Post your large-family-group-trip lessons learned here

[KelNottAt]

OMG! What have we gotten ourselves into?

After Thanksgiving dinner last week DH's family accepted our invitation to spend 5 nights at BWV for Tgive 2008. We will be a party of 22 in three 2BR and two 1BR. (MIL, FIL, DH's 4 siblings, 3 spouses-in-law, 11 kids aged 9 - 21, DH, and myself.)

If you've orchestrated a vacation like this in the past, please share your stories of what you learned in 20/20 hindsight.

Thanks!

 

[mckryan]

I'll be watching this thread with great interest. There will be 16 of us in February!

 

[DisDaydreamer]

Good Luck

 

[MdmMim]

In Dec. '05, we had a smaller group, 12 in total, for a week. We had many strong personalities, so I made sure we all had our space by booking 4 studios and a 2-bedroom, some at the BWV, some at the BCV. (And a few times, I was sooo glad to have our own space!)

I planned "opening" and "closing" dinners for our first and last nights. The ladies enjoyed tea at the GF, and the gentlemen had their adventure at the Steam Train Tour at the MK. We all went to MVMCP. DH cooked dinner one night in the 2-bedroom, which actually was a highlight of the trip with the whole group enjoying a homecooked meal at WDW. We did not plan any touring together, as I think this would have been difficult. We broke into little groups, and everyone went to the parks when/if they wanted to. One afternoon, we had a cocktail party at the BWV pool bar. It was really a good trip.

For us, having a buffer zone between most people was great. (I'll never have the need for a GV! LOL)

Not having every moment planned was also good. Everyone knew what the dinner plans were, so we'd gather in the evening and had free time to enjoy the parks on our own.

I sent out monthly newsletters with DVC info (didn't want them to expect daily housekeeping; reminded them to pack their favorite coffee, etc.), holiday activities at WDW, BWV/BCV tidbits, etc. I gave everyone a schedule when they arrived to remind them of the planned meals and MVMCP date/time. We also ordered long-sleeved tshirts with our names and DD's artwork (she drew charicatures of everyone). I had little gift bags with goodies (candies, disposable cameras, a lei--which was for our 'Ohana dinner--other little gifts). The planning, for me, was almost as much fun as the trip!

I would do it all again, but I'd change the length of the trip to 5 days. Other than that, I wouldn't change a thing!

 

[Figment2]

First let everyone make their own reservations whether it be through CRO or renting points. Unless they own DVC, people have no idea what happens when you cancel. If they have a vested interest in the process, they will be more attune to cancellation policies.

I agree with MdmMim about the touring. In Oct. we had between 30 - 35 people. We planned a couple of tours and various dinners and/or breakfasts.
Otherwise, people were on their own. There were 30 of us at dinner before MNSSHP and afterwards we broke up into smaller groups.

Here's a number you will need - group dining - 407-939-7707. Be aware that at many restaurants you will be seated in the same area, just not at one long table. Which is actually better especially at the buffets.

Good luck!

Cyn

 

[gtrist4life]

A question, a couple of comments, then my experience

Am I reading right that “lodging” is on you via your points?

• 22 is a lot of folks – for all to make a commitment 2 years away makes it more challenging.
• If you are treating on your points, then I would stress about a month before booking that the commitment needs to be racheted up a notch (blood contract, car keys as deposit, etc) due to the point cancellation hassles you’re subject to.
• Emergency cancellations only and get agreement on the definition of emergency.
• Thanksgiving is one of the most crowded times in WDW – keep that in perspective

We had a group of 16 in Dec 2003 all together in WDW to celebrate our DD's 16th Birthday. The trip was planned before we became DVC members so we had 5 rooms at Coronado Springs. Couple of hiccups, but overall it was a great trip

What worked well
Rough plan on daily together activities; Starting park; one meal together (usually lunch or dinner)
Cell phones a must for most in the parties; for plan changes – meeting up, etc.
Lots of freedom – people came together and went apart fairly naturally without any problems. There were lots of personalities and this helped avoid any conflicts

What could have been better
I would not recommend a group meal the first day. Our group came from different time zones and schedules. Over half bailed on our first night dinner.
Also, only one room was ready when we most arrived, 14 people hanging out in a Moderate room for an afternoon is not the best way to start a trip. It was a little cool or else a lot of us would have been at the pool.
As stated above, we loved the freedom, but If I had to do it again, I would have set up a couple more times where we were all together, maybe for a night time show or attraction(s)
We also failed to get an entire group photo, we were scrambling at check out day to get some groups together before the shuttles came.

