Planning large family trip

[hunterfaimly]

After our trip last Christmas my inlaws decided they would like to take the family at Christmas 2013. We are starting to plan. I have planned 3 trips now for our family but with such a large group this is a bit different. My first question for now is about booking. What are the advantages/disadvantages with booking as one large group with 8 adults and 5 kids spread into 4 rooms versus 4 individual reservations linked together? BTW I'm not getting a TA I'll be doing this myself.

Tia
Noelle

 

[seashoreCM]

Normally you book four different packages, one per room. (Or just four rooms if you don't want the dining.) You can assign different family members to any room whether or not the rooms are linked together. For dining packages the park tickets have to be ordered the same way for everyone in a given room but each room can have a different kind of ticket.

You may get a discount or a few extra gifts by doing it the other way, called a Grand Gathering.

Price it out both ways.

 

[kaligal]

Going on the basis of the smartest people knowing when to get a professional...

I'd get a Disney TA. They'll do whatever you want and will know the ins and outs of this kind of thing. They are familiar with discounts Disney might not tell you about. And they cost you NOTHING. Not a penny. Disney is infamous for not telling people the cheapest way to do things...and for having employees who tell you different things, lol.

The DIS has Dreams Unlimited. I used them and was happy...and I certainly don't get any money from them for mentioning it. There are other - tons - of folks who will help you. Some know what they're doing, some don't.

I don't know anything about Grand Gatherings, if that's what they still call it.

Good luck!

 

[disnut8]

Oh, if you want, PM me and I'll send you my trip report with all the detailed planning on it. Ten people, four different groups, four rooms at Pop Century and I did all the planning on my own. No travel agent. Ages from 5 to 82.

 

[disnut8]

One more thing - yes, it's still Grand Gatherings and Disney was absolutely wonderful with everything. That's the route I would take. You are in complete control of the trip but you can designate others for each room. You and the others can make changes or put down deposits or whatever. I hated the concept of a grand gathering but Disney made it so easy, I would do it again in a heartbeat.

Disney makes it WAY too easy to take a vacation there. Which is why I have 60 trips (or more) under my belt.

 

[ChadsGirl]

I did a Grand Gathering in January 2009, booked it all myself, it was super-easy. You call Disney to do it, they give you a group number, then you give the group number to the other people in your party so they can call at their leisure to book their rooms. We ended up with 4 rooms right in a row (ASMu). If I remember correctly, when we checked in they gave us printouts of all of our ADRs as well.

As a side note, I'm not sure if you've gone with a large group before but I found it quite challenging. The key will be to SPLIT UP. That was hard for us because we all wanted to be together, experiencing everything together, all the time. It was challenging to manage all of those people, even with simple things like walking through the park. ("I have to go to the bathroom." [stop and wait for that person.] Five minutes later, someone else: "I have to go to the bathroom." Why didn't you go when we were stopped at bathrooms 5 minutes ago??)

I'm not saying you won't have a fabulous time. Again, definitely work in the separate time into your planning, don't expect to spend every minute all together, and you will be much better off.

Have fun!!

 

[hunterfaimly]

Thank you both for the info. this vacation is with my in laws, trust me we will split up as much as possible. Lol

Noelle

 

[disnut8]

I have to echo ChadsGirl about splitting up. I think we did every conceivable combination of all ten of us. Either couples, groups, all of us, half of us, whatever. We had the older folk together and the younger ones together. We had some arriving earlier and leaving earlier. We even had a dog in Best Friends. Each night, we picked a park to go to the next day and whoever was ready to go just left together.

We only had one meal with everyone and that was a pizza party in our room. Other than that, everyone did their own thing.

And stress about being honest with each other. No hard feelings that way. Everyone is on vacation and everyone is spending $$$ so everyone needs to have a good time. That was the ultimate key for all ten of us to have a fantastic time.

 

[goofyernmost]

I did one on my own in 2008. Eleven people, including three kids. I found that booking on-site was way, way, way too expensive and didn't offer enough flexibility for our group.

My solution was I rented a 6 bedroom villa just 1 mile from the Main Entrance to WDW. To accommodate that, we had one person (in this case me) drive to Disney from home. I rented two other cars and met the remainder at the airport in Orlando. The villa had a private inclosed pool, sauna and game room. More TV's than I could count, computer a full kitchen which came in really handy and saved a lot of money (even though it wasn't used all that much). The only thing wrong with the Villa was that it made us all want to go home and set fire to our own places. It was beautifully furnished and just a great place for that many people to get lost if they felt they needed too. The kids thought they had died and gone to heaven when they saw the pool. No we didn't get the Grand Gathering treatment but we had so much to do, that no one noticed.

We had at least 4 group get-togethers previous to the trip where everyone gave input on what they would like to do, see or where to eat. I made the plans around that and ADR for places like the Hoopty Doo Review and others. Most of the time we ate off site and the beauty of having those vehicles was that we didn't all have to go to specific restaurants even though we did quite often.

