How to Plan a Disney Vacation for a Large Group
You are the planner for the large group — are you nuts? Just kidding! If you are reading this as the planner of a large group, family reunion, or friend group, you more than likely love Disney as much as I do, and I want to ensure that I help you stay organized. I have planned everything from large family groups, multiple families together, and my upcoming 40th birthday, where 14 of my childhood friends are joining me in Disney World. Planning a trip like this takes a lot, so I will break it up into sections and help you execute what I hope will be one of the most magical and tiring vacations you will ever plan.
This blog will help you specifically plan for large families or family groups going on a trip. I will outline all the details on planning the childhood friends trip, but a lot of things are different when you're planning a trip with friends versus family. One of the major differences is in planning a trip with a bunch of individuals coming together and shared room. We're also splitting a lot of the finances which puts one person in charge of collecting the money. Whereas in family groups, each unit is typically individualized, and they take care of those expenses outside of Lightning Lane, which I will discuss about later in this blog. So if you're looking for the friend or the girlfriend’s trip that blog will be published later after my birthday.
SHOULD YOU CONSIDER A TRAVEL AGENT? (MAKE SURE THEY ARE A AUTHORIZED DISNEY VACATION PLANNER)
I am very particular when it comes to travel agents. I provide a list of recommended travel agents in my monthly newsletter, along with a brief description of their services. I am looking for a travel agent who will prioritize finding the best deals for my group rather than trying to upsell us. I also want someone who will offer suggestions without trying to take control of our trip, and who won't discourage us if we choose to stay at a value resort instead of a deluxe resort.
Using a travel agent has its benefits, as everyone in the group can book through them, and they can handle tasks like making sure everyone is setting up My Disney Experience accounts and taking care of final deposits, which can relieve some pressure. While I don't endorse specific travel agents, please feel free to ask for my opinion.
UNGRATEFUL
Let's just get this topic out of the way. I hate to start this blog on a negative note, but it's important to be prepared, especially when planning a trip to Disney for people who have never been there before, dealing with naturally grumpy or complaining family members, or trying to manage know-it-alls in your family or friend groups. It can be tough. People often don't understand how much effort and dedication it takes to plan a large family trip, especially to Walt Disney World. Just remember, it's not you, it's them. You're doing the best you can. Remember when people are investing this much time and money there can be a lot of emotions that are tied to that.
CHECK YOUR PERSONALITY AT THE DOOR
You heard me. Super laid back - check it, super uptight and orderly check it at the door. You are planning a multiple group/person/family trip. Check YOUR personality at the door. It will help you when planning a vacation for a group. Having balance and planning for a slower pace is key! Large groups move slow. It helps to know what enneagram you are naturally; that way, you can think, okay, this is how I would do it, but it may not be how a group would function. Obviously, a group of 10 is different than a group of 30, but either way, you have to know yourself and realize that the way you would do Disney may not be the way that everyone would do it. But I can guarantee that everyone on the trip will hate it if you have a jammed-packed schedule.
GROUP SIZE
Planning for two families differs from planning for five families, but the setup is the same. The first thing I always do is assign a leader for each group. This way, you only need to contact one person from each group, reducing unnecessary communication. For example, if 18 people are going on a trip with 3 families, as the planner, you should only be in touch with 2 other leaders. The same principle applies to family reunions, which can involve many people. In such cases, make sure each family has a designated leader. These leaders will gather their respective families' information, preferences, and desires and then take charge. This approach allows more people to get involved and helps to streamline the planning process.
Before you go any further read this blog on taking a trip with Family and Friends. LOGISTICS & WEATHER
If you're staying off-property and flying into Orlando, you'll need to rent a car, which is pretty straightforward.
