Planning tips for large group

[MarBee]

Hello! I’m not sure if this is the right thread to post on, but I’m in charge of planning our team Disney trip. We are boing to have about 20 families going. I’m just looking for any tips, advice, ideas, etc from anyone else who has had experience planning this type of trip. I’ve been to Disney a ton of times and have planned for groups of 5-6 families but never this large. I’ve also not been since the introduction of Genie+.
Thanks in advance for any input!

 

[holden]

Twenty families is a lot! I'd just pick one park for each day and let everyone decide what they will do there. I think there is a phone number for large group dining reservations that you can call. Perhaps book a meal or two for your group?

I do not think you'll be able to coordinate Genie+ with such a large group. It will be every family for themselves on that one.

 

[scrappinginontario]

Honestly, I would have each family do what is best for them. That is a HUGE amount of people (40, 60, 80 people?) and virtually impossible to plan for both for due to personal choices and planning restrictions re: MDE app and dining.

I like what @holden suggested and possibly ask all families to book MK on the same day, etc and hope to pass one another during the day? Trying to coordinate anything for that number of people is a monstrous challenge and I cannot see it being an enjoyable time as you would spend most of your trip waiting for people.

 

[SteveH]

My suggestion - get a travel agent, one of the experienced Dreams agents or somebody that really knows Disney and let them earn the commission and do the leg work - don't do it yourself. Diseny TA won't cost you a dime but will save your sanity.

 

[FreeTime]

Where are you staying? I would do one or two large gatherings at the resort. I know it can be done at a value resort, not sure about the others, but you can have a pizza pool party on arrival night. Another day, cookout type food on the village green at the Boardwalk. With that many people it will be hard to plan for daily gatherings and activities. Maybe do optional ones? Such as Monday meet up at Typhoon Lagoon. What I would not do it plan a meet up at a resort pool where everyone is not staying as it isn’t allowed and it would cause frustrations from other vacationers.

 

[FCDub]

Agree. Too many people. Too much stress.

 

[rwdavis2]

Good advice here. You really can’t plan for that many people other than possibly a large gathering at the hotel. You could make plans for your own family and send them as an example for everyone else. You could be hard-pressed to get even half the folks to agree on specific plans.

I would point them to how (LL, Genie+, park reservations) a trip to WDW works and let them decide how to do it.

 

[_19disnA]

If you are all staying at the same hotel, might see if Disney offers any discounts for that large of a group. I would let each family do their own planning, everyone is not going to always want to do the same things and clearly with that many people walking around any Disney park together isn't practical. Some may want to do rides, others shop while others just like to walk around. Everyone probably has their own idea of when they like to get up, where they want to eat and how much time to spend at the parks vs. the pool. The age ranges also matter since some Disney parks are more appealing to adults vs. children. Some may be the go-go-to types while others just want to relax on their vacation.

Unless it is something like a family reunion, I just don't see a lot of things you will be able to do together with that many people. You didn't provide any detail on what this group is, so a bit difficult to offer more advice. Many people may also resent trying to tell them how to enjoy their vacation (your idea of what to do may not be what they prefer). You might find a Disney restaurant with a side room able to hold that many people if trying get everyone to agree on a place to eat one night makes sense. I really don't see how a Travel Agent will be of much help.

 

[Boopuff]

I just spit my coffee out seeing the size of the group! I don’t even know 20 families to vacation with. I can’t fathom a place that could even remotely seat 60 people for dining unless you do a “wedding” type private party, good luck.

 

[MinBz]

I just did a trip with 9 people and thought that was a lot (I was the planner since no one else knew how to plan for Disney). I hope you have an amazing trip. Please let us know how it goes. Would love to hear a trip report on this.

 

[MarBee]

Thanks everyone! It is actually the soccer team my children play on. It’s tradition to do a Disney trip their last year before high school starts. So my general plan will be to book the resort for everyone and just give a suggested itinerary (MK on day 1, Epcot day 2, etc).
Some people going are Disney people while others are not, so some will be open to close park goers while others may want to hang at the resort.
I am thinking we will wind up at CBR or AOA since some families going require more than 4 in a room. We do not have dates yet though but are thinking February.
The age ranges of kids (because siblings are going ad well) will be 5-16.
I can’t find any phone numbers online for booking large groups. Would anyone happen to have a number outside of the main number?
Thank you all again!

 

[Marionnette]

Thanks everyone! It is actually the soccer team my children play on. It’s tradition to do a Disney trip their last year before high school starts. So my general plan will be to book the resort for everyone and just give a suggested itinerary (MK on day 1, Epcot day 2, etc).
Some people going are Disney people while others are not, so some will be open to close park goers while others may want to hang at the resort.
I am thinking we will wind up at CBR or AOA since some families going require more than 4 in a room. We do not have dates yet though but are thinking February.
The age ranges of kids (because siblings are going ad well) will be 5-16.
I can’t find any phone numbers online for booking large groups. Would anyone happen to have a number outside of the main number?
Thank you all again!

