Taking Family - any tips?

[danicaw]

We are planning a large trip in Jan 2004.
It will be the first trip for our baby (who joins us in June) and we have decided to invite all the grandparents and my sis-in-law (they arent sure if they can make it).
Which works out to Hubbys parents, my Mom, My Dad and Stepmom (yes, my parents get along well). And possibly my sister in-law, her hubby and there little girl (who will be about 18 months at that time).
We are planning to do a two-bedroom which we will share with my Mom, and get studios for everyone else. We like the idea of having the full kitchen for in-room meals and figure if we needed a gathering place it would work, might be a bit cramped but better than all studios. We are leaning away from a GV, we think personal space on this trip will be desired by all. My folks all get along, but 5 days may be pushing it
My family has never seen OKW (our home resort) or any DVC resort for that matter. We will all be arriving seperatly and departing the same way, maybe even on different days.
Any tips for co-ordinating this type of trip. I know to not over plan our days as our little one will need to set the pace for at least my hubby and I.
My mom has been to WDW once, when I was in my wonderful teenage years, looking back at the pictures I look like a real grump (Ahh, to be a teenager again ). So, this will be quite a different trip with her first grandchild. My Dad has never been, and wasn't likely to ever go if he wasn't invited to come with us.
Hubby and I go every year since our honeymoon in 97. Skipping only next year, thinking we and baby can last until early 2004.
Anyway, enough about us....
Have any of you ever done simlar trips.
What did you learn, what would you repeat and what wouldn't you repeat.

Thanks,

 

[Firefighter Mickey]

We've done a trip like this twice.

I think your idea for the accomodations is a good one. The GV can definitely be a problem dividing up rooms depending on the makeup of your group.

The spouse and I have decided to never do a trip like this again - it's just too much hassle from the planning perspective and the second trip had everyone that we originally invited eventually cancel out on us at pretty much the last minute. We then invited my parents, and they also funded the airline tickets for my sister and her faimly; so we were able to recover, but only after a lot of stress.

We generally found that it worked best if we didn't stay together as a group touring the parks - there was quite a difference in age ranges, so the individual families would usually split up; though we did schedule a few meals at places all together, and almost always had dinner together back at the GV.

You might want to also make sure that everyone knows in advance what is paid for and what isn't.

We also put out a monthly newsletter with lots of information for people on things to do and see at WDW - most of the family had never been to WDW before, so they found this very helpful. We also included price ranges for different things, so that people could plan thier budget.

 

[ILuvDVC]

We are leaning away from a GV, we think personal space on this trip will be desired by all. My folks all get along, but 5 days may be pushing it

A Grand Villa is a much better meeting place than a 2 bedroom. I've done both, had the family down with a 2 bedroom and studios for the rest of the people. And, I've had it with a Grand Villa and studios with the rest. The Grand Villa was much better because the living room was bigger, the kitchen was bigger, and it has 4 showers! I love that small bathroom off the living room in the Grand Villa.

When we went, we all had our own room, so we had enough personal space. My sister would go to her room to read, my Brother would watch sports on his TV in his room. It all worked out great. The neatest part of having everyone in the Grand Villa, is it was our meeting place, and you knew whether someone was home or not. We did have one other couple in a studio, and they simply came over to the Grand Villa when they were ready to leave.

Either way it will work, I'm sure, but give the Grand Villa a second thought. I think the meeting room is worth the extra points. Some others might have different opinions.

Oh, next June, I've got 2 Grand Villas and a 2 bedroom booked, big BIG Family reunion. I really can't wait. It should be interesting. Oh, I'll be staying in the 2 bedroom....

 

[anniet]

You are going to have a wonderful time!

I planned this type of trip for myself and 13 family members for the Millenium Celebration, prior to purchasing DVC. We all stayed at Coronado Springs and had a wonderful time.

Some tips from the experience I had- We also did not all stay together due to age differences- we had 3 generations with us, but we DID bring along two way radios which were worth their weight in gold. We usually stayed in the same parks, but we split up and when we wanted to reunite we would just call each other on the two ways.

