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Sudden Change in Schedule - Oktoberfest - Help!!!

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I will be leaving Germany on a trip with guests in 2 weeks and won't be returning until Sept. 10. I have just learned my two adult sons have put their heads together and decided to have a little family reunion and pay us a visit for the week of Sept 24 through Oct 2nd. We are delighted they are visiting.

Naturally, they want to take in Oktoberfest and they want to do it "as a family", which is a sweet idea, but I am totally clueless. The official website has a ton of information but isn't very helpful on actually how someone who doesn't speak German "books" a tent, even if some still have availability. We have a car, but don't want to hassle with driving into Munich, dealing w/parking etc.

At this late date, even if we could find a Munich hotel, we need 2 rooms and probably couldn't afford the hotel's premium prices. My husband is 68 and doesn't enjoy walking or standing for long periods of time. Neither of us are true beer drinkers or likes crowds, though our sons are true afficionados. Sons just want to go check things out and enjoy themselves, not get blitzed or have a wild and crazy time (I found this out when I told them they should just do this together, without dragging their parents along. I tried to tell them they'd have mor fun, but no dice, they want to do it with us.) My husband and I are okay with experiencing Oktoberfest as a once-in-a-lifetime cultural event but don't know how to go about organizing this. Also, since this is a sudden unplanned "second vacation", sort of, we need to do this on as much of a shoe string budget as possible, but still have a good time.

In my mind, part of the "wow" factor might be to experience Oktoberfest at night with all the lights. We would be coming from the Karlsruhe/Mannheim area, Should we just do a really long day trip via train?

We were looking at perhaps training in and out the same day on a lander ticket via a "visit-worthy" town near the Baden-Wurrtemburg border. I was thinking, we drive the morning to Rothenburg ob der Tauber, visit it a little, check into a reserved hotel. Take the train to Munich. See the sights have a few beers and head back to Rothenburg to finish the evening. Problem is, it looks like the train will take 3 hours each way--with just 4 hours of Oktoberfest that would make it a 12 hr day probably. Four hours doesn't seem like very much time.

Ulm is 2 hours from Munich. Is there some smaller town with a good, frequent transportation link closer to Munich that is interesting and that still might have affordable rooms available?

(I had suggested the Stuttgart volkfest, which would be much easier to put together, to them but they really have their hearts set on Munich)

Any suggestions would be most appreciated!!!

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