Dance Teams, Cheer Squads, Boy and Girl Scout Troops, business conferences….all bring large groups to Walt Disney World. You may have seen my recent article about actually setting up group reservations with the Walt Disney Travel Company. You’ve done that, so now what is next? It’s time to start planning the logistics of your Disney Parks trip so everyone has the most enjoyable time possible. But how do you do that, when you have approximately 40 different people with different tastes, needs, and levels of tolerance?
Today I’m going to share with you some Tips and Tricks for Your Next Large Group Gathering at Walt Disney World.
1. Have your resort reservations linked. Since Disney resorts use the same Reservation Office, this is so easy! Linking your reservations allows Disney to know that you are all traveling together and that you want your rooms as close to each other as possible.
2. Plan a few sit down meals together. Perhaps not everyone in your group is on the Disney Dining Plan. You can still coordinate your dining reservations for those of you who want to eat together. Break your larger group down into smaller ones to get close dining times. At the majority of restaurants, your group will be broken down into smaller parties. There are a few dinner shows and table service restaurants who can put tables together to accommodate everyone. This gives you a chance to reconnect after a day in the park. You will want to make these reservations as close to your 180 day mark as possible, and over the phone with Disney Dining. The CastMember can help you break your group down, and assure that everyone is accounted for, as well as getting you the most convenient time possible.
3. Plan some time apart from each other. If you are traveling with 40 of your closest family members, someone is bound to feel a little stressed. Split up in the parks during the day, and meet back together for a meal. Or, consider a date night amongst the adults, and take turns watching each other’s kids. Most importantly, allow for some down time a the pool or Downtown Disney to be sure everyone is relaxing and having a great time.
4. Appoint a “team leader” for various aspects of your group. Someone to seek out resort options from a travel agent or Disney group sales. Another person to suggest restaurants and check the crowd calendars to plan your park days. Consider another member of your party to plan out of park activities, and yet another to look for airfare or make road trip plans.
5. Put together some fun matching t shirts for everyone. This could be the same color with “The Hurst Family Reunion-2104” on it, tie-dyed shirts, or coordinated by each family. It’ll add some great fun to your photos, and even get you some extra attention from Disney CastMembers.
6. Set up a schedule. Schedule, on vacation? Yes, with a large group it’s a must. It doesn’t have to be a strict schedule, though. Perhaps you all agree to visit EPCOT in the morning, but then part ways in the afternoon. Also, remind everyone to arrive at your dining reservations 15 minutes prior to check in.
7. Coordinate a daily meet up time and location. It’s important to meet up during the day so you can catch up with everyone and make sure things are going well. It’s also the perfect time for some group photos! Choose an easy to find icon-like the Mickey and Walt Statue at Magic Kingdom.
8. Arrive earlier than normal for shows and dining reservations. Slipping into the Festival of the Lion King or Illunimations with 10 minutes to spare in hopes of finding 3 or 4 seats together is doable. For 40 seats or so, not so much. Plan on arriving at the show about 45 minutes to an hour beforehand. Gather everyone in your group together, or at least as many as possible, and get in line TOGETHER. This will assure you seats together, and won’t annoy those around you who have also been waiting when others in your party who are late start to cut the line to catch up.
9. Everything will take longer. My family can shower, dress, and eat breakfast in about an hour and then it’s off to the parks. Traveling with a large group, that’s not going to happen. Trying to make rope drop for Magic Kingdom at 9:00? Then be sure to tell everyone in your party to meet at the bus stop at 7:30 AM to catch the first bus out to the parks. This is a very important consideration with dining as well. If you are dining with a large party, it’s going to take a long time. Don’t schedule any group activities, or plan on catching any shows, until at least 3 hours after your dining reservation. It’s better to have 30 minutes to spend before a show, than it is to miss it because you didn’t account for your lunch to take that long.
10. Have a back up plan for those who need a break. One way to do this is to appoint someone who is willing to go back to the resort with the adults, or children, who need a break from the parks or become ill.
Are you ready to plan a large group gathering to Walt Disney World? I’m more than happy to help you make some magical memories and take the stress out of your planning! Contact me today for more information on getting your Walt Disney World Resort trip booked and planned! Email me at carrie@destinationsinflorida.com and the planning can begin!
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Good to know…would love to bring the extended family! #ymbada