I had been quite often so I knew my way around and didn't feel that I needed any outside help from someone that probably didn't know as much as I did about WDW. If you do this or any other type of large scale trip be sure to purchase travel insurance. Things are way too unpredictable with a large group of people.

 

[kaybird]

18 of us in January, SUPER BLAST!! Lots of different groups, and different times, 2 Meals all together. Great memories, sometimes challenging, always fun! We booked ourselves, used a spreadsheet, asked for everyones top 3 meal choices, and booked according to EMH and parks we would likely be in. Ran into groups of us right along, and as long as the kiddos were accounted for, everyone had a great time! Were there some short tempers sometimes? yes. Did we go home with wonderful memories? yes. Would we do it again? YES!!!

Just a note, Chrystal Palace was the only restaurant that would accommodate a group our size in one reservation. We had one of the last Grand Gatherings in EPCOT for Illuminations and Dinner.

 

[tiawolfe]

I'm so glad you started this thread! We are planning a large group (14) trip in February and I am in charge.

I have called Disney World several times and each time their recommendation has been to make 4 different reservations- one for each room.

My plan was to make a master plan based on EMH and which parks we will go to each day, but I do plan on making some of our dining reservations seperate form each other so we can experience some time as a family.

My family is the only one that has been to Disney before, so we know what attractions our kids will want to skip, while the others in the group may want to see them. By being in the same park we can spend time together, but we won't feel like we have to spend every second together.

 

[LONES]

I could be totally wrong on this..... but I'm thinking that one of the perks of booking as a Grand Gathering is that you are guaranteed to have rooms together. If booked as 4 separate ressies... rooms may be by each other or maybe not.

Like I said... I'm not positive on this, but it might be a question to ask!

 

[disnut8]

I could be totally wrong on this..... but I'm thinking that one of the perks of booking as a Grand Gathering is that you are guaranteed to have rooms together. If booked as 4 separate ressies... rooms may be by each other or maybe not.

Like I said... I'm not positive on this, but it might be a question to ask!

You are not wrong. Since I was a Grand Gathering (and the Master Planner - a term I will not longer use!), I was personally called when my one and only room request could not be granted for all four rooms. My 82 year old father in a wheelchair had to be in a first floor handicapped accessible room. That was kind of a deal breaker for us. But since it was Marathon weekend and two of the rooms would be occupied for that very busy weekend, I could only get two of the four rooms switched to a standard view room (the other two were pool view). But Disney magic came through as when we checked in, all four rooms were switched to standard view, our prices were reduced and all four rooms were right in a row with the great-grandparents having non connecting rooms but us as grandparents had a connecting room with our son and his family. I don't know how Disney did it but it was THE perfect situation for the week.

 

[hunterfaimly]

I agree moving a crowd of 13 would be difficult. I think we will only plan on supper nightly. That is what MIL wants. The rest of the day if we happen to be together fine, with our kids nearly the same age as BIL we would likely have similar ride plans. Then compare notes at dinner. Also thought any that wanted to sit together for parades could coordinate that. I guess 4 seperate rooms with trip insurance. I've never booked the insurance but the younger BIL is unpredictable at best so I think we should get it for him. We do long weekend family trips every summer, he only does half and has been known to just not show at all.

Thanks
Noelle

 

[Nanajo1]

We've done family trips since we were a group of 9 in 1999 with one DGD. We are now up to 22 with 13 DGKs. Kids are now 13 to 5.
We go every other year. Being DVC helps. We get a 3 BR Grand Villa for
DH and me and our daughter and her 3 girls. Three 2 BR for the others. We have at least one character meal together. We gather in the GV for shared meals. I imagined this is like the large rental home.
We have one meal individually with each family. The highlight for the parents is our adults only dinner. Each family does its own plan but more often than not they meet up and split up throughout the day. Kids are swapped. Cell phones are a must. Being flexible is key. We thought the trips would get old after so many but each family is already planning for 2013.

 

[mickeyluv'r]

I go to WDW with extended family about once a year (though not every year) withgroups from nine to about 13. upwards of thirteen, it becomes a challenge just to move from place to place. Someone has to use the restroom, someone want s a snack...

Also, don't know how to say this, but I have learned the hard way large family getherings are SO much easier if you avoid the major holidays. If you go near Xmas, try to book tehtrip to avoid the worst of the holiday crowds as much as you can (go a few days early?) Disney/airlines/car rental/etc totally reem you pricewise.

I've been really hammering this lately on the DIS, but waht made our most recent trips really fun was staying club level. If you are already doing deluxe, look into it. Club level gave us a good space where we could meet up. It also gave us extra service - which helps. We've done plenty of sucessful non club visits, but it was a nice perk. It also takes a chunk of burden off me.

