Planning for a very big group trip, I need all hints, suggestions, tips, etc.

[Bete]

This is a couple of years away but we are planning a trip that will involve 20 to 40 people to WDW. We are friends but not family. I consider myself very knowledgeable about WDW. We have over 20 trips across 25 years of going there; so, I've gained some experience with the ins and out of WDW, etc.

There will be many different, economic levels involved with those going on this trip. We will be coming from many different areas of the U.S. Most everyone will be 60 years plus in age. Some will need an electric scooter to get around. Some have never been to WDW.

We are doing a newsletter every so often to educate and inform everyone with WDW or anything else in Orlando. I'm trying very hard to structure each day and micro manage the activities. There will be different lengths of stay for those involved from a long weekend to two weeks. Some will take a cruise, too.

How can I make this very special to all those involved? I know about the dessert party for Illuminations viewing on land. I know about taking the Illuminations or MK fireworks cruises. I think we will utilize fast pass to a large degree and PS for our meals. Some of us may be interested in back stage tours. Others will want to golf or do some sailing or fishing. I think the ladies in the group may enjoy an afternoon tea at the Grand Floridian. Are there any other group style suggestions that would be good for an older crowd?

I see the group doing early mornings and then a rest in the afternoon and followed by an evening of acticvities each day. I think we will see more attractions and shows as oppose to rides and view the parades, fireworks, etc. How in the world do we secure a spot for the parade for 40 people? Has anyone out there done this?

I'm looking for strategies, suggestions, etc. on handling a bigger group. I see us at times getting into smaller groups but I still think there will be 10 or more to a group at all times.

Can anyone share the financial end to a golf outing, as an example? Does a tee time or times need to be put on a charge card immediately? Can you make a reservation and pay later when you play? I don't want this to be a financial burden with one person having to pay for a group and having to collect monies from everyone or worrying about someone not showing up, etc. and being stucked with the bill. This could ruin a nice trip real fast.

 

[Yensid_MD]

Good luck to you and do not become too obsessed about the planning. I coordinated a group of 36 people and made only three arrangements around the group. And I made it very clear with the exception of those two dinners and one photo opportunity the first day of the trip, they were on their own. I suggested that they talk to each other to coordinate smaller groups.

The only other thing I did was obviously line up the rooms to get a group rate.

 

[Trinity721]

Wow that sounds like a handful! But it sounds like you will all be having a wonderful time.

I agree, don't spend too much time on the details. You won't be able to please everyone in the group. Encourage others to take part in the planning so it doesn't all fall on your shoulders and stress you out. That could take the fun out of it real fast, trust me! If you still want to make a schedule/itinerary, I would put several options on them so everyone doesn't have to do the same thing and worry about times, transportation, etc. I think it would be a great idea to make a PS or two that everyone will be able to go to. And reserving a fireworks cruise sounds like a great idea.

I don't have any more answers to your questions, but hopefully someone else here will have some answers for you. Good luck and happy planning!

 

[ReninDetroit]

Make up a schedule of priority seating arrangements and give that to each person on the trip as the schedule. Meals are the best times to regroup. I think it would be near impossible to force a herd of 20-40 people through any of the WDW parks, riding all the rides together and such...I think you should let people do pretty much whatever and then just make meals your "together" time.

For example, let's say Day 1 you want to go to the Magic Kingdom. Have breakfast at the hotel at say 7:30. Eat until 8:15, then say meet us in the lobby at 8:30 ready to go. Everyone hops on the bus over to MK and does whatever until 12:30 at the Crystal Palace. Once again you split up and then regroup at 6:00 at the Liberty Tree Tavern.

This way, everyone gets to do what they want. You don't have to have EVERY meal a PS (for example you could just say lunch on your own and everyone could just head to a counter service whenever they're hungry).

You should call Disney and ask about the golf outing. Is this going to be a "mens" outing? lol - you could tell Disney you need one of their golf courses (they have a few) for 15 players on yadayada date...then maybe the ladies could head over to the GF for spa treatments?? Just a thought...

I think everything will work out fine as long as you give everyone a paper schedule and YOUR phone number (Keep your cell phone on!!!), you can just say meet you at such and such a time at this restaurant...

For a group of seniors, MK and Epcot are probably going to be the most time consuming. Maybe spend a whole day at each of those, and spend a third day doing AK in the morning and golf in the afternoon, and then a fourth day MGM in the morning and DTD in the afternoon.

GOOD LUCK!

 

[ILoveWDW2003]

Planned a family group of 14 in June 2002 - 4 famlies.

My main advice - don't plan to do everything together - we tried to arrange 1 group meal a day and 1 event (parade, fireworks, etc) - we published a general schedule - which park on which day, etc.

We used a Yahoo Group for communication.

Our success rate for the 1 group meal and 1 event per day? (meaning everyone participated in that meal or event)...lets see....

We were there 5 days - if memory serves, we only had 2 meals together as a complete group - and that was because the meals were Cindy's breakfast in the Castle and the Hoop Dee Doo Revue - guaranteed with credit card.

I don't think we ever were all together for the planned event of the day.

The major obstacle? Some people liked to get up early, others liked to sleep. This made it difficult to even start the day together.

Just don't get your hopes up too high.

Don't get me wrong - we had a wonderful time - there were many spontaneous moments that we will cherish forever - just don't get obsessed with the planning and trying to stay on schedule - it will drive you crazy!

Good luck!

-Joe

PS. You can get a group rate on rooms if you have 10 rooms or more.