Best Strategies for Large Groups Going to Disney World
So, you’ve made it this far in your journey of planning a large group trip to Walt Disney World. I’ve walked you through the realities of planning for big groups, and even spilled the tea on how to organize the ultimate girls' trip. But now you’re probably asking, “Okay, I’ve got the itineraries down, but how do I actually book dining reservations and Lightning Lanes for a group of 12+?” Good news—I've got you covered!
Let’s start with the cold, hard truth: planning for a large group can be like trying to herd cats in Mickey ears. But fear not! With a few key strategies, you’ll be booking like a pro in no time.
Families vs. Friends: Different Dynamics
First things first, it’s worth mentioning that booking for multiple families tends to be a little easier than booking for multiple friends. Here’s why: with families, you can divide and conquer. Each family can take charge of booking their own experiences (dining, rides, etc.), which takes some of the pressure off the main planner. Ideally, everyone ends up with reservations around the same time, and the group is set for a magical day at the parks.
Now, if you’re planning for a group of friends, that’s where it gets a little trickier—especially if not everyone in your crew is a Disney adult. (Side note: Why isn’t everyone in your friend group a Disney adult? But I digress.) On the flip side, if your group is full of Disney pros, it can be both a blessing and a curse. Sure, they know how to make dining reservations, but managing that many Disney-loving opinions can be overwhelming!
Linking Rooms with a Travel With Number
Coordinating room accommodations for a group larger than 12 can be tricky, but Disney makes it easier with their Travel With number system. When you book your rooms, ask for a Travel With number to ensure all the rooms are linked together. This way, the Cast Members at the front desk know that you’re all part of one group and can make efforts to place your rooms near each other or even on the same floor.
If you’re staying at a Disney Resort hotel, I recommend checking in in person (especially for larger groups) rather than using the online check-in. This gives you the opportunity to speak with the front desk team and let them know you’re arriving as a group, which can help streamline your experience. Checking in early can also give you the best chance of getting rooms close together!
The Power of Designating Leads for Disney Dining Reservations
When it comes to dining reservations for a group larger than 12, the number one rule is to designate at least three people to help with the booking process. Why? Because scoring a reservation for six people is already a challenge—it only gets harder the larger your group gets. Disney's reservation system can sometimes struggle with big parties, so you’ll need multiple sets of hands on deck.
The key here is to split your group into smaller parties for dining, each booked by one of the designated leads. Aim for reservation times within 30 minutes of each other, and once you arrive at the restaurant, check in at the podium and let the cast member know you’re all together. (Pro Tip: Don't check in on the app ahead of time, or they'll treat your groups as completely separate parties.)
Booking Enchanted Extras like Carriage Rides, Bibbidi Bobbidi Boutique and Droid Building
Now, let’s not forget about all those magical extras Disney offers—like carriage rides, droid-building, and of course, Bibbidi Bobbidi Boutique. If you’re staying at a Disney resort, you can start booking Enchanting Extras 60 days in advance at midnight ET, which is just a little earlier than dining. These experiences fill up fast, especially Bibbidi Bobbidi Boutique, so if you’ve got more than one child in your group wanting a royal makeover, book multiple reservations at the same time. They may not be at the exact same time, but the Fairy Godmothers will work their magic and make it happen.
For experiences like droid-building at Galaxy’s Edge or carriage rides, the same rule applies: book early and book together. Even if you can’t get the whole group in at once, overlapping times will keep everyone on track and close together. Plus, it gives you a chance to grab a snack or take a breather in between activities (because let’s be honest, Disney can wear you out!).
Pre-Booking Lightning Lanes for a Large Group
When managing a large group, it can be overwhelming for one person to handle all the bookings for the entire vacation if it is more than a weekend trip, especially when it comes to securing ride times through Lightning Lane. A great way to share the load is to assign a Lead person for each park day. For example, if your group is visiting Magic Kingdom on Monday and EPCOT on Tuesday, Hollywood on Thursday designate one person to handle the ride bookings for each day.
The lead person should wake up early, ready to book rides for the entire group as soon as the reservation window opens (typically at 7 a.m.). This way, everyone gets a break, and one person isn’t stuck managing everything every day. Plus, rotating responsibilities lets each person contribute to the group’s overall experience while also ensuring everyone gets a chance to enjoy the trip.
Booking Lightning Lanes for Large Groups
Now, let’s talk about booking Lightning Lanes for big groups. One person can easily handle the initial booking for everyone in the group—Disney lets you book up to 20 people at once in the app. So, grab your coffee (or your Dole Whip), set your alarm for 7 a.m., and get ready to snag those coveted spots!
Where things get tricky is when you’re in the park and trying to book subsequent reservations. Some members of the group might want to hit Space Mountain, while others are eyeing It’s a Small World. This is where the beauty of Disney’s Lightning Lanes comes into play, but it also means someone has to act as a “ride coordinator” to help divide up who’s riding what.
