Tips for organizing a large group trip?

[Butterstick]

I'm in the very beginning stages of organizing a large (maybe up to 50 people + their kids!) week at WDW. (for summer 2018) Where do I start?? Do I call Disney? Set up a hotel block?

How would dinner reservations work with such a large group? I don't want to be on the hook for like, 10 no-show fees if I'm the lead, and people back out last minute. Does Disney even take reservations for such large parties? Should I look into arranging some kind of private reception/party? Would that be crazy expensive?

I expect that for 99% of the time people will be in smaller groups, but I'd like to have at least 1 "the gangs all here" type of event...

 

[FastPasser.]

Should I look into arranging some kind of private reception/party?

Absolutey, I'd go with either a dessert or dinner party.

Would that be crazy expensive?

No, you might be surprised. Disney Park Event Operations puts on thousands of small and large private parties at Epcot, DHS and AK. They range in size from ten to thousands of guests.
https://www.disneymeetings.com/new-contact-us/

 

[MamaMaleficent2016]

I think you definitely should get help... either a Travel Agent or Disney directly.

Also, just my advice after doing some large group trips, don't try to plan everything together. Maybe a reception. Maybe same parks with a reserved cabana (if available) as a meet up location.... but no one will be happy in that large of a group doing everything together.

ENJOY!

 

[Budzooka]

We didn't have anywhere near 50, but we just got back from a trip I planned a trip for a group of 16. I used a Disney vacation planner and she was a huge help. Our strategy was to have a TS dinner together every night, and the rest of the trip we could stick together or break apart. She made all the ADR and FPs for us. We were rarely able to get an ADR for the entire group, but had two reservations of 8 and asked to be seated together and they were usually able to accommodate. I would definitely get some help. Good luck!

 

[justme0729]

You can get a reservation for at least 25-30 people on one reservation at Ohana and Hoop Dee Doo. You could make 2 big reservations At opening or closing time. HDD is prepaid tho and will charge if don't show I think

 

[Butterstick]

I called Disney and got a bit more information about doing a room block at their resorts. I'm a little nervous about the room guarantee thing-- I don't want to be stuck with the bill if someone cancels last minute. With 50+ people, that bill could add up really quickly!! Has anyone here done a room block? Could you point me to some more resources? The proposal they sent me is a bit hard to understand. (I called to ask questions, but they haven't gotten back to me yet)

 

[ChristineOH]

I'm in the very beginning stages of organizing a large (maybe up to 50 people + their kids!) week at WDW. (for summer 2018) Where do I start?? Do I call Disney? Set up a hotel block?

How would dinner reservations work with such a large group? I don't want to be on the hook for like, 10 no-show fees if I'm the lead, and people back out last minute. Does Disney even take reservations for such large parties? Should I look into arranging some kind of private reception/party? Would that be crazy expensive?

I expect that for 99% of the time people will be in smaller groups, but I'd like to have at least 1 "the gangs all here" type of event...

Don't do it.

Lol! Seriously, though, I'd get a TA to handle the bookings, arrange one special large group dinner or dessert party, as suggested above. (Maybe one of each? Hoop de Doo would be a great option.) Book all at the same resort, so everyone can hang in the food court or by the pool together. And then just let people do what they want.

You don't say if this is family or friends, but the only way I'd take any more ownership than that is if I had grandparents along who were only interested in spending time with grandchildren and would have trouble planning on their own.

 

[Butterstick]

I guess you could say... it's a sorority of sorts. People coming from across the country. Some people I do know, some people I don't know, but it is a tight network. A reunion of non-related people All ages. Some 20-somethings, some 60-somethings!

 

[lpizzuro123]

We were married in Disney 8 years ago and had 50 guests. After our morning ceremony and afternoon reception, we did a private nighttime dessert party at Epcot. It was wonderful.

With the amount of people you have having a Welcoming Dinner at the start of your trip - a lot have mentioned Hoop Deed Doo and this sounds like a great suggestion and then an ending Private Dessert Party would be so much fun. Try to get a Private Dessert Party in Epcot so it would just be your group. Not sure if they do this anymore but they also used to do Private Dessert Parties at Fantasmic also. We did the Spirit of Aloha dinner at the Poly this past May and enjoyed that also. They also do wagon rides (with I think about 20 people) at Ft. Wilderness and I think you might be able to rent one for a private event if you have that many together.

Having everyone stay at the same resort would be the best as then everyone can hang out at the resort and pool. It would be next to impossible to keep everyone together for FP's and dinner every night.

 

[Surgie2]

Can you choose the resort and then let everyone go online or call to book their individual rooms? There is no way I'd want to be on the hook for covering cancellations. It stressed me out enough to have a large hotel block for my daughter's wedding LOL! I think if you do the research and choose the resort (if that's what the group wants you to do) everyone can do their own booking from there. Some may want a package with tickets, some may prefer to buy tickets elsewhere. Everyone needs their own MDE account - or at least every family. I'm doing this for my family and taking care of all the reservations but it's only 10 of us and I know they will all show up

 

[KittyKitty]

Talk to an expert, but I would have everyone pay you a nonrefundable deposit for their room if you are paying for the deposit to reserve. Then use the rules Disney has for payments/cancellations for your guests.
You will find that people change their minds when they have to put down a deposit. And they might be surprised of the total cost.

