room request question (long)

crusoemom

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I just had a great trip back from BWV with 8 of us using a 2BR and a studio. My parents were with us and my mother uses a walker to get around. However, in WDW she uses a wheelchair to go any significant distances because she can't go far using the walker without having to rest. She has her own wheelchair that we can fairly easily set up and take apart to fit in the trunk of her car.

When I made the ressies 11 months ago (I made them day by day because I wanted a standard view and needed specific dates because of school vacation week), I put in the following room requests: non smoking, close to the elevators, and if possible, have the rooms close to each other. I did say when I made the request that my mother was in a wheelchair and that was why I wanted a room close to the elevator.

I didn't send a reminder to the room controller (I have done so in the past) because I wanted to see if the official system worked. Unfortunately when we got there, we found out that we were at the farthest possible location from the elevator, rooms 3004 and 3006 (actually, room 3002 was farther, but it was the only one). This posed a real problem for my mother in terms of her independence, because if we had been close to the elevators she could have used the walker to go to the lobby and possibly even the boardwalk. As it was, since we had to push her in the wheelchair, she only went out once in the morning when we went to the park, and then didn't go out again that day. That plus the fact that we had two kids in strollers, made for an interesting pusher to pushee ratio.

When I complained to the manager, she said we should have put in the request for medical reasons. However, my mother said absolutely not, because the technical definition for medical reasons is for someone who doesn't have anyone to help them get around, such as someone on crutches who doesn't have a wheelchair. And since my mother gets a little ticked off when she sees people abuse the handicap parking spots that she really needs, she's a stickler for the rules.

So what do you think that I should have done? I don't think I would put in a request for medical reasons because she did have people to push her. But do you think that I should have faxed the room controller and explained our situation?

On the bright side, I didn't gain any weight on the trip :), and the weather was beautiful.
 
You made your requests. That's about all that you can do. The only other thing you can do is to prioritize them and it sounds like you did that, too.

The problem with a standard view is that I don't think there are very many of them that are located near the elevator. If they are already occupied when you check-in there's not much that can be done.
 
I would have faxed the room controller. Of the 3 times I've stayed at BWV, the only time I got what I requested was the time I faxed the room controller. Last year I requested "fireworks view" (standard view) at 11 months and they put us on the first floor! We checked in at 10:00am and I asked what floor we were on. Luckily, they found a room on the 4th floor that turned out to be perfect. The year before I requested near the tennis courts and also faxed and we got that. In 2000, I requested Boardwalk view at 11 months, didn't fax and we didn't get it. This year I will fax the room controller. I've had good luck at OKW when faxing the room controller.
 
I don't think 3002 & 3004 are standard view, they may have upgraded you. I think standard view starts around x079 (odd numbers). We were in 3101 last December and that was about half way down the standard view hallway. The standard views all face the entrance, front driveway & tennis courts.
 

You should put for medical reasons and then fax the resort attention room controller about a week and a half prior to your visit. Otherwise it's just another request and when you put you wanted them close together, you gave them few options with the standard view rooms. Medical reasons does not necessarily mean handicapped and there's no reason to avoid this label for the requests.
 
I don't think I would
put in a request for medical reasons because she did have people to
push her. But do you think that I should have faxed the room
controller and explained our situation?
I agree with Dean that it's perfectly reasonable to put in for medical reasons with the situation you mentioned. We have people available to push my DD's wheelchair, but we still need ceertain things. Not being close to the elevator DID make a difference for your mother since it limited her independence. If your specific special needs request is not in their computer as a medical request, it gets looked at the same as all the other people who requested the same thing. Telling the reservation person that you have a wheelchair sometimes works, sometimes not. It depends on how they enter it into the computer.
As some of the others said, there might not have been very many rooms that fit standard view plus your other requests.
 
I assume you want BW

407-939-5150

if you want the others it is in your member guidebook - on the first page of the description of each resort
 
We have some special requests on our current reservation at BWV. These requests were put on the reservation when it was made at 11 months out.

At what point in time do you fax the room controller?
 
If your Mom doesn't have legitimate medical reasons, who does? I always mention this when booking a room for my Mom, who has limitations similar to those of your Mom. It has taken my mother years to finally rent a ECV and not "feel silly," and she hates when we have to push her around the resorts in her wheelchair. Anything that helps her move independently -- with her cane -- I would imagine Disney is happy to provide as long as you let them know there is a genuine reason for asking. So far they have always been wonderful in trying to accomodate our requests.

I am sure you know this, but please remind your Mom that not everyone "looks" handicapped. My Mom IS mobility-limited, but her real challenge is her asthma. She has trouble breathing in extreme temps, hot or cold. The handicapped parking tag has given her a lot more freedom because she can park close to the door of stores, resturants, etc. My mother always worries that people will think she is "faking" somehow, which to me just seems crazy. No one would begrudge your Mom a room near the elevators. This layout is actually why we haven't tried Boardwalk yet!
 