@NavyDad had a suggestion for a travel agency that deals with large group travel for high school band and sports groups in This Post. Perhaps you might want to look into contacting one such agency.

 

[Boopuff]

Ok! it's a soccer group! Seriously I was thinking, "dang that's one prolific family!"

 

[CarolynFH]

I can’t find any phone numbers online for booking large groups. Would anyone happen to have a number outside of the main number?

When I was booking dining for our family of 9, a popup on MDE told me to call this number: 407-824-1391. I can't remember what the CM said when she answered, but it wasn't Dining - I think it was special events or something similar. Anyway, hope that helps!

 

[_19disnA]

I looked around on the Disney website and the link for group discounts is broken and doesn't launch that page. I would just call the generic Disney reservation # and they can probably transfer you to the right place. Might also try that online chat feature from Disney so you don't have to wait a long time on hold on the phone. If they let you book a block of rooms, then I would guess each family can make their own reservations. But I have no idea if everyone in your group even wants to stay at the same hotel. Likely with that many families each will have a different budget to work with.

If this group does this every year, can you talk to someone who organized the event in prior years to see what they did? Then you don't have to figure it all out on your own.

 

[TutuluvsDisney]

I hope the other families thank you for these efforts. I travel every year with a big group (25-30) for a week to Disney World and find it frustrating to work with those who dont "follow the rules". This is what we do: Everyone pay for their own hotels, tickets, etc. Stay at the same hotel and if you can stay close to a theme park. We agree on one park to all start our day. I arrange one sit-down reservation for lunch ( this is often multiple reservations and i use the live agents to do this). We usually plan a spot to optionally meet to watch fireworks a couple of nights. We designate a nontheme park day to go to disney springs, waterpark , hotel pool, or moms arrange a spa treatment while Dads take the kids. Most hotels have outdoor grills where we will do a simple cookout on this day.
my biggest rule is we go when things arent too busy - not easter week or christmas week,etc

My advice:
getting a disney travel agent to help is the best and first thing for such a large group

Can you all agree to stay at the same hotel? that would allow the kids to swim at the same pool every evening

to arrange any whole group get togethers would mean using a hotel with a convention center as they are accustomed to holding large group events and have the rooms to do it. One group event would be really nice - (get the money from the other families up front)--- e.g., Yacht & Beach Club, Contemporary, Swan & Dolphin, Coronado Springs, or if you like to play outdoors then the cabins at fort wilderness all have event areas

The best approach that others mentioned in the comments, get everyone to plan to start in the same park and then you will surely cross paths each day. i would imagine it is easier to do things together at the water parks as it isnt so structured.

A great group activity can be scavenger hunts or those "Bingo" challenges like i have seen done by Molly and team at AllEars.net youtube

Different restaurants can handle bigger groups - Germany Biergarden, Hoop de do review, or agree to eat at Flame Tree BBQ at 1PM (or 11:30)

 

[hmansionlover]

I agree with the other posters. I would do AoA. It has suites for large families and standard rooms for small families. Kids will love the three pools. It has the Skyliner to EPCOT and HS which the whole group will enjoy. It's close to HS, EPCOT and both water parks but MK and AK are a little farther away. We have stayed there twice and it was awesome.

 

[harleyquinn]

Hello! I’m not sure if this is the right thread to post on, but I’m in charge of planning our team Disney trip. We are boing to have about 20 families going. I’m just looking for any tips, advice, ideas, etc from anyone else who has had experience planning this type of trip. I’ve been to Disney a ton of times and have planned for groups of 5-6 families but never this large. I’ve also not been since the introduction of Genie+.
Thanks in advance for any input!

Get a Travel Agent. 100%

 

[kwdw]

I don’t know exactly what Disney calls it, but this is something like group sales or event planning. You’d want a room block at a hotel, for example. Definitely talk to whoever did it before! Doing this on your own would be a nightmare. Sure, you could coordinate 1) these dates are our group days, 2) this is the hotel most of us will try to pick, 3) maybe arrange one pizza party at a resort, 4) one group photo, 5) suggested park days…. But leave everything else to each family. But if you want much more than that, it’s truly an event and it needs to be coordinated with professional help.

 

[Kate_45]

When I attended a conference at Disney we ate one evening in the dining room below the coral reef restaurant at EPCOT. I'd imagine that's not their only group dining space. It may be worth enquiring about cost as if it's not too much it may be less hassle then a cookout and a nice chance to get everyone together.