pantelia

Hello. I have spent many hours reading through the insightful posts on this website. I value any and all comments that the other posters might have for me.

About 2 months ago I received a brochure in the mail from a tour company. Normally I throw them away, but I grabbed this one from the mailbox on my way to work, and it ended up in my purse. I was looking through it at lunch and a couple of fellow employees noticed it. The conversation snowballed and now there is a group of about 8 or 9 of us that are planning to go to Italy in October 2006. Below is our very, very early stages, itinerary (more of a 'what we would like to do' rather than a 'set in stone plan'. Feel free to comment or add suggestions, again, I value all the information I can gather!

We plan to leave the US (either Tampa or Orlando) on a Wednesday, arriving in Rome on Thursday morning. We have a suggestion of a hotel (Holiday Inn Parco Dei Medici) which offers a free shuttle to/from the airport as well as to/from the downtown area. This seems to work well for us.

We plan to stay in Rome, seeing the major sites, until mid-day Saturday at which time we will go back to the airport (via the free shuttle) and pick up a rental van. We've got a decent all-inclusive price from autoeurope.com for a Ford 9 passenger van (sorry, I don't have the prices with me right now). There doesn't seem to be much luggage room, but for those of us (myself included) who know how to pack correctly, it won't be an issue! The only time the lack of luggage space will be a real issue is too/from the airports.

Our next stop is probably going to be the Giotto Grande villa in San Gimignano. We chose this villa because most of the rooms can be double or two twin beds. There is only one 'couple' travelling, so this works well for our group.

Here's where it gets a little tricky and your insight will be most appreciated. We had a meeting of the minds to decide what the 'must do's' are in the group. Sienna, Florence and Venice were all included. My thoughts are to space things out. For example, stay close to the villa on Sunday, head to Venice on Monday (we realize this will be a very long day), stay close to the villa on Tuesday, Sienna on Weds., perhaps a day near the shore on Thursday and Florence on Friday. I chose Florence on Friday because we'll be flying out of Florence to come home on Saturday morning, and I thought that the route would be fresh in our minds if we spent the day there on Friday.

None of us have ever been to Italy before, some of us have travelled to other places in Europe.

In your opinions, does this plan look doable?

As I stated, this is in the very beginning stages of planning. We have lots of things to still work out. A couple of other questions come to mind as I'm typing this...

How far in advance should we book the villa?

How about the airfare? Would it make sense to use a travel agent (providing they actually do still exist!!!) so that everyone can pay for their tickets using their own method of payment?

Again, I appreciate any and all comments or suggestions. I look forward to seeing replies!

LoveItaly

Hi pantelia, the one thing that sticks out in my mind is the Holiday Inn in Rome. Isn't that the one close to the airport? I would not stay outside of Rome if you want to really enjoy Rome. I would get lodging in Rome. I truly think you all would be happy that you did.

pantelia

Thanks loveitaly. According to the hotel website, it's 12KM from the airport and 12KM from the city center. Is this the hotel you're thinking of?

SeaUrchin

I have been on a trip like you are planning and I advise not to expect to do everything together like a herd of sheep.

Rent more than one smaller car instead of a van, so you can navigate the small roads better and so you can split up into smaller groups when you want to do side trips. If you are staying in a villa like I was you have to use the car to get anywhere and to get the whole group together all ready and in agreement to where you are going will be quite a feat.

The last time I rented a villa we had two small cars for six people and it worked out so much better.

Remember since these are co-workers you have to face them on a daily basis when you return.

Doble_Vergasser

Since you have 8 or 9 co-workers sharing (splitting) the cost of a van and accomodations, what is the group going to do when someone backs out (more specifically backs out 2 weeks before the departure date)? (Does cold feet get their money back forcing everyone else to pay more?)


You seem to have decided to stay in a Holiday Inn because they have free shuttle service. European hotels have more interesting offerings than the typical Holiday Inn.

If there is no storage space in the van then that will be an issue. (Somebody will have three suitcases.)
I really think three economy cars would be better for the group than a 9 passenger van. Multiple cars would allow the travelers to change cliques and chages destinations if needed.