I like MDMMIMs suggestions about planning and communicating frequently before the trip. Also the welcome itineraries are an excellent idea

It was a lot of work, but so glad we did it. About six weeks after the trip, we had a tragedy and lost my wife's sister that went with us in a car accident.

Best to you and your plans,
G4L

 

[GGOOFY1]

Wow, good luck....We have gone with my DS's baseball team and used our unit at OKW as the dinner/gathering place. I found that no matter how organized you are, you will always wait for someone. If you are trying to plan a dinner for everyone, do Hoop Dee Doo. They gave us a long table on the main floor, just to the side of the stage. We had a blast that night. There were 22 of us.

I looked up and planned: early openings/late closings, parade routes, lunch/dinner plans, and the only thing I can say is, you have to be flexable with a group that size. It never works out as planned!!! I didn't stress if we didn't make a show that I planned on seeing..

So my advice is REMEMBER THIS IS YOUR VACATION TOO, HAVE A GREAT TIME!!

 

[dsneygirl]

We're going with 12 in 2 weeks in 2, 2 bedrooms at VWL. We have planned a couple group activities (CP dinner, Hoop and MVMCP) and on most nights made 2 ADR for smaller groups (4 or 6 ppl).

I'm sure I will be able to write a novel when we get back.

 

[wdwstar]

If you need a studio & a 2 bedroom, just opt for the GV, otherwise the family staying in the studio will be jealous & feel like an outcast.

 

[spiceycat]

If you need a studio & a 2 bedroom, just opt for the GV, otherwise the family staying in the studio will be jealous & feel like an outcast.

not if the 2-bedroom is for your family - you are paying for it right!!!

my big trips never turn off - someone generally more than someone cancels on me at the last minute.

so now they do their thing and I do mind. their thing could be going wo/me (us) to WDW. but hey every family is different.

 

[rocketriter]

Have everyone make (and pay for) their own plane reservations. Leave the arrival day informal, with no expensive meal reservations. Leave plenty of opportunities for people to go their own way and only occasionally do something together. Stress that groups will begin on time, without waiting for the last teenager to comb her (or his) hair. Type up an itinerary for the events that people will do together, and give it to each room/group with a little gift bag of goodies (cookies, bottled water, whatever) to make everybody feel special. Have fun!

 

[dianeschlicht]

PLEASE, if you are springing for all the accommodations via points, make sure they understand the cancellation policy. Most of the problems with family trips is that someone messes up the ressie.

I also have been mostly successful by only planning a few key things as a group and letting everyone make their own schedule beyond that. We have always planned meals, but that was never an issue. The issues usually come when someone is late for a group meet up. Our policy was "if you aren't there by 10 minutes PAST the meet up time, we are leaving without you." Worked great, and we only left someone behind one time. It didn't happen again.

 

[jekjones1558]

Your plan to have 2 bedroom and 1 bedroom units will allow everyone to close doors and have personal space. It is an advantage over a GV. We had 12 + a toddler in 3 - 2 bedroom lock-offs, and it was great. This plan also allows the flexibility to cancel a room or 2 if there are cancellations.
I agree with many other posters that only a very few things should be whole-group affairs.

 

[loribell]

I invited my family to join me in the summer of 05. There were 24 of us in all. I treated them to the rooms and the individual families all paid for the rest of their own expenses. We had a fabulous time.

