How to Plan an Orlando Reunion or Gathering
Planning a reunion or group vacation can be an overwhelming task, particularly if you've never done it before. There are hotel rooms to reserve, activities to organize, transportation to oversee, and everyone has a million questions for you about the