As far as tickets go, I think that you are rightfully reluctant to get anywhere near paying for the group's airfare. The individual travelers should book their own airfare. They don't even have to be on the same flight (because of the Holiday Inn's shuttle). You can say "Carrier X seems to have a pretty good price today" and they should take it from there.

Pantelia, international travel is expensive. You need take care that you and the group understand that things will not always be perfect, that this is not a tour, .... Personally I would stay away from traveling with 8 other non-related people. [ Who is going to step up (and pick up) for the person who brought more bags than they can carry themselves? You might read what a poster named Barb put up along this line. ]

ssachida

A hotel thats 12 km from the city means that you won't be to spend a relaxing night having a glass of wine in piazza navona for example. You schedule would have to plan your schedule around the shuttle. Don't do it. You only have 1 full day and 2 half days in Rome, try and spend them IN the city.

I agree with SeaUrchin on the multiple cars. One person's must do does not have to be everyone's must do.

JSLee

I would get a hotel inside Rome. A shuttle from the airport is nice, but anyother time time consuming.

By having a hotel in Rome, people can come and go as they please. Not everyone will want to do the same things or eat at the same places. Your group will probably end up doing several things on their own; which is great and makes things more fun and less stressful.

The two car suggestion is good. Many hotels can arrange for a car for the day.

Study your route, travel times, and times to see sights. If they plan starts to appear to busy, cut it back some.

pantelia

Thank you all for the comments so far. I will take them to the group and 'strongly suggest' that we follow them! I am not unfamiliar with European travel, I've been to the UK, France, Germany and Greece. I've done my best to offer advice, but try to keep my mouth shut for the most part!

I can't disagree with any of the suggestions so far, and do appreciate them. Keep 'em coming!

LoveItaly

Hi pantelia, yes that was the Holiday Inn I thought you were referring to. I concur with others, do yourself (and everyone else) a favor and stay in Rome. BTW, I would let everyone reserve their own rooms. Reserve yours and let then know where it is etc.

I also agree about renting two or three cars versus the 9 passengere van for a lot of reasons. Six of you say are ready to take off for a days adventure. Someone in the group takes forever to get ready in the morning. Someone else doesn't like that plans but goes along with it while sulking the whole day etc.

The comment about you are going to be working, or facing, the people at work after the trip to Italy would cause me some concern also. Did you read Barb's report when she arranged a trip for herself and five other women. I imagine she would have wanted to find other employement if these women had been co-workers.

A suggestion for you. Since this trip will not take place under next October how about everyone that is planning on taking this trip to Italy go on a two night trip together close to where you live. That would give you and everyone else a good indication of how well you will all do in Italy. Money and time well spent IMO. Or a least a two day one night trip somewhere close by.

I would sure not take on the role of a "tour guide" or babysitter. I would, when you are ready, buy my airline tickets, reserve my hotel rooms, arrange for my rental car, etc. Let everyone else do the same.
For sure you do not all have to be on the same flights. And not being joined at the hip is most important IMO. I noticed that Tom's trip to Italy with their dear friends time and time again mentions the other couple and Tom and his wife went their separate ways a lot. One example sticks in my mind. Tom and his wife wanted dinner one rainy night in Venice. Their friends did not. Tom and his wife went to a restaurant. Their friends went walking to explore some more of Venice. Good game plan and no doubt why they enjoy travelling together.

Best wishes to you, and sure don't mean to come across negative. Probably sounds that way. My intent is to give you some ideas to think about so that you and everyone else will have a beautiful time in Italy.

SusanP

I would also definitely stay right in Rome. You have so little time there, you don't want to waste a lot of it going back and forth to the hotel, and if someone wants to stop back there during the day, they can do so.

Also agree on two or three cars. It is inconceivable that everyone will want to do the same thing every day in Tuscany.

I would have some very frank discussions with the group before the trip about a lot of things. How will you pay for joint meals? Will you just split it evenly, have a kitty, or will everyone pay their own at each meal? This can cause all kinds of problems when people don't have the same plan. This is just one example.

Here is Barb's report that several have mentioned. You might want to read it and try to avoid some of the pitfalls she encountered.
http://www.fodors.com/forums/threads...p;tid=34698212

Dayle

Hi Pantelia,

I completely and heartily agree with the advice from the other posters. I was going to make the same comments.

