Planning WAY ahead - low priority (for now) question

[ww52]

We're going to WDW next summer (and have that all planned out already).

But it got me thinking of a HUGE trip we'll be taking several years from now. Where I'll be paying for the rooms for the whole family (adult children and their families included).

Again, not real important for now since it's several years away, but given the expense (our preference is the Beach Club - probably 4 rooms) I am curious what strategy I should consider.

I assume board regulations prohibit mentioning specific Travel companies - but I wonder if that will be my best option. I used one associated with the DIS many times in the past, but they stopped handling S/D (our preference given the location and cheaper cost vs BC). But this is going to be a lot bigger than what they handled in the past.

We might even decide on a VIP experience one day - or some dessert party add on etc. I don't' mind researching (actually I LOVE researching!) but I'm sure there will be options I will miss.

So would a travel company specializing on Disney be best? And how far out could I start that planning process? I think I can reserve rooms a year out, so I would think I'd want to get started on this I guess something more than a year from the date we are considering.

 

[rwdavis2]

If you are going to WDW always use a Disney specialist. Especially for that many people. Given that you are years away from doing this getting into details now may not be useful. How do you even know the people that would go, can go by then?

Regardless, I would not start planning until about 15 month out from the actual trip. Just to set dates, expectations, peoples' preferences, etc. Will you all be doing the same things every day? Splitting up every day? A combination? Trying to get that many people to do anything may be impossible. You will need to have a plan. You don't want to be that group standing in the middle of the park asking each other, "what do you want to do?"

 

[ww52]

Thanks rwdavis2

It's my family (adult children and their families). My wife and I are celebrating our 50th anniversary then. While certainly stuff can happen between now and then, it's already on everyone's mental calendar that this is happening.

We've been to Disney many times (not quite this many people granted) and we are very detailed planners. Did a trip last year with 8 total. Next year will be 11 total. So we're getting an idea on how to do it with splitting up and doing different things etc.

And also learning to be flexible - as we were last year and will be I'm sure next year. This large trip will be at least 13 and likely more (plenty of time for more grandchildren to arrive!)

So I like the idea of 15 months prior to start. And that will start with setting on the date and determining the right Disney specialist.

Agan - WAY too soon for all this - but what can I say? It's exciting to think about already.

 

[_19disnA]

There are lots of older threads about travel agents. Frankly, unless they can offer a special discount not available to the general public, I don't really see a value in using them. Everyone now has a computer and can make airline/hotel reservations online on their own. With a group that large, I think it makes sense to have a meeting with the adults and discuss expectations and general plans. Some may want to do things together, while others may prefer to go on their own. Adults tend to find more to do at Epcot, while Magic Kingdom has more appeal to children. The other 2 parks are somewhere in between. Perhaps you all plan to meet at a specific time on certain days for meals, etc. I think it would be a mistake to assume EVERYONE will want to do EVERYTHING as one big group.

Honestly, besides airfare & hotel accommodations, things like meal reservations or FastPasses can only be made closer to your time of travel. Some people enjoy the planning as much as the vacation and that is fine, but this isn't like planning a wedding.

 

[BarlowFamily]

I love planning so I have no advice about a travel agent. You can book rooms 499 days ahead of time by calling Disney reservations. 499 from the last day of your stay, not first. It can be a great strategy to know the rack room rates for the distant future and get your block of rooms reserved. Discounts/packages/dining can all be added later when they are released.

 

[kaytieeldr]

I used one associated with the DIS many times in the past, but they stopped handling S/D (our preference given the location and cheaper cost vs BC).

if you're happy with the service provider by that travel agency, there's no reason not to use them. Do, though, make your own flight arrangements. Airlines no longer pay commission, so a TA would probaboy are a service charge.

Oh, by the way - it's okay to make the Travel Agency associated with the DIS

It can be a great strategy to know the rack room rates for the distant future and get your block of rooms reserved.

D
If you book before the next year's rates are released, you're typically quoted the highest/holiday rates for the current year.

 

[Deb & Bill]

The only issue out of your hands right now is your family. Planning a trip for them might not be very easy. You have to plan for job changes, kids having special activities that they must attend, illness, pregnancies, etc. Make sure everyone is on board with the dates you are planning. One day to be together sometimes is a lot easier than planning a week together. We were lucky when my parents celebrated their 50th anniversary. At the time we lived about 1300 miles away. My BIL was planning a wedding around the same time. We got real lucky since both happened about the same weekend. They were close about 200 miles apart, but not even the same state. We did the wedding on Fri and Sat and did the anniversary Sun. We didn't live near an airport that could get us anywhere we needed to go easily (we would have had to transfer planes three or four time each way). Plus we were both working and didn't have a whole lot of time to take off. Just the drive alone took us almost three days each way.

