Planning Binder for large group

[perpetualplanner]

This isn't DVC specific but I figure we travel with larger groups more frequently so I put it here - Mods please move if needed.

We are planning a large family trip in 2011. We are the only family "unit" that has been to WDW in over 15 years. I want to put together a binder for each family to give them general information. Has anyone done something like this and what information did you include. I don't want to overwhelm but I want them informed.

TIA

 

[Chuck S]

You may want to print out some sample menus, so they aren't "shocked" at the prices of food. If yo are on a DDP, include a print out of the brochure, so they understand the rules. Also, explain that whomever check-in first will need to pay for the entire DDP for everyone in that particular room...so you may want to pre-pay that person.

Include a map of the resort where you are staying, and include info on trash disposal and laundry facilities, especially if anyone is going to be in a studio.

Explain the different types and prices of park admission media (base, hopper, non-expiring, water parks and more) etc.

If you have any dining reservations or special activities planned, include an itinerary with dates, times and locations.

If you are flying in and using Magical Express, explain that procedure and where is it located, in case you get separated or delayed.

Explain about room charging, and that currently it is one charge card per room (though they are working on changing that.)

 

[jlewisinsyr]

We are taking 14 people to Disney with us in 2010. What we did is created a "folder" in Publisher and had it printed at Kinkos on 11 X 17 paper to make a "manilla folder". On the outside we had the title 2010 Family Vacation and pictures of the resort. On the inside we had room layouts and some details about the trip. The backside was just the B&W Mickey Head.

Then we included a copy of the DDP Brochure printed on high quality thick paper, "fake" airline tickets that we will replace when we book the actual tickets (confirmation page from the tickets), "fake" park tickets, again that we will replace with real tickets, theme park maps and overall park maps, a little flyer about Garden Grocer and a few Disney Dollars.

We decided against a binder because we want people to be able to put all their travel documents in something small and that can be easily carried in a small backpack/bag.

I'd be happy to share with you the files we did.

 

[perpetualplanner]

jlewisinsyr - I would love to get a copy of your files. I think that would be a great help.

So far I've put together basic info about parks and the "feel" for each park. I also included DME instructions for arrival. Each family will have their own studio hopefully at OKW so we may be a bit spread out so I've included a page with everyone's cell phone #'s also.

I will be creating a page for the family events with times and locations. I also explained the tickets.

Keep the ideas coming.

 

[Hunclemarco]

We've also had 16 people come along with us as well.
I had (and gave a copy to all)

-all flight reservations with confirmation numbers (they are needed from time to time)
-All Dining reservations with dates, times, confirmation numbers, those eating at that restaurant at that time. ( we had many people eating at different times each day at different restaurants)
- Reservation numbers, dates, and check-in/out times of the resorts they are staying at.
- Dates and Times of special planned events.... Circ, grand gathering events
- if availabe, Movie schedules of outdoor evening movies at BCV, and other resorts
- Open/Close times for each park, with all parade/show info for each park
- Maps of each park
- Phone numbers of local stores, pizza joints
- Reservations and Phone numbers of each of the other parks in orlando if they choose to go there.
- Photo copy of their actual Disney Tickets, DDE card, etc. ( in case the actual tickets get lost).
- For those that rented a car, all reservation info required for that as well.
- All Magical Express information.
- I also included all address information for everything in case they choose to bring their GPS

I found the Disney font, and made a cover sheet for each person with their personal reservation information, then a "master copy" of everyones information so that they all knew where all were going to be on a given day, or, if they were eating at a certain park, others would know which park they were attending for the day (many in our group didn't have park hopper). That way each one was able to make their own decisions as to what they wanted to do; and join others in our group if they chose.

I'm sure there's more, and if i remember i'll post later. Hope this helps

I think planning is almost as fun as the actual trip

 

[Hunclemarco]

Here's a location that shows all movie locations and times at the disney resorts

http://www.buildabettermousetrip.com/activity-outdoormovie.php

 

[Chuck S]

For OKW, mention that the trash disposal rooms for each building are located on the first floor, under one of the stairwells. There are often multiple stairwells per building, so they may need to look around for it. The laundry facilities for studios are located by each pool. There are normally 2 washers and 4 dryers in each laundry room.

There are ice machines at the Peninsular Road, South Point and Turtle Pond bus stops and in all the laundry rooms.

 

[Halle]

Wow I am loving this thread. I'm truly impressed with the organization and thinking that is going into this. Thanks for sharing.

 

[bumbershoot]

We are taking 14 people to Disney with us in 2010. What we did is created a "folder" in Publisher and had it printed at Kinkos on 11 X 17 paper to make a "manilla folder". On the outside we had the title 2010 Family Vacation and pictures of the resort. On the inside we had room layouts and some details about the trip. The backside was just the B&W Mickey Head.

Then we included a copy of the DDP Brochure printed on high quality thick paper, "fake" airline tickets that we will replace when we book the actual tickets (confirmation page from the tickets), "fake" park tickets, again that we will replace with real tickets, theme park maps and overall park maps, a little flyer about Garden Grocer and a few Disney Dollars.

We decided against a binder because we want people to be able to put all their travel documents in something small and that can be easily carried in a small backpack/bag.

I'd be happy to share with you the files we did.

I love that!!!!

I'm helping to plan a big family thing, and while the other part of the family doesn't need handholding for the parks part (they've been there, I have not, BUT they seem to be only recently discovering things that have been talked about online for years...I think they've been touring old-style all this time), they haven't stayed at DVC and I don't think they do much "dining"...

But really I'd just like to do this for my own little bitty family!

 

[DisDaydreamer]

We just went to VWL with 16 people and DW had emailed about a 2-3 page information list with most of the info needed. We also exchanged cell phone numbers between everyone and everyone entered them into their cell phones before we left. We found this to be very helpful. I just emailed everyone and said send me your numbers and when I got them all I emailed the list back out.

 

[Pakey]

We did 11 people (5 different rooms) earlier this year and the most helpful thing I did was I made wallet size laminited cards. On one side I had each individual couple's ADR's with confirmation numbers (and restuarant location area) and the WDW phone number if they needed to cancel any of them. On the other side, I had everyone's cell numbers.

 

[perpetualplanner]

Pakey - where did you get the laminated cards done at? That sounds like it might be a good idea. My only fear would be no one would read it but me and they'd just call me to "read their card to them". Did you have that problem at all?