the number of people going but their preferences. There will be earlybirds and the types who HATE getting up before 1 pm. You should make everyone send in their preferred wake time (I am serious about this) and break up the group into the earlybirds and the grumpies. The earlybirds HAVE to be at the park no later than FIVE MINUTES BEFORE they open the gates. The grumpies can NOT show up after 1 or 5 p.m. Those are the worst times to attempt entering any of the parks. Why? Some parks have the late night fireworks or afternoon parades. Around 4-5 p.m., I saw TONS of people flooding into the parks for the night parades and fireworks shows. The size of the crowds was unbelievable.

Parents absolutely MUST decide whether to split up big brothers and sisters from the younger ones. They might, in the rush to get to the next attraction, lose them. I suggest keeping the younger ones with the parents so the others can have room to move around.

Request a schedule for ALL of the parks (Disney MGM, The Magic Kingdom, The Animal Kingdom, River Country and EPCOT) or pick one up at the resort. Every park has different open and close times. Make sure everyone knows the close times. If they get there early, the lines will be very short and, in some cases, they might get to visit the same attraction twice! It happened to me. I was able to ride Space Mountain twice in a row. Make everyone write down or know a place to meet for lunch and where to meet when leaving for the day.

Educate them about FastPass. It will be VITAL to their visit. Make sure they understand that it does NOT allow them to cut in line. It simply allows them to use a faster line reserved for FP holders only. The FP line is almost always five times faster than the normal line. Set a designated meeting place for lunch. Sadly, you will probably have to break everyone up because if you cannot find enough seating spaces, reservations might be the only way out. If on a budget, avoid any posh restaurants. All of them require reservations. Without reservations, the wait time will be very long. The seafood restaurant at the Living Seas requires reservations to avoid long waits. I waited so long that I gave up and went to the cafeteria next to The Land. Keep an eye on the teens because Disney does serve alchohol in some places. (the cafeteria in The Land had the beer bottles within easy reach of most kids' hands! :sad2: )
But of course, alcohol is a no-no when you're severely dehydrated. Switch to lemonade or Gatorade if available.

Test Track, Space Mountain, Big Thunder Mountain RR and most kiddie attractions will be jampacked after noon so arriving early helps big time. Make sure anyone under age 16 has an emergency contact card. Understand that, unless visiting one section twice, you might not get to see all you want. There will have to be cuts and sacrifices. If you are taking all the kids to the Star Jets in Tomorrowland, the wait times can be very long because they can only fit about a dozen people onto the ride. Consider taking them to see Imagination instead. The Haunted Mansion is a no-no for those under age 10. I went and was not happy to see parents forcing very young kids to go with them. They were terrified and kept crying. It was pretty dumb of the parents to do that. Splash Mountain is a complex ride and has frequent mechanical breakdowns. (In Disney MGM, Honey I shrunk the audience actually scared a lot of kids pretty badly. It is NOT a cute ride.) Do not expect to always be able to see Splash Mountain. I went in late July and it was under repairs even though a lot of the guests were angry. When it's running, expect the line to be the longest of any attraction in the MK. In EPCOT, Test Track and Buzz Lightyear always have the longest lines. Rule of thumb: the higher the temperature, the longer the line to Splash Mountain. The later in the day, the longer the line to almost all rides/attractions!

Also, Carousel of Progress might be a troublesome ride. It broke down when I was in it! The Tomorrowland Transit Authority is perfect for all ages. It's also a great way to rest your feet and even takes you inside Space Mountain.

If anyone has a Disney Rewards Visa, NOW is the time to start racking up as many points as possible. You MUST send for them at least three weeks before you leave. It's a great program and saved me over $50.

A fanny pack or a very small backpack is a MUST. You will die without it. You must pack a large Ziploc bag or two so deliate stuff like cameras or phones don't get wet (especially at Splash Mountain or the Norwegian pavilion in World Showcase). A water bottle is VITAL. It can be scorching hot in mid-year, from June to late August. The temperatures will easily hit 100. DO NOT leave without a water bottle. Disney charges crazy prices on everything edible. You can simply refill the water bottle at a drinking fountain instead of worrying about losing that flimsy paper Coke cup. A small towel (4x12 inches) is very improtant for keeping your face cool. I have no clue whether those blue spray fans are worth the $20. I got mine free with my Dream Rewards Dollars but it saved my neck. When I went, EVERYONE was carrying one!

If you can make reservations for any place to eat, DO IT NOW. It isn't unusual for there to be a two-month waiting period for reservations. Sometimes, it stretches to three months!

