We rented a villa in Umbria, Orvieto with 17 family members.

I will be eager to hear about your trip; it sounds like such a good time. Are there any young children in the group?

From my limited experience in renting a gite in Provence with just two other couples, I do recommend each family having its own car. Never did it, but having a cook sounds like a good idea, too!

Keep us posted.

My husband's cousins and their children did this a year or so ago. I think they were 14 people, all adults but not all couples. I'm not sure everyone in the group would agree the experience went well. They didn't have enough cars (which you've already considered), and it was obvious everyone had different expectations.

One couple invited friends to stay for a couple of days which the rest didn't appreciate. The disparity of sleeping accommodations bothered some who felt there should be cost adjustments. They had a cook prepare a few meals when they thought they'd all be together, but it was hard to get everyone to commit to a day and time. Maybe it was just the dynamics of this particular group (they are the Bickersons about a lot of things). I was so happy we had declined to join them.

I am with Jean on this. I will be very curious to see how a group this large works out--especially in March.

Hi; We rented two villa's and had eight people in one [Umbria] and twelve people in the other [Tuscany]. With eight people, we had three cars and with twelve, we had four cars. Everything worked out fine. In Tuscany, the villa rental came with a cook [Alberto] for the first night. He was so good, we had him for three other dinners. On long day trips, returning by 8pm and having dinner ready, was relaxing. Check your villa to see if they have limited or unlimited parking. You need family meetings to decide who wants to go where!!!!! Then you can make a decision on how many cars you need. I can't see this group with anything less than five cars. With twelve people, four cars, we used all four cars every day. Same with eight people and three cars. The villa should also be able to recommend a cook. Just know the approximate cost for the dinner [food and labor only]. You can buy your own wine in local markets, cheap. Richard

This could well be my definition of the ultimate nightmare vacation. I sure hope you've ironed out - and I mean ironed out flat - the financial details. And who's going to do what in terms of cooking, planning days out, etc. Yes, get at least 5 cars.
Look forward to the trip report.

Thanks folks for all your comments all will be considered...I will get back to this site after our trip. I'm smiling while writing this because I understand how you all might feel [some may feel] about so many people and the problems that may arise. First they are all my family members and all of our holidays and frequent get togethers helps us know that from the start we really wanted to make memories together in Italy. We had our eldest nephew make all the plans, and we were fortunate enough after many emails back and forth,to have all agreed within a week,deciding what we wanted.Prices for that time of year were better than expected, possibly due to the economy. Flights were booked, no fooling around. Seventh heaven has 10 bedrooms, they are all spectacular,with beautiful bathrooms. A terrific kitchen that is sometimes used for cooking classes. Very large dining and living quarters. There are surrounding the villa looks more like a tuscan farm - 10 acres and a little park for the children. There are 4 children 4,6,11, 16...a pool which of course we will NOT be using due to the time of year.
We rented a motor coach to pick us up at the airport to take us to Orveito. Many of us have traveled extensively. So with that said and our Fodor's for all the rest, we're looking for a positive experience. If not we'll put them in the pool annex LOL> With appreciation for the input. Please any more ideas?

special thanks to iris1745 for some good advice...I'm confused about the limited or unlimited parking at the villa. What do you mean? The property is rented so I would imagine you could keep your vehicles there if you like...no?
Also, my husband is concerned with parking in little towns, or driving into Florence and Rome; we're hoping we could park in a parking facility, just not to have to deal with it all. I will be looking into this. This is the most important question, I would imagine.
Best,

In 2005 we planned and coordinated a group of 18 family members for a 2 week stay in a villa near the western edge of Chianti. We had visited the area on many occasions and were familiar with roads and sights. I definitely suggest that each person or couple in the group make arrangemants for their own car transportation--that may mix and change while there but is necessary for the arrival and exit.

As for the daytrips, we had a proposed itinerary and largely kept to it but it was essential to have flexibility--people need to break away and sometimes get away from the same group at times (note again the reqmt of multiple vehicles). Food worked out fairly well with large and generous contributions from a few very excited cooks. As with any group dining, you have to have a plan for assessing costs and stick to it. We did a combination of "kitty" contributions and submission of receipts.