I think the other important thing to communicate up front is the idea of compromise. Everyone is going to have to compromise. We do largely stick together. We don't do strict rope drop - but we try to be at the parks fairly early most days- we also try to do some late nights (esp MK and Epcot). I don't plan ride order, except to start days with an e-ride and fp another e-ride.

We eat one TS a day. This is not negotiable. Therefore, I often like the dining plan. Once we are there, everyone knows the deal. However, the DDP and club level is too much food. You know your group best.

We also make a point of basically going on all the rides at least once. I hate it when part of the group refuses to go on kiddie rides while the kiddies have waited for the big kids to go on the thrill rides. We don't stand in lines for characters, unless they are very short. We do one character meal per trip. DO use a fp 'runner.' As soon as we are inside the gate- one person collects all the park tickets and leaves to go get fp for the group.

One thing, getting tables for your large group can be an extra wait. If you can dine early you'll be better off- esp during a busy time like Xmas. Avoid lunch noon to one.

No promises on rooms being together. However, it really helps the overall vacation if everyone is in the same resort and room category. I think it is one time where going deluxe is a nice addition. Deluxe transportation is easy- esp if you pick a BWK area deluxe or a monorail resort. If you can't go that way....then consider the new Animation resort or Pop - preferred location rooms. The values are streamlined and efficient. That is good with big groups.

Another thing that really helped our group - having a minivan. If you can get your group in one vehicle, it helps so much. Maybe two mini vans if your group is too big for one. Much of the time, we use Disney transportation - but having a vehicle for things like dinners is nice. Even if half the group takes the bus and half the group can take the van- it can really help the old and very young keep with the group.

Also, as group leader, I find I have to be group mediator sometimes. It takes a level of restraint. I also have to keep in mind it's not personal. It just is.

I like it when we can travel the parks together. If we split up early, then try to get together in the parks to tour, it gets to be a hassle. If you are going to tour toether at all - start off the morning together. That way the fp's are in sync. It also helps if you TRY your best to keep everyone peeing at the same time. (when one person goes, everyone tries to go). Do split ups in the afternoon, before dinner and/or after dinner. Cell phones are a big help. It also helps to give every adult a copy of the schedule that they keep on their person. (one page- wallet sized)

It also can be lots of fun to do one special event. Grand gatherings just lists all the reservations together, and allows YOU to make changes if needed. It doesn't have to be more than that. Your special event could be a photography session. That's a really nice thing to do if the whole family is present. Another could be something like a group boat ride, a special park tour...

 

[kathy884]

Our group of ten (three families) extended family group (now ages 16 - 75) have done about half a dozen trips to Orlando. We like to all stay together and to stay in budget we usually rent a three bedroom offsite condo for seven nights at Cypress Point Grand Villas (Two master bedrooms, one small bedroom with two twins, two hydabeds, and we usually bring two single blow up matresses, so folks don't have to sleep together in the hyda beds. The unit has three bathrooms. We can usually get the condo from a timeshare owner for $1100 for Christmas week (cost typically a little lower other weeks). We usually get two rental cars. Cypress Pointe is walking distance to some shops and resturants to. Then my brother and I make an itinary and let people each night know what we are thinking of doing as a group for the next day. Individual folks have the choice to join us or do something on their own, and it works quite well. DH for example and my dad skip days we do a Disney theme park, but enjoy visiting Disney resorts on the day we do that and love to go to SeaWorld with the gang. We also let everyone know the exact time that we will be leaving (and they know we mean what we say. We leave anyone who is late behind as we like to make rope drop and we've taught the whole family to be very prompt.) My brother and I also subscribe to www.touringplans.com (fantastic with a large group). Before each park day, we plan our order of rides and attractions -- what we want to skip and what we want to add. We let all with us know they can do whatever they want at the park and meet up with us by cell phone, but here is the order of rides and what we'll be doing. We hand out 10 copies of the plan. It is sooo fantastic. None of the what do we do next. Bob wants to do this. Sally wants to do this. Most stick with the group, but anyone is free to go off on their own. // At SeaWorld we usually end up splitting up into two or three groups and meeting back up occasionally for a particular show.

A typical week for us looks something like this:
1) SeaWorld
2) Resort Day -- morning tennis and swimming (some folks sleep in) (late afternoon / evening visit Disney Monerail resorts)
3) Magic Kingdom
4) Resort Day - morning tennis and swimming (some folks sleep in) / Evening visit to Animal Kingdom Lodge and buffet dinner at Boma (we get our ADR six months in advance)
5) DHS
6) sleep in a little and back to SeaWorld (second day is free)


Substitutions: Water Park or Beach day if weather is really nice // Sometimes an afternoon at Gatorland // Sometime an afternoon at the Titanic Exhibit on I-drive // We did indoor sky diving in a wind tunnel on I drive once too // Occasionally we'll do a day trip to the Kennedy Space Center too