Seriously consider leaving the parks mid-day to rest for an hour or so if the crowds are large or the weather is very hot. It helps. Just have them stamp your hand before you leave. Do NOT lose the ticket stub. You will need it to get back in. If nobody wants to leave but is obviously too exhausted, I would suggest Ellens Energy Adventure or The Land if the Tomorrowland Transit Authority is too crowded but it usually never is. Both attractions are slow moving and indoors so you can cool your heels and rest. BTW, Ellens Energy Adventure is funny and quite long so I would recommend it. It lasted a whopping 19 minutes!

Last but also important. Never buy new shoes just before entering. Wear a pair that is already broken in. You will be doing a LOT of walking. Expect to spend half or more of your time just walking to the attractions. For example, walking from Test Track to World Showcase in 90-degree weather is not for the faint of heart. I did this and was ready to die. Expect to get some serious mileage from your shoes. Finally, the shopaholics: save the shopping for last. It's too easy to accidentally fill that backpack. The last thing you want to be doing is running to one attraction with a heavy backpack because your Fastpass return time expires in two minutes.

Of course, I'm not trying to be an authority on the parks. I'm just giving you some tips from my previous experiences. Some tips will work and some work but it helps to know them. I hope this is of some help to you and good luck on your WDW trip. :)
 
Absolutely get some help!!

We had troubles with only 2 families deciding where to go and what to do! My best advice is to plan certain events and let people show up if they can or want to.

Have you thought about a Disney cruise? That could be easier to get the group together by proximity and the days at sea.

Good luck!!
 

I'd like to add that ultimately you can not really "plan" this type of vacation for 40 people. You'll receive a lot of tips but you can't possibly pass that on to each person. For instance, I don't agree that Haunted Mansion isn't good for kids under 10. I have taken my kids starting at 7 and my nieces at 5 and they did fine. Only the parents can know their kids well enough to make that judgement call and the very name "Haunted" will give parents a heads up. If you go through Grand Gatherings they can give you information on Wishes and Illuminations Cruises etc. But as far as touring the parks together that's not gonna happen and I think the OP given the number of times they've been to WDW knows that. The main thing you can do initially, is give these people the WDW website as well as the dis to see where they might want to stay etc. You can give them (individuals or the person in charge of paying the bill if the company is picking up the whole tab) an idea of what each level of resort is per night. You could be responsible for working with Grand Gatherings and coordinating those events. There are lists of WDW tips on this board, you could provide people with a hard copy or the link but ultimately, other than planning a few events with Grand Gatherings and maybe pre-reserving blocks of rooms through a TA, its up to everyone to plan their own days and nights. Something like the Luau or Hoop Dee Doo might work for that many people but I'm not sure how ADR's for 40 works if it is even possible.
 
You must get help!! I planned a trip for just 9 people one time. NEVER, NEVER AGAIN!! Everyone wants to things differently and if someone doesn't get there way you don't want to be the one that gets blamed!!
 
Go see a TA so you can get the necessary accommodations and I'd make no more than one ADR per day. With only 9 people once, we didn't all want to see the same things, so we broke up into smaller groups and met 2 or 3 times in the course of the day (for chats and snacks), and I can't imagine a group of 40 wanting to go around all together. My aunt and uncle's slow pace would have killed me, while they would have been bored waiting for me to get off of the "adventureous" rides.
Get maps and print out some basic trip tips and assemble small packets of info for each traveler. Get info on the parks, the water parks, other local attractions (if they want to take a taxi there or rent a car) and restaurants. Find out if they'd want to do something like Medieval Times or that Dolly Parton/Country(?) thing.
 
You might be able to get the Disney Travel Company to book all the rooms, DME, and all the ADR's. You MIGHT NOT want to plan out daily activities for the whole group to do together. It is never going to work. (I used to work with large casino junker group between the States and the Carribeans) Try a Daily-Activites news letter instead. Like the one Cruise lines use for their passengers.
At planned dinner times, everyone regroup and reflect their day at WDW.
 
I am a HUGE planner (love to) and I agree that speaking with a TA and the Grand Gathering people is very important BUT
Is this really a trip for 40, or is it a trip for the families at the first who all happen to be going at the same time?

I would plan on a less crowded season and cooler weather. You need to start with picking dates and the resort - then find out what the company is paying for.
Will they pay for the DDP? If so, get it!
Will they pay for tickets?
Do they want everyone to eat together - strongly recommend this NOT happen!
How about something like an Illuniations dessert party the last night?

Once this is decided, I'd either put together a web-site (be sure to link to this site!) and a binder for each group with hotel info, DDP info, info on each park, fastpasses, the importance of ADRs and how to make them, DME and info on a few choice restaurants. And after, try to get it published!

Have fun.
 


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