Prior to leaving, I asked everyone a lot of questions about what they really wanted to do while we were there. Then I put together a calendar with dates and times for "family events". One night we celebrated a cousin's birthday at Rainforest Cafe. One night I made ressies for all of us at Hoop Dee Doo. One night half of us went to Cirque du Soleil and after that they met the rest of us at MK for Fantasy in the Sky Fireworks (again this wouldn't have been possible without the two way radios- we never would have found each other!)

One night the "parents" went to Pleasure Island while the grandparents babysat, and one night the grandparents went to PI while the parents stayed with the kids! The very last evening the guys watched the kids and all the woman went shopping at Downtown Disney.

I don't know how your family feels about finances, or what you are planning, but in 2000 we all paid for our own rooms, and even though we will be using my points in 2005 my family wants to pay me something so we agreed on $100 per night. We're planning on 5 studios (including my own) although I have been thinking about one two bedroom like you lately, but either way the extra $$ will help offset my annual dues and the fact that I'll be borrowing points to make this all happen.

A great time was had by all and we are all looking forward to our 2005 trip, only this time with a few more additions to the family!

 

[Pa@okw95]

I would go with the GV and studios as needed. The living area in a GV is much larger as is the dining room table. Three bedrooms and 3 baths are also a big plus. You got it right if you do not over plan. Everyone has different tastes. It has been suggested that you let everyone know what is paid for and what is not-that is a very good idea. If you go in a large group you will be surprised how long it takes you to get from point A to point B. Bathroom stops will kill you alone. Most large groups will let you get away with controling the situation for a day or two, but unrest will set in, so let everyone do what they want. You might try one character meal, but only one. Have plenty of snack foods and drinks back at the main room, in that department I would get large bottles of drinks so that no one can just grab a can of soda, you would be surprised how many half empty cans of soda you will find otherwise. Take it from me, you are taking on a big assignment. I hope you know everyone real well, or it can be a big surprise. For example one couple wanted this special coffee or else they just could not start the day, another their kid lost his 'blinkie" and had to have just the right size. Would you believe 1 am going out looking for a "blinkie". I guess that is what you call them. At any rate people are very different, give them plenty of space, maybe you will enjoy yourself that way.

 

[Cruelladeville]

I did the family reunion thing once--and never again. I'd happily kill every one of them, given the chance. Several of my lovely family changed reservations at the last minute, resulting in forfeiting some points. Since everyone was staying on my points, I was hyper-sensitive when someone started complaining about the room, resort, etc. I felt like I was responsible for their good time, or lack thereof. It's a dumb reaction, but that's how I felt. So, after that, I decided that I liked my relatives a lot more when I could have them down one group at a time. I sincerely hope your family is nicer than mine was, because you may actually have a wonderful time! Good luck!

 

[Chuck S]

I think your set up of studios vs a GV is good, and you may consider requesting that the 2 bdrm be a lock-off unit - that way if the new baby has a troubled night you won't keep the folks in the 2nd bdrm awake by closing the double connecting doors.

 

[Johnnie Fedora]

I'd book some rooms on points and some with cash. When you book a cash room through MS, you can easily cancel it up to 5 days prior w/o a penalty. Also, by booking some with cash it helps you save some points for a "just us alone trip" you'll want to take about 2 months later.

We just did HH for Thanksgiving for 18 family members, and it was hard enough to get everyones entree selection for our "Private Affair Night". I can't imagine trying to organize any activities at WDW for a large group.

We loved our HH vacation, but I can't wait for our alone trip to BCV coming up in a few weeks. Family trips can create some wonderful memories, they can also create some headaches.

 

[dianeschlicht]

If you have 3-4 family groups, I would lean toward the GV at OKW. We did that a few years ago, and it was great having the larger common space. Because the two guest bedrooms are upstairs and each is almost like it's own studio, I would think you could give each family group a bedroom. We did that, and worked out great. We let the older teens use the living room. Because some of the folks with us were on a tighter budget, we had each family group plan one main meal during the trip. They could chose what time it would be and what the meal would consist of. It was everyone's choice if they would be there for the meal or not. It worked out great and we had a wonderful together time! We were 11 in number and ranged in age from 61-4!