 

[ww52]

but this isn't like planning a wedding.

True ...and I've been involved in 3 of those (besides my own) in the last 10 years!

 

[TexanInTheMidwest]

I am in the midst of planning a big family trip for my MIL's 90th birthday. We are staying at the Grand Floridian (main building so club level) and we will have four rooms. We are checking in on Jan. 2, 2020. If everyone goes, there will be 18 of us total ranging in ages of 11 months old to 90 years old.

We did a quick text message to everyone and we all agreed on the Disney arrival date. Everyone (but us) is checking out on Jan 5th because of school aged children and/or teachers in our group.

I BOOKED the rooms we wanted around January 15th 2019 by calling Disney directly to ensure we could get the rooms we wanted (3 of the 4 rooms will be Theme Park View). In all honest, we had hoped to book one of the suites at the GF, but they were already booked. And, because DH is retired military, we are hoping there will be a military discount again in 2020, but also know that's not guaranteed. I have been watching the specials and will call back when/if any discounts are offered.

So, up front know that booking that far in advance will mean making a one night deposit PER ROOM at rack rate.

We are doing room only and paying for everyone's rooms (and club access is part of that). We have told everyone else that they are responsible for their tickets and any food outside of the club (it was enough food for us 85% of the time).

The very helpful lady at Disney Reservations said that Disney didn't even need the exact names for each room until 30 days before check-in. With married nieces, their spouses, and all the kids and grandkids, there's no telling who will end up with who. (Some of the older nieces and nephews are looking at renting a house).

My goal is to have everyone commit to who is in what room and have the reservations turned over to each of DH's sisters by Oct. 15th (about 79 days out) so that each family can make their own fast passes. With 4 generations and such a wide variety of ages with the kiddos(11 months, two 3 1/2 year olds, a 3rd grader, a 4th grader, 6th grader, and 8th grader) PLUS all the adults, there's no telling what everyone will want to ride.

My MIL, by the way, will spend her entire time at the resort and not go into the parks. ;-)

I will also share that this has been a LOT of work. I love planning, but it's also stressful to do this with so many folks. A travel agent could take a lot of stress off of you.

I hope this is helpful.

 

[ww52]

The only issue out of your hands right now is your family. Planning a trip for them might not be very easy. You have to plan for job changes, kids having special activities that they must attend, illness, pregnancies, etc.

This trip is mandatory - no excuses will be accepted. In fact, if they refuse I'll write them out of the will. Except after I pay for it there won't be much left anyway!

Seriously, you are of course correct - which is why we're actually talking this up already. WAY back at the WDW 25th anniversary - we were there at that time - I half seriously told the kids they were going to pay for a trip at the 50th which would coincide with the year I turn 70.

They actually among themselves started talking about the logistics of that a few years ago. But with growing families I told them I realize that would be impractical (esp with our youngest getting married this year, so they may have VERY little ones and / or one on the way then.)

But right now - 6 years in the future - it seems likely there wouldn't be any more little ones than what they would have at that time(but then again, who knows - I realize). And the oldest grandchild will be 11 and the youngest (now ) will be 7- so while they all likely will be involved in some summer activity, it's not likely to be anything major that they couldn't miss.

But again, who knows if one of them may have a talent that puts them in some gymnastics camp or whatever.

Disney has a remarkable hold on my family (their SOs - not across the board). So many incredible memories and they just keep on coming. It was at our last trip after the Mary Poppins breakfast that my wife (nowhere near the Disney junkie that I am) emotionally declared that we were paying for everyone to stay at GF the year of our 50th anniversary. Our oldest was recording video right at the time and said "OK - I've got that recorded - no backing out!".

But we figured BC with the their pool would make more sense.

So we can actually book 499 in advance? That's great (S/D 'only' 350 days in advance).

Thanks everyone for the response!

 

[ww52]

I am in the midst of planning a big family trip for my MIL's 90th birthday.

CONGRATULATIONS! And thanks for sharing the details of your planning etc. Sounds very familiar to what we'll be doing.

I was amazed how far out people plan - for our trip next year I wanted to reserve the exact rooms at the Dolphin we had last year. I called I think the 3rd or 4th day after the first day I could and was told one of the rooms was already requested.

It's been a long time since we stayed at a Disney hotel (S/D several times over the past 10 years) - and so I do expect dealing with Disney will be better overall. One frustration with reserveing S/D is often I get the corporate central reservation people (formerly Sheraton/Starwood and now Marriott. I learned to hang up and call back to get some who actually knows the hotel.

Though I suspect there are people at Disney reservations who don't know details very well either.

Again - congrats and I'll be sure to get on the boards to read about your trip when you get back!