I'm surprised no one has commented on the plan for a day trip to Venice. Venice is just not meant for a day trip from far away. This would not be a good use of your time and you wouldn't get much out of magical Venice in just a few hours. I would spend your time seeing more of Rome or Tuscany on this short of a trip.

Buon viaggio!

StuDudley

I'm another "agreeier" with the 2 cars (I would recommend 3 cars), "in" Rome, and also the prior post that suggested that Venice is not a day trip. Have you looked at a map & seen how far Venice is from San G? You won't be able to spend more than a couple of hours in Venice. Some members in your crew will love Venice & want to spend a couple of days there, and some will want to leave ASAP. I would suggest that you end your trip in Venice, and let some people stay a couple of days longer if they want - no need to return home at the same time.

I also do not think Florence is a day trip. Especially for a large group where some don't want to leave for Florence till they have waked up at 8:00, showered and a coffee by 9, breakfast by 10:00, and ready to depart for Florence at 11:00.

I also think about 50% of the people will back out of the trip by the time tickets need to be purchased.

I would try to make plans as flexible and independent as possible.

Sometimes we travel with a large group of lifetme friends (old college chum), and we go our seperate ways during the day, and meet for drinks and dinner. If 2-4 people want to do the same thing for a day, let them make their own arrangements. Some of our friends like to take long walks in the countruside, and others like to visit large cities & have a 2 hour lunch.

Hate to be blunt, but this sounds like a disaster in the making, unless you come up with plans that can accommodate 8 different objectives.

Stu Dudley

pantelia

Once again, thank you all for the suggestions. This is the exact reason why I posted to begin with!

I've just spent 3 hours, 1/2 a pack of cigs and several cups of tea reading through Barb's post. WOW is all I can say. The only difference between the Divas and the group I will be with is that none of us are strangers. We've all worked together for 10+ years and are all friend outside the office. We've done overnight trips and weekend trips. I will absolutely take into consideration all of the advice. This is still in the very begining stages and these suggestions will come in most handy!

I will periodically post on any updates to the plan and itinerary so that I can pick the minds of the seasoned fodorites.

A million thanks!

Betsy

I was the planner for a group of 10 women who went to Rome and Tuscany for 10 days last April. We all came home friends. It took much longer to plan the trip than it did to actually take the trip. I'll be glad to help you out if you want.

A couple of suggestions:
1) Have a definite contingency for what happens if anyone drops out along the way between now and October. Our plan was that the remainder of the group had to approve of anyone who was going to be substituted in. For example, you couldn't just ask your Aunt Emma to go to fill your place.

2) Get a deposit from each group member for the villa ASAP. The deposit serves as a "good faith" commitment and is non-refundable. If anyone drops out, then the she/he works out the finances with her/his approved substitute. This protects the other members of the group from having to ante up more than expected for the villa.

3) Ditto for the financial arrangements for the rental car(s). Also, please heed the advice of those above and rent at least two cars, not a van. You'll be SO glad. Total up the cost of the cars and divide the costs by the number of people making the trip. Figure out the number of people who can drive a stick shift and will be willing to drive in Italy. Adding extra drivers costs at least five Euro per person per day. Train to your Tuscan destination and pick up your car there. We trained to Chiusi.

4) Here's a great place to stay in Rome (forget the airport idea):

Instituto Santa Giulianna Falconieri
Via Calasanzio, 1
Rome 00186
Tel (06) 688 03344
[email protected]

And here's a review by another Fodorite: Instituto Santa Giulianna Falconieri is a wonderful convent run by an American sister from Illinois. We've stayed there at least four times. The location is fantastic, as it is around the corner from Piazza Navona and Campo de Fiori in the historic center of Rome. The nuns serve a continental breakfast. The curfew is midnight, but not strictly enforced now that they have a night guard. The rates in April-May were 80 euros with bath ensuite, 75 with bath immediately outside the room. The convent is immaculate and the nuns are very gracious.

You don't have to be Catholic to stay there. Males/females and couples are also welcome. Each of you can have a single room (not a bad idea) for about 40 Euro.