I went in to it letting them all know how I do my trips and that they were welcome to join us as long as they were ready to leave for the parks when we were or I would let them know which parks were best for which days and they could then make their own decisions. Since I was the expert & the rest of the family basically had not been they trusted me to plan their days. We had no problems at all. I never waited once for anyone. Once we got to the parks the groups would split up based on ages and tour on their own.

We planned one group dinner at Chef Mickeys and ate together in one of the villas a couple of times, other than that each family was on their own for their meals.

I can only say it was the most amazing trip I have ever had and hope that I can treat them to rooms again in the summer of 08.

Have fun and enjoy the memories you will make,
Lori

Here is our group pic from Chef Mickeys:

 

[cman]

I'm currently planning our 3rd family trip for 18 people - it will be our first Christmas at WDW. The other trip were OKW (2001) and BWV (2005).

The people involved are: My parents, in-laws, wifes's sister, her family and in-laws.

First let me say that this group couldn't plan their way out of a paper sack! If I left it up to them they would wait to make ADR's on the plane trip down there. Fortunately for me they all know that they are terrible planners and beg me to do it for them.

So what I do is plan each day that we are there for me, my wife and kids. I make ADR's each night for 18 and welcome everyone to join us. This way we at least get together once a day. What really happens it that most days people follow our plan and join us where ever we go because they know I've researched everything. If they want to do their own thing - no hurt feelings.

The first trips couldn't have been better and can't wait for the next.

 

[cdmickey]

Keep the structured meetings/dinings/rendezous' to a few special events. Let the groups form naturally, as this will let same-minded spirits roam together leaving others to have their special time opportunities as well. The main goal should be for all to have a good time. Let it be known that we're all here together but no one voice shall rule the proceedings.

 

[KelNottAt]

Thanks for the great information, everyone. Don't stop!

Yes, we are using our points to provide villas for everyone. If I calculated right it will take 612 points for Sunday 11/23/08 - Friday 11/28/08. That's exactly two years' worth for us.

Oh, and don't worry, I will explain the cancellation policy to everyone. But, you know what, I'm not gonna harp on it for 2 years or freak out or hold grudges when someone cancels. They all have the best intentions and wouldn't be the type to abuse our generosity.

If someone must cancel before 30 days, some creative reallocation and banking of points will probably salvage most of our expense. If they cancel within the 30 days window, oh well, we tried. Our points are valuable to us, but family illnesses, hardships, and relationships mean more.

As for our plans, so far it looks like:
One dinner for all 22
One dinner for just the 11 "grown-ups"
Cirque for whoever is interested
One golf game for whoever is interested
Richard Petty for 2 dads
One or two days at Universal

Thanks again for all the tips. Keep 'em comin'.

 

[DisneyMomJen]

I think you have to stress the 30 day window for points to family members so they completely understand. We recently had an experience with this. We were taking my Inlaws to Disney (and supposed to leave today). They backed out and I almost lost all of the points we were using. I was so upset!!! I found out through the Disboards that there is this one time deal with DVC where they let you 'keep' your points. This situation taught me a lesson about taking other people and made me realize how valuable my points are to me.

Good Luck to you and I hope you have an amazing trip!!!

 

[mikesmom]

but family illnesses, hardships, and relationships mean more

I totally agree on that one, but that warm fuzzy attitude will be tested if someone decides within 30 days that they just aren't up for it, or found something else they wanted to do. You think nobody will be that way, but believe me, it can happen.

I would also stress not trying to tour togethr. We had a smaller group a few years ago and they REALLY all insisted on being together. We has a couple of super-commandos in the group ("we have exactly 11 and a half minutes to get to the next ride") and they just flat wore out the others. The meals and activities were great fun which made it SO worth it, but we needed a vacation after the vacation to recover from the commando touring

 

[Mickey'sApprentice]

When is your use year?

I am planning a trip for April for 9 that is taking 2 years worth of points too. As we get closer, I get a little more worried about people backing out.

We have a February Use year, so I've figured if someone cancels at the last minute I've got 10 months to schedule something in the holding account.

Now if I can get DH to be o.k. with planning a trip at the spur of the moment it will all work out.

Have fun!