Very Premature...but...

[badblackpug]

When I told my friends about our planned trip for this year (Nov. 3 - Nov. 11) sooo many of them were jealous! The main comment I got was: "I wish I knew I would have loved to go with you guys!" (since this is a family/kid thing my philosophy is "the more the merrier) So we decided to plan a BIG trip for all manner of friends and family for the same time in 2007.(Jersey week for us) This will technically be a "Grand Gathering" because it will include 10-12 people. Can anyone give me advice about how to go about planning something on this large of a scale? I would like to upgrade the accomodations a bit (my dream has always been the Poly, we are at ASMu this year) but I would consider a villa if renting DVC points was more economical and if we wouldn't need 2 villas (has anyone ever done this? What is your experience?) and actually, I would consider any accomodations. I would prefer not to have a "split stay" IMO it is too much trouble to move. Airfare is not an issue since Philadephia is a Southwest and AirTran hub.

Also, I booked this year through AAA. I was very pleased about the savings, but none too pleased about the service. My final payment was 9/15, and my agent called me to say she hadn't received it as of 9/21 (I sent it on 9/10 the office is literally one town over) and she just called me today that she is processing it now. Apparently they are not too diligent about checking mail.

I am looking for any advice anyone can give me about arranging this. With the max of 12 people going we would be looking at 1 suite and 2 rooms (if the suite could accomodate 6) or 4 rooms.

All ideas and suggestions are appreciated.

If this is not the correct forum please feel free to move me.

 

[ajcolorado]

You are not premature in starting your planning now, if you ask me. Dining reservations can be made 180 days out and people will need time to plan their budgets etc.

The Boardwalk Grand Villa, for example, can accomodate 12 adults maximum, plus one child under the age of three in a crib. The 2006 rate for a Grand Villa in November is $1595 per night. I really think it will be much more economical to go with value rooms, or even moderates.

Another option would be to look at Windsor Hills or Orange Lake which can each accomodate up to 12 in a room but for much less $$ - although you'll need rental cars.

We have organized group trips and here are some tips:

1. Since you are going this year, collect a clean, flat park map and times guide for each park. You'll find them in your hotel lobby. These will give everyone a good idea of what is available.

2. Have a definate commitment date and be very clear about the deposit needed.

3. Decide in advance how much of the planning you are willing to be personally responsible for. Are you going to figure out touring plans for everyone? Are you making dining reservations for anyone else? Make sure you've already decided what you will and will not do. We had friends who had never been on a family vacation other than visiting relatives. They found the whole WDW completely overwelming but they are the nicest people in the world so I even did their airline reservations. Others in our group barely needed us.

4. Don't plan on trying to keep the group together at all times. What worked well for us was to say, "We're going to these parks on these days but you are free to do what ever you wish" and "We would love it if we could all get together for a special dinner on this night". Or arrange to meet to watch Fantasmic or Illuminations together. Trying to come up with a schedule that will accomodate everyone is an impossibility.

5. Do plan regular meetings on occassion where the "planners" from each family or couple can get together to discuss the trip. We would share books etc.

 

[labdogs42]

What about a vacation home? I know it isn't on Disney property, but you can get a huge place for 12 people for less than $1000 for the WEEK (depending on the time of year)! WITH your own pool. We're renting a house in May for 12 people for $800. That to me is an insanely cheap price.

 

[MyGoofy26]

If you're interested in the villas, maybe look at Old Key West's Grand Villa? Could be a great deal if you find someone with enough points to rent.

One week in November is 372 points, and if you cut out Friday or Saturday night stays (maybe stay Sun-Thurs nights, leaving Friday?) it's only 190 points. Rentals seem to be around $10 per point (give or take a dollar) so for about $2000 you could sleep 12 people. Even with the Friday and Saturday nights, it might not be a bad deal compared to multiple rooms.

And definitely not too early . . . at 11 months OKW owners can start booking, so if you can get plans firmed up by December and find an owner to rent from you'll stand a better chance of getting one of the villas.