Thanks for the suggestions. We're all excited about returning in two years, so I'll be sure to have a long discussion with the reservationist to get it entered correctly in the computer. I think I'll also fax the room controller with my explanation as well to be safe. And I won't even put in a request to have rooms close together since that might have been one of the problems last time.

Thanks for the advice!
 
Originally posted by aajmich
We have some special requests on our current reservation at BWV. These requests were put on the reservation when it was made at 11 months out.

At what point in time do you fax the room controller?

About 5 days before arrival. I fax on Tuesday for a Saturday arrival.
 
I can understand how your mom feels! I am not handicapped, but I had to park somewhere in Canada when we flew out of Detroit metro, and I had to walk with one pulley suitcase and golf clubs for miles and miles and miles and miles:rolleyes: By the time I got to BWV I was exhausted, so I took a 45 minute power nap before doing everything Disney. When I woke up I literally could not move--I have never been more terrified in my life! I inched my fingers along the mattress to grab the telephone cord to call for medical help--I had torn the muscles away from my ribs on my right and from my backbone on the left, and my butt was involved somehow, too. I had to use a wheelchair to get around, and I refused most of the time, so basically I stayed in my room. Fortuneately, I had been put into a handicapped room, 1078, I think, right next to the elevator, so I could at least bathe! I felt SOOOOO self-conscious in that wheelchair! People don't talk to you when you are in a wheelchair, either, they talk as though you aren't there, and no one makes eye contact with you:confused: No wonder your mom resists using one!!
 
I have been a lurker for quite some time now. This subject has always been a sensitive one for me, having been a former OKW room assignor. I want to assist everyone here by informing you the way faxes and excessive requests are really dealt with.

Requests given at the time reservations are made are more than sufficient. If you do not receive your requests by doing this, it is because the room you have requested is not available and is currently occupied by another member/guest OR the room you requested is available, but is reserved for another person arriving the same day who has more booking seniority.

Those guests/members that cause enough of a scene in the lobby are occasionally given a room they did not deserve because it was taken from someone who did deserve it. This is a managers choice to make.

Faxing/excessive calling prior to arrival angers room assignors. This is the way NOT to get your requests. There are enough things to occupy an 8 hours shift without having to read a specific plea as to why someone needs a particular room. These faxes might get a glance, but no preference is given to these people.

Hope this helps. Being sort of an insider I will try to post assitance whenever I can.
 
I would be satisfied if I believed that ALL room assignments were given based on priority - first requested, first served. However I called day by day at 11 months, guaranteeing my right to be at least equal to everyone that checked in during the same week-end. I also checked in on a Saturday, which is usually not the busiest time to check in because people want to check in on Sunday and save the points. I believe that I should have been in front of those checking in on Sunday. I did NOT fax the room controller, and I got almost the absolute worst room with regard to closeness to the elevators (there was only one room farther away). I realize that only 20% of the rooms are reserved for standard views, but still that should be at least 70 or so rooms. I find it hard to believe that the other 69 people in those rooms did exactly as I did, or else had checked in before me.

I obviously made the mistake of requesting the rooms to be close to each other, and I won't make that mistake again. However, I certainly made it clear to the reservations person that my priority would be close to the elevators, and I gave her my reasons.

I don't begrudge ANYONE having a closer room based on medical reasons, but I also find it hard to believe that the other 69 rooms were based on that. So to me, I have two choices: I can request based on medical reasons, which I won't do because my mom doesn't actually have absolute medical reasons (she has us to push her), and I would HATE to prevent anyone who actually has medical reasons from getting a better room.

I could explain my reasons to the DVC reservationist, but that obviously didn't work.

My final choice is to fax the room controller, giving my reasons, and hope for the best. I literally cannot get a worse room, and perhaps the room controller will look at those reasons and find a way to have a room other than 3004 available for us.

I understand that faxes are an inconvenience to the room controllers, but for me it's the only chance that I have without bending the rules (or at least my mother's rules) and requesting for medical reasons.

By the way, we did get a lot of mileage (figuratively) by turning it into a joke. It's just a joke that I don't want to have to repeat if at all possible.
 
I think what the original poster might be forgetting is that not everyone checks in on the same day. There may have been people already checked into many of the rooms that fit her criteria on previous days, therefore the availabilty could very well not be there because the rooms are already occupied. Standard view rooms are not that plentiful, and are always requested. If the rooms are not physically available the day you check in because they have been occupied for a few days, what can the poor people at the front desk do?
 