Here’s the thing with Lightning Lane—it can get real tricky if everyone in your group isn’t linked in the app. Trust me, I learned this the hard way on my girls' trip! Some of us were linked to each other, others weren’t, and then you’ve got those Disney pros whose natural instinct is to book the next ride right after tapping in. The problem? They may only be able to snag a reservation for half the group, leaving the rest of us standing there like, “Wait, who’s riding what? And who’s even connected to who?!”
This can turn into a bit of a hot mess if you're not careful. So, here’s my tip: have a pre-booking game plan before you even step foot in the park. Designate specific people to handle booking for the group, and make sure everyone’s constantly communicating. That way, you don’t end up with half the group on Space Mountain and the other half still trying to figure out where they went wrong in the app. Keeping the group on the same page will save you a lot of headaches and help avoid mismatched ride times!
Navigating StandbySkipper for Large Groups
If you’re using a third-party service like StandbySkipper to book rides, there are a few extra considerations for larger groups. While Disney’s Lightning Lane allows up to 20 people, Standby Skipper typically works best for groups of eight or fewer for finding those sold out rides and attractions. My tip? Split your group into two StandbySkipper accounts with no more than eight people per ride search.
This may mean that return times for your group could be a little different, which can lead to some confusion. But don’t worry—splitting up here and there is part of the fun, and you can always regroup for the next attraction!
When it comes to snagging the next available ride times, StandbySkipper is a solid option for groups of up to 12. But if your group is bigger than that (which it probably is), you're already going to need two accounts. So, you might as well split the group in half evenly. Here’s why: in the Lightning Lane system, it’s much easier to fit in a group of four than a group of eight. If you have two different-sized groups, you'll end up with two totally different return times. So, just split the group evenly from the start so you're both searching for similar ride slots and everyone can get in together without a hitch.
Just like the My Disney Experience system, Standby Skipper lets you pick who actually wants to ride. So if you’ve got a few people who would rather sit out the roller coasters and you can get your group under 12 that way—great! And if you’re still running two accounts, just pile all six or eight people who want to ride onto one StandbySkipper account to make things simpler. It’ll help keep things smooth, and you’ll avoid that awkward moment where half the group is on Big Thunder while the other half is waiting for a return time an hour later.
Create a Shared Itinerary
With so many people involved, it’s easy for things to get lost in translation. Avoid confusion by creating a shared itinerary for everyone in your group. Use a digital tool, like Google Docs or a Daily Plan Sheet that can be text out, where each person can access the schedule. Include dining reservations, ride bookings, meeting points, and special experiences. This ensures that everyone knows where to be and when—without you having to answer the same questions over and over. This way, everyone in the group can stay informed and know the plan for each day of the trip!
Plan for Downtime and Flexibility
It’s important to remember that large groups move slower, and trying to do everything together can sometimes lead to frustration. Build in some downtime each day to allow people to recharge, explore on their own, or enjoy smaller, more relaxed activities. You might want to schedule an afternoon break where some of the group heads back to the hotel while others explore a different part of the park.
Flexibility is key when managing such a large group, so encourage everyone to feel comfortable splitting off when necessary. Whether it’s for a midday rest or skipping a ride to relax, knowing that it’s okay to go at your own pace will make the trip more enjoyable for everyone. You can always regroup for special meals or evening events like fireworks to come together and share in the magic.
Communicate, Delegate, and Execute
Here’s the golden rule for keeping your sanity intact on a group Disney trip: divide and conquer. Don’t try to be the hero who does it all—this isn’t the Olympics of planning. Have each person in your group take charge of a park day. Let them own the day like they’re the CEO of Disney World for that 24-hour period. They’ll be responsible for booking rides, dining, and any extras, like droid-building or carriage rides. Not only does this spread the workload, but it also lets each person feel like the “Disney pro” of the group (and honestly, who doesn’t want to wear that badge of honor?).
The key to pulling this off without absolute chaos is communication. Your group leads need to be chatting (group texts, mental telepathy—whatever works) so no one double-books a ride or, heaven forbid, forgets a reservation. You do NOT want to be that person explaining why half the group is dining at Cinderella’s Royal Table while the rest are over at Cosmic Ray’s with a tray of chicken nuggets.
Planning a trip to Walt Disney World? You're in the right place! At Well Hello Magic, we have tons of helpful resources to make your Disney vacation as magical and stress-free as possible. Whether you're looking for advice on the best time to visit Disney, tips on finding the perfect character meal, or learning how to skip the lines with Lightning Lane, we've got you covered.
As a therapist by trade and a mom of four, I use my expertise in understanding personalities to help you discover your "Disney Enneagram"—a fun way to tailor your Disney vacation planning to suit your family's needs or large group dynamics, ensuring everyone enjoys the magic in their own unique way. With my firsthand experience navigating Disney with babies and toddlers, I'll share all my best tips to make your trip smooth and fun for everyone. Plus, check out some of our family’s favorite rides at Magic Kingdom—there's something for everyone to enjoy!
Make sure to explore our blog for even more Disney planning guides and insider tips!
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