 

[mikesmom]

We did this in May and I have 2 tips:

1) Schedule some family activities, but make sure there is PLENTY of time for everybody to do their own thing. When we went in May DH wanted to park tour with his kids (both with spouses) and the 3 year old grandson. His kids (particularly daughter) are very much commando vacationers (not just for Disney apparently, but all the time). They were scheduled literally to the last minute (including how long it should take to get from ride to ride) - by the 2nd day I was already exhausted and by the 3rd day was pleading illness to get a couple of free hours off! People have different styles and may need space to enjoy those styles.

2) I strongly suggest a couple of days for your own mini-vacation after the extended family has left. If you have a really large group and spend a lot of time stage managing activities, doing airport pickups, making ressies or hosting meals you may need the down time to feel like you and your immediate family actually got a vacation. We stayed on at OKW in May for a couple of days and it probably saved our vacation.

 

[danicaw]

Thanks everyone. Your tips are great.
I love the idea of a group charater breakfast. And hubby and I are already planning on 2 days alone at WDW, just our little family, after everyone else has left.

We have such a diverse group. I still don't think a GV would work for us. We could only fit part of the group and I would be concerned the parents not in the GV with us would feel slighted. I am more comfortable with everyone having the same accomadations.

We stayed in a GV in 2000 with my hubbys folks and his sister & her hubby. It was perfect. I love those units - lets just move in! And you guys are right you can't beat that kitchen and common area. Wow. We will miss that.

Thanks everyone!

 

[MikeScott8]

Hey my wife and I are planning a big trip to OKW in Jan 2004 as well. We are giving her two sisters and thier DH/DB and the one sisters DS the trip for Xmas this year. I also like the advice from this thread and will watch it for more advice.

We are planning on the two bedroom at OKW. My wife and I in the main bedroom and her sisters can figure how how they want to split up the two queens in the studio and the pullout in the living room.

We printed up a rules sheet for them as well as a certificate. The first rule is that we all DO NOT have to spend EVERY MINUTE together. and then other basic things about the suite and the gift (room only, tickets and getting is on thier own). We also had custom shirts made from the Disney catalog for the trip.

Mike

 

[ILuvDVC]

We have such a diverse group. I still don't think a GV would work for us. We could only fit part of the group and I would be concerned the parents not in the GV with us would feel slighted. I am more comfortable with everyone having the same accomadations.

You could always draw straws to stay in the Grand Villa. But, I understand what you are saying. I'm giving up the Grand Villa in June, because I want my Aunt's family all to experience a Grand Villa. Our family fits nicely in a 2 bedroom too.

 

[RWishbone]

The last 4 years, I planned large family trips to WDW. This year there will be 24 of us staying at the BW - a GV and 2 two-bedrooms- for 7 nights in January. Here is my two cents..I think the best thing to do is to plan ahead as much as possible in advance. The idea that you will just "take it as it comes" ends up more stressful for everyone. Our group likes to stay together alot even though we range in age from two grandmas in their 80s down to a great granchild age 1. We learned that for such large groups, the worst thing to do is to meet in the morning or even the night before and try to decide what to do. Too much time is spent discussing what to do and usually someone ends up a tad offended that they were out-voted. Instead we all get together many months in advance and plan out a proposed itinerary. Eveyone knows what the group is planning to do on a certain day and they can always opt out if they want to do something else. We eat half of our dinners in the room and half out at restaurants. Those reservaations are all made in advance and the info is distributed to everyone. That way if someone or some group elects to so something different, they know where and when they can meet up with the group again. We use Net grocer to order food in advance. We use Tiffany Towncar for transportation and one van stops at the store for food and the little kids and the moms head to the resort. Hope you have as much fun planning as we do...Rich

 

[danicaw]

You are right Rich.

The idea that you will just "take it as it comes" ends up more stressful for everyone.

My hubby and I don't want the group as a whole to be deciding things like where should we eat, which park should we go to, etc. while we are there. Those things will be decided at ahead of time and they can join us or not.

Lucky for us, Hubby and I love to plan WDW trips almost as much as we like taking WDW trips.

We will have to check out Net Grocer, although I think we will be renting a car for our part of the family. Since we will be staying after everyone else takes off and we have leftover (shhh) IOA/Universal passes from this years trip (shhh, don't tell Mickey).

Thank you all, I am having so much fun just thinking about all this