When traveling to the Walt Disney World Resort from the airport, several transportation options are available, but none are free. You can choose from large buses like MEARS, van services, limousine transportation, or private companies. You can either coordinate travel for the entire group by having everyone arrive at the airport around the same time, or you can let each group handle their own transportation. If multiple families are traveling together, it's best to lay out all the options and have each family arrange their own transportation to the resort. I recommend coordinating a van or private transportation to the resort if everyone is arriving together. The great thing about staying at Walt Disney World is once you are there, you do not have to worry about transportation at all.
When planning a trip to the Disney parks, the time of year you choose can significantly impact your experience. Opting for a time with lower crowds can be more beneficial, but many families prefer visiting during the holiday season to enjoy Halloween and Christmas. It's crucial to understand what to expect before heading to the park. Weather, crowd levels, and other considerations are important for a successful trip. While September is ideal for lower crowds, it may be challenging for parents to pull their kids out of school. I typically use three resources to gauge crowd levels and events: Walt Disney World's calendar, Undercover Tourist, WDW Prep School and Thrill Data.
Winter (December-February): Expect cooler temperatures with occasional cold snaps. Crowds are usually larger around holidays and race weekends.
Spring (March-May): Enjoy pleasant weather with moderate temperatures, but be aware that spring break can bring higher crowd levels. I really love the months of March and April at Disney World.
Summer (June-August): Prepare for hot and humid conditions and frequent afternoon thunderstorms. Summer crowds are great because most people have changed course and have started taking kids out of school for trips. Weekends are still crowded, but it is HOT.
Fall (September-November): Enjoy lower humidity and the beginning of temperatures starting to cool down. September is still very hot, and it's the peak of hurricane season. Crowds thin out after Labor Day, making September the best month to visit. October crowds pick up, and November has the busiest week of the year during Thanksgiving.
INITIAL GROUP EMAIL
This email goes out to every single person that is in the group, this is the initial email that lets everyone know that we are going to Disney and planning a family reunion, group trip, etc. It also give them an overview of what to expect and not to expect. Below is a sample letter you can download to edit and send to your group.
Hello <<Group Name>>!
We are so excited that everyone has chosen Walt Disney World Resort as the destination for our family reunion. We want this to be the most magical vacation ever, so that will take some planning. For each family group, we have established a lead contact to help facilitate all the details we need to complete to ensure we have the best Disney experience.
<<List Names & Leads>>
The dates of the trip are blank to blank. As of right now, all we have are the dates, and we will need to solidify some of our plans in the next couple of weeks.
Please keep in mind that we will try to find the most affordable deals for tickets, accommodations, and dining options for the entire group. We understand that everyone has different budgets, and we will take that into consideration when planning. Here are some points to help everyone plan their budget:
- Park tickets start at $109+ per day
- The least expensive resorts on the property start at $180+ per night
- Character meals start at $35+ for kids and $54+ for adults, depending on the meal
Walt Disney World Resort is massive, spanning 25,000 acres, with 4 main theme parks, two water parks, and a shopping, dining, and entertainment district. We won't be able to do everything, but with some planning, we hope to accommodate everyone's must-do experiences.
There are over 20 Disney Resorts Collection Hotels at Walt Disney World Resort, and staying on the property has numerous advantages. There is interconnected transportation to all areas, including resorts and theme parks. There are three categories of hotels: Value, Moderate, Deluxe, and Deluxe Villas, so there are options for every budget.
Off-site is always an option as well. This option can save money and allow the group to stay together. However, it will change the availability for booking Lightning Lane passes early, and advantages like Early Theme Park Entry all add to the ease of the stay. But we could all stay together.
Attached to this email is a PDF explaining how to create an account on My Disney Experience, which is not optional. Every member of the group needs to have a profile made for them the instructions will explain how everything works. All those who are over 13 and have an email address can have a profile, children are to be managed by the lead. If you have any questions please let know.
Also, you will find a family/group Disney questionnaire that we would like each group to fill out so that we can plan our park tickets together and maximize our park tickets together.