DVC Nut, thanks for coming out of the shadows to supply us with an expert's knowledge of how the system really works. On one of our last vacations, I was talking to one of the Cast Members at BWV and she mentioned that she was the room assignor. I asked her about room requests and her statements echoed the statements that you presented. She even suggested that fewer is better.

I imagine every day was one big jigsaw puzzle, trying to meet as many requests as possible. Thanks for giving us the scoop.

Troy
 
I obviously made the mistake of requesting the rooms to be close to each other, and I won't make that mistake again. However, I certainly made it clear to the reservations person that my priority would be close to the elevators, and I gave her my reasons.

From the information you've provided, I think this was your unlucky move.

As you pointed out, only 20% of the rooms are standard view. Using your estimate of 70 total rooms, if one assumes an even distribution of check-in/check-outs during the week, one would expect 10 rooms to be turned over each day (70 / 7 = 10).

It seems reasonable to me that you had a low probability of getting all of your requests met for a 2-BR and Studio. It appears that the assignor was gracious enough to get you the two rooms next to each other. This apparently was not what you wanted.

Anybody know how many Standard view 2-BR units there are BWV? My memory is that there are actually surprisingly few.

Troy
 
Originally posted by crusoemom
I would be satisfied if I believed that ALL room assignments were given based on priority - first requested, first served. However I called day by day at 11 months, guaranteeing my right to be at least equal to everyone that checked in during the same week-end. I also checked in on a Saturday, which is usually not the busiest time to check in because people want to check in on Sunday and save the points. I believe that I should have been in front of those checking in on Sunday. I did NOT fax the room controller, and I got almost the absolute worst room with regard to closeness to the elevators (there was only one room farther away). I realize that only 20% of the rooms are reserved for standard views, but still that should be at least 70 or so rooms. I find it hard to believe that the other 69 people in those rooms did exactly as I did, or else had checked in before me....(snip)

Just wanted to post that I think your estimate of 70 standard view rooms is too high. According to this thread:
http://disboards.com/showthread.php?s=&threadid=339125

the number of units at BWV is as follows:

BWV
97 Dedicated Studios
130 Dedicated 1Bdrm
0 Dedicated 2Bdrm - 149 Lockoffs
7 Grand Villas = 383 Units / 532 Max. Available Rooms

Even if all of the lockoffs were rented as 2 bedrooms (and they are never all reserved as 2 bedrooms), 20% of 149 is 30 2 bedroom units. Even though you checked in on a Saturday, it is very unlikely that all of the 2 bedrooms were available for reassignment. That means that the room assigner had considerably less 2 bedroom units to choose from than you think (your first post said your party was in a 2 bedroom and a studio). And a good proportion of those will not be close to the elevators because there is only one wing for standard view rooms. (There are quite a few more preferred view rooms closer to the elevators than standard view rooms).

I think the room controllers do the best that they can to meet requests. They do assume that your requests are listed in the order of importance to you. Your thought limit your requests may help next time.

Keep in mind that many BWV owners who reserve standard view units (especially for holiday weeks like President's week) do call day by day. I know that I always do.

All that said, I'm sorry that you didn't get your requests. It is certainly possible that someone who arrived before you made a fuss and your original assignments were changed. I wish the front desk CMs wouldn't reward the "fuss budgets", but then I'm not the one who has to put up with them, either!

FWIW (and that is probably very little, since it's not my mother), next time I would request close to elevators (but not handicapped) for a medical reason. No need to tell your mother. I understand that she has her pride, but I couldn't stand that my mother had to spend extra time in her room just because of it. As others have posted, she/you has a legitimate reason for the request.

Hope your room locations turn out better for your next trip!
 
I am not 100% certain of how many standard view rooms there are at BWV, especially since this was not the resort were I worked, but Troy is correct in saying that eventhough there might be 70 stand view rooms, everyone checks in on a different day of the week. There may have only been one or two studios available for check in on that Saturday.

A suggestion that might help in the future...

When making the reservation with MS, make sure you tell the advisor that you want "It is more important that this home be near the elevator than it is for it to be close to my party" typed on the reservation. Since a special comment like this will not print on the confirmation letter, you will want to call MS back a little more than a week before you arrive and have them read all of your requests and special comments back to you. This way, you will know for sure that this info is included on the reservation. I know, from experience, that any time I saw a request like this I did everything possible to make this happen.

Also, if you request something for medical reasons, it is pretty much guaranteed (keep in mind not 100%). If you do not wish to request for medical reasons, you could have MS put another special comment that "due to medical needs, a room near the elevator would be extremely helpful, but is not medically necessary" This would mean someone who actually requested "for medical reasons" would get the room before you would, but you would probably be next in line after them.

I cannot say that everyone does room assignment the same way at each resort. There is not a specific science to it. Hope this helps.
 



















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