Just thinking about this, I think you should go with a T.A. People will want different dates to stay, want to pay with credit card. Will change plans on you, meals, resort,stay off site, etc.

I would contact Dreams Unlimited Travel, Disboards travel agency. Good reviews.
https://www.dreamsunlimitedtravel.com/

 

[lpizzuro123]

Definitely let everyone make their own resort reservations. For our wedding we had a room block (with 3 different resorts - a budget, middle and high). We provided everyone with our room block number and they went in and made their own reservations. I know you would love to have everyone at the same resort, but different people have different expenses, and might not want to spend when other are spending.

 

[rwdavis2]

Let everyone book it themselves or get a travel agent. Don't do it yourself. There's no way you can do much of everything together every day. It won't work.

 

[ChristineOH]

I might focus a weekend on just "togetherness" stuff. Plan to hang at the pool/pool bar Friday night, an early Hoop de Doo on Saturday followed by HEA at MK for those who are interested, and then encourage pool time followed by Illuminations dessert party on Sunday. And then people who are interested in touring the parks can plan park days either before or after that weekend.
The trouble with Disney for reunions is that you probably want to tour the parks AND spend time with your large group. But you can't really do those two things at once.

 

[FlightlessDuck]

Lots of alcohol.

 

[Butterstick]

Definitely let everyone make their own resort reservations. For our wedding we had a room block (with 3 different resorts - a budget, middle and high). We provided everyone with our room block number and they went in and made their own reservations. I know you would love to have everyone at the same resort, but different people have different expenses, and might not want to spend when other are spending.

Yeah, I'm planning on going this route. I've picked 3 resorts- a deluxe, moderate, and value. Everyone can go in and make their own reservations, getting our group discount if they provide the information. But it looks like I have to put down a credit card for a guarantee...? Here's the language in the proposal I got:

"
OPTION #2: BILLING ROOMS TO GUEST - CALL-IN RESERVATIONS

• Room Block Guarantee: For group reservations, we require a signed contract and credit card authorization to be received by us within seven (7) days of the contract date. The credit card authorization will be used for guarantee purposes only and is required to secure the room block until the individual reservations have been completed and as security for any charges that may be left outstanding on any individual reservation or on your group master account at the completion of your groups stay. Your card will not be charged until you have been advised of such charges.
• Reservation Method: Reservations into your Room Block will be made by calling Disney's Group Reservations at which point a one night deposit plus tax will be required per room reservation. A date for these calls to begin, and the number for your guests to call, will be advised after we receive a copy of this Agreement signed by you. Please note deposits may vary pending addition of tickets or dine plan.
• Payment: Attendees will pay for their own room, taxes and incidental charges upon check-in. Attendees will be subject to the Hotel's credit policies and procedures for guests at that time. Any charges placed on your Master Account will be due thirty (30) days prior to the group's arrival.

Cancellation Policies

• Full Cancellation: Up until sixty (60) days prior to arrival you may cancel your entire group without charge. After this date, the group will be subject to a cancellation fee equal to ninety percent (90%) of the total rooms in the room block, multiplied by the nightly room rate for the rooms (plus taxes) for each of the unused room nights that are not resold.
• Partial Cancellation (Reduction of Room Block) and Attrition: Up until thirty (30) days prior to arrival, the group may drop individual room nights from the original room block without penalty, provided that the group keeps at least ten (10) rooms on at least one (1) night. After this date, the group will be subject to an attrition charge equal to ninety percent (90%) of the nightly room rate, plus taxes, for each of the unused room nights that are dropped and not resold. Disney will attempt to resell any room nights released by you by placing them back into Disney's unsold inventory of room nights."

 

[Butterstick]

I might focus a weekend on just "togetherness" stuff. Plan to hang at the pool/pool bar Friday night, an early Hoop de Doo on Saturday followed by HEA at MK for those who are interested, and then encourage pool time followed by Illuminations dessert party on Sunday. And then people who are interested in touring the parks can plan park days either before or after that weekend.
The trouble with Disney for reunions is that you probably want to tour the parks AND spend time with your large group. But you can't really do those two things at once.

I think I'm going to have just one "togetherness" event, then let people arrange their own activities via our Facebook group. Like, "we're doing rope drop at MK today- who wants to join??" or "We really want to try Boma for dinner. Anyone want to join us on Tuesday??"

I might do something at the 6-month out date-- "Hey, I'm making a reservation for Biergarten for dinner on Sunday. Who wants to join?"

I think that might work?

 

[Surgie2]

I might do something at the 6-month out date-- "Hey, I'm making a reservation for Biergarten for dinner on Sunday. Who wants to join?"

I think that might work?

I think that sounds like a great idea to communicate through your FB group. You could post some resources in advance...links on how to book ADRs and FPs. I think it would be good to gather ideas of restaurants that don't especially need ADRs. Some people who are new to Disney can't wrap their minds around figuring out where they want to eat in 180 days while others may have definite ideas.

Good for you for taking this on!