Looking forward to having a magical vacation,
Head planner
HOW TO PLAN DISNEY FOR VERY LARGE GROUPS
If you are planning for a group that will need over 10 rooms or — tickets, your first stop is to call the Disney Group vacation line. When a group is this large, they have their own discounts available to you. This is also when you need to decide if you want a travel agent to help with all the bookings. Once you have decided on dates and locations, a travel agent can help be the central line of booking for your entry party.
So, how do you plan a Disney vacation with multiple families and multiple days?
Follow the same principle of 2 park days, then rest, 2 park days.
Never start with Magic Kingdom, and here is why
It’s the first day at the parks, and some people may not be used to the scale of the parks.
As the planner, you are probably coordinating Lightning Lanes with other people unless you have under 20 people. Starting with a park-like EPCOT gives you grace and flexibility.
Magic Kingdom is a long day between an early morning, taking a break and meeting back up for the evening and evening shows. It’s best to do it the 2nd day. Its also often the park where everyone wants to wear matching shirts, get the castle picture with the whole family.
Park Hopper tickets are recommended. I know it’s more expensive, but unless you have a definitive plan not to hop and no one in the party will want to hop, then maybe get standard tickets. But because there is a high likely hood that not everyone will want to be together the entire time, there will be rides people want to go back to in their off time, and typically, people will book more days than the actually group trip. Park hopper tickets give ease and flexibility for all the families. I do not recommend planning your “group days” with park hopping but for the days when the group wants to split you will be glad you did have them.
MONEY
When dealing with large groups, it's best to avoid having to collect large sums of money. The only exception to this is for the current book "Lightning Lanes," which requires one person to make a booking for up to 20 people. Other than that, individual families should handle their own arrangements.
THE LEADS
The most important tool you will have is the leads, who will also assist in planning the group's Disney vacation. Each lead is responsible for their specific group or family. Whenever there is a discussion about which lightning lanes to book or what must-do activities each family has on their list, the group lead must communicate this to the main planner. Create a group text with only the leads from the beginning, facilitating streamlined communication among the vacation planners.
Remember - each family should have only one lead—having too many people involved can become chaotic. It's also important for the leads to go back to their family or group to make sure they are asking important questions. That's why it's crucial to include everyone in the initial email, ensuring that everyone is informed. If they have any questions, it's the responsibility of the lead for their family or group to seek clarification or include the families desires.
The must do task list
As the head planner, it's essential to ensure the lead goes over this checklist with their group or family. You should also clearly communicate your plans for each topic and explain the reasons behind them.
The checklist includes:
- Lightning Lanes
- Table Service/Character Meals
- Souvenirs
- Disney Gift Cards
-Weather
MURPHY’S LAW
The one thing you can guarantee on vacation is that something will go wrong—there's no way around it. You know something will go wrong, especially with a trip as complex and expensive as Walt Disney World. So, as the head planner, I'm mentally preparing for that and also preparing the team for the possibility that something may go wrong. However, there's a solution for everything at Walt Disney World. Staying calm will be really important because it will be easy to feel flustered.
I hope this blog post helps anyone who is starting to plan a large family trip for multiple families or a large group. If you have any questions, please post them in the comments below, and I will be sure to answer them.
TOOLS FOR LEAD PLANNERS AND LEADS
How to Setup My Disney Experience
How to Link Hotel Reservations, Magic Bands and More
Linking to each other in My Disney Experience
If you get sick at Walt Disney World
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Thank you for visiting the Well Hello Magic blog. If you have questions, please leave them in the comments, and I will be sure to answer them.
Planning a Disney vacation can be overwhelming, but you don't need to worry because we have got your back! Here are a few blogs to help you get organized!
How to Use My Disney Experience
Disney Infants: Everything You Need to Know!
Tips for Traveling with Family, Friends & Large Groups
What is Lightning Lane Multi Pass and Single Pass?
Strolling through Disney: Disney Stroller Tips
Baby Care Centers at Walt Disney World
The Differences between Walt Disney World and Disneyland Resort
Who is the Mom behind Well Hello Magic? Click Here!
I am so happy to be on this journey with you.
