Our children's choir is going on tour to Disney World over Memorial Day. Does anyone have any experience in planning air transportation for a group of forty? I will be contacting the group sales of the various airlines. I'd appreciate any info you may have regarding a group trip. Judy

You just answered your own question. Honestly, I'm not trying to be a smarta$$ but the best place to go would be group sales at the various airline, hotel, and attraction offices. The Orlando Convention and Visitors Bureau also has a group sales office and would be invaluable to you. Call them first and let them know you are a first time planner.

Judy, I've been traveling with my cheerleading/dance team for several years to various competitions throughtout the US. The sponsoring organization always has a travel agent we have to use for air and hotel. I guess what I'm saying is that you may want to consider using the services of a local travel agent to eliminate the hassle of doing it on your own. Another option is to assign the air portion of your trip to at least 2 parents and the hotel portion of your trip to another 2 parents. Each group can do the research and then choose the most affordable options for everyone involved. I also strongy recommend that your group assign someone to keep a written record of all checks and monies received by each individual. What are the ages of the children? I have many tips to pass on about traveling with a group of kids so post back if you need more info.

Forgot to mention, when you book the hotel, book a block or rooms and make each family responsible for making their own reservations. If you make all the reservations, literally, it will drive you insane. People will call your hotel room and complain to you about the problems they are having in hotels.

Usually, (especially) if you are using the name of your organization, the airline and hotel want the name and number of only 1 contact person. That's the reason I suggested assigning a very responsible person affiliated with the choir to be in charge of air and or hotel arrangements. It does often happen that the hotel cannot accomodate everyone in your group on the same floor or wing, although they do try. They usually assign as many rooms as they need in the order groups arrive to check in, so it's always best to check in as early as possible to avoid this potential problem. Of course, it's also the reason you need adult chaperones so that they can be assigned throughout the hotel where they will be needed to to supervise a group. It's also a good idea to provide the children's parents with a checklist of items they will need especially if say, you want them to wear the same t-shirt and (color) shorts. This method makes it alot easier to identify your group of kids in a crowd. Also, make sure everyone remembers to bring their id's to the airport.

Thank you for your ideas. Sounds as if you have lots of experience. I may contact you again. Actually I am the parent volunteer looking into air fares. The children are in junior high. Adn yes, we will have adult chaperones and same color t-shirts, but having a "trip treasurer" is a great idea. Ground travel has been taken care of, so that will help. This is the first trip this group has taken so we don't have any history to guide us. Thanks again, Judy

Why don't you try Disney group sales?

Go to cvb,orlando in your search engine.

Click on and fill out the RFP (request for proposal) Send that back to the cvb and they will send it to the hotels in Orlando. The hotels will then contact you to discuss the rates and comps. Try to settle on one that includes a free full or continental breakfast. If possible, visit Orlando and visit the hotels you are interested in before making your decision. Be sure anthing you discuss and want is in writing in the contract. Depending on the number of nights you spend there and the number of rooms rentedbper night, you, as the planner may be eligible for a comp room during your stay.
When the contractis signed, be sure you have the number of rooms needed blocked off. Be aware of any penalty assessed if you do not fill the total rooms being saved. Get the hotel's 800 number so the people can call to make their own reservations. Be sure they give the hotel the name of your group when making the reservation in order to get the group rate.
Hotels outside the park less expensive, and even less outside the area. Being outside the area tho, could cause transportation problems to the parks.