The biggest hassle was in the communications and the varied degrees of responses and feelings of importance. We would have a request for info that we felt necessary and at times would get dead silence or "whatever" type responses. It was frustrating at times but in the end it turned into a very memorable experience. Many times we remarked that what we were doing was what a lot of people get paid for--and we knew why! It was a lot of effort but we knew that going in--don't despair!
Good luck--Paul

PS--Great article that extensively discusses your issues. www.slowtrav.com/europe/es_large_groups.htm

I highly recommend reading it.

Ditto on that article.

Hi; With 10 acres, you will have no trouble parking cars. For insurance purposes, each car should have two drivers listed on the 'contract'. It will allow flexability if one of the two drivers wants to go in a different car. Driving intro Rome is not a good idea. By train it's only one hour from Orveito. For Florence, we left our car outside the city and took the train into the city center. But I think you will have a long drive to Florence. Best to find a town where you can take the train. Maybe from Todi, but I'm not sure. My plan for the two villa's was to alternate days, one long [9am to 7/8pm] and then one short [9am to 2pm]. You have younger children, so that will be a consideration. My grandchildren at the time, were 14 and 17. I did all the planning, but then there were duscussions and changes. We visited in July, so our villa's had to have A/C and a 'pool'. There are always minor gliches and I know first hand. Of our 30 trips to Europe, 7 have been with 4 to 25 people. For our 40th in 2000, I suprised my wife with 23 people on a cruise boat up the Rhine. Two years in the planning. I collected all the deposits along the way. Next year there are 8 of us to celebrate our 50th in Scandinavia. In 2011, I am planning on taking our granddaughters to Greece, one graduation from high school and the other college [11 family members]. I read with interest the article from 'slow travel'. For me, the leader has to lead without being overbearing. But the most important fact is to stay 'calm' when problems arise. Look for 'bob the navagators trip reports' on 'slow travel'. Richard

hi grucci,

the way you'd worded the title, I thought you'd already been and come back. now I know different, I don't know whether to congratulate you or commiserate.

Though I've organised a couple of big[gish] parties recently I've never done anything like this, so I'll be interested to see how it works out. i think that the idea of having food ready bought for you when you arrive is good - do you get to have any input into what you get for your €40? but I like the idea of a chef even better.

i also think that the idea of one day on, one day off is good, so that people can dip in and out AND it makes it easier fo the children and their parents.

the very best of luck,

ann

Thanks everyone for some really great advice and I'll be sure to take it under advicement!

Funny thing is I left out 3 more children of various ages...LOL, but that's their parents responsiblity for this family vacation.
A family meeting is required and a lot of what came up in these email will be discussed. Thanks.
I now have a lot of research to do and I will probably have more questions that some of you may be able to help with.
All the best,
G.
p.s.The site recommended by some is really informative!!!!

Thanks for sharing the info. After a(sort of) successful self-driving barge trip with my old classmates in Brugundy this past May, I am planning a 2 weeks trip(so far 21 persons) to Italy for next March.

It sounds like a great trip to me. Any time you get a big group together there will be differences of opinion about who does what and pays for what.

Hopefully you will get that ironed out before the trip.

Multiple cars will help a lot by allowing people to choose different itineraries based on their preferences.

My best advise, bring a GPS for each car so you can get where you're going and find your way back.

Hi; For starters when looking for restaurants, you can google 'orvieto restaurants' and you will bring up many sites. Like 'trip advisor', 'nytimes', 'frommer's' and many others. Richard

I did indeed do that Iris1745, and got the best list for Orveito...which was quickly emailed to 'la familia'.
Also, I'm checking into car rentals, and low and behold, 1 mile from the villa, there is a Hertz Car Rental.
The Umbria folder is quickly filling up with email print outs.
Thanks again for filling me in.
More questions to come, this I am certain.
Best,
Oh, Judy C, wish it was the other way around and we went after you, so I could pick your brain. I'm sure your barge trip with old classmates must have been wonderful.

Hi; Keep in mind that in Italy you need and IDP, [International Drivers Permit]. You can get that at your local AAA office. Costs $15 plus $8 for the photo. Also, in Italy you need to take their colLision insurance. It comes 'with excess, could be 1200 to 1800 euros' or 'no excess', that will bring the decuctable down to a reasonable amount. Try these sites for a car hire in addition to going direct to Hertz. Richard www.economycarhire.com/ or www.carrentals.com/ or www.autoeurope.com/