There! This info should get you off to a good start.

Betsy

5) Start emphasizing right now to the members of your group the necessity to pack light. No more than one 22" roll aboard and a smaller carry-on. Period. No exceptions. You can't stress this strongly or often enough.

6) Hire Francesca for your guide in Rome. Use her for the Vatican and the Colosseum and anywhere else you want to tour. In April, her charge was 40 Euro per hour for the <b>entire group</b>, not per person and SO worth it. She made Rome come alive for us. Her mother is American, and her English is perfect. She's lived in Rome all her life.

[email protected]

http://www.ricksteves.com/news/tourn.../francesca.htm

SusanP

Since Istituto Santa Giuliani Falconieri has been mentioned, I want to point out that they only have one double room that has ensuite bath (I just stayed there the last week of Sept). I never thought I would stay anywhere with a shared bath, but the price for that location, with an elevator, was too good to pass up, and I found it wasn't bad at all to have the shared bath.

I paid 45E for a single room. I also just want to note that on another thread, someone said that every room has a sink and bidet. This is NOT true. My single room did not. It was a great place to stay.

pantelia

WOW...more great information. Thanks! I plan to print this out and take it to lunch next week. We're all going to meet and discuss the logistics.

kleeblatt

I went with a group of 21 people to Rome. Our itinerary:

First day:
-Morning: Check into hotel
-Afternoon: had a 2.5 hour guided walk of Rome starting at Piazza Popolo and ending at the Coliseum. We did not visit any buildings.
-We went back to the hotel and then met for dinner.

Second day:
- A guided morning tour of the Vatican and Sistine Chapel. Afternoon was free. Met again for dinner.

Third day:
-A guided morning tour of the Roman Forum and the Coliseum.
- Afternoon was free. Met again for dinner.

Fourth Day:
- Free. We left in the afternoon to go back home.

We had a great tour guide who always met us at the hotel to take us on the tour. Our tours were in German so I can't recommend him for English tours.

Good luck in your planning!

Doble_Vergasser

I can endorse the Instituto Santa Juliani Falconeri. We stayed there for four or five nights. The proximity to Piazza Navona is great. And yes the bath was down the hall.

pantelia

First of all, many thanks to those of you who posted last month with wonderful advice!

I shared Barb's story with &quot;M&quot; who has turned out to be my planning cohort at work. We have come up with a list of discussion items for when we all meet for lunch on the 20th. (Due to business travel, we couldn't meet a couple of weeks ago as originally planned).

We plan to make it very clear that neither of us will be walking around with a flag on a pole, serving as tour guide. This is our first trip, as it is theirs, and we plan to enjoy it. We will strongly recommend everyone does their own research and decide which sights they would like to see. As the trip gets closer, we can sit down again and discuss everyone's wishes and coordinate sights then.

We WILL be getting at least two cars, I found a decent deal through autoeurope.com for a Ford Mondeo wagon. Depending on how many actually go, we'll figure out how many to get.

We plan to make it clear that we don't all have to be at the same hotel in Rome, as long as we have a designated meeting place.

Meals will be a big part of the discussion, as well as how to handle gas for the rentals.

I plan to come up with a list of a few flights to choose from, and will make it known that I won't be responsible for making those arrangements, to each his own!

We'll most likely take the train from Rome to Chiusi (sp?) and pick up the cars there, and then head to the villa. We will be coming to a decision as a group on how to handle those who might need to back out at the last minute (make them pay, not give them a refund on any deposits, etc).

I think that about covers the 'list'...now a couple of questions.

I'm sure the answer to the first one is right under my nose, but I'm having a difficult time finding it! Where can I find information on day passes for transportation in Rome? Does such a thing exist? I've used these all over the UK, but for some reason, my dunce cap seems to be on when looking for info in Rome.

Also, what's the best sight for getting information on the train from Rome to Chiusi. Is it best to purchase our tickets ahead of time (we'll be going on a Saturday morning) since there will be about 8 of us? Or will we be ok to get them that day?

I do appreciate all of your comments. I plan to print out Barb's story and make it required reading of all going on the trip!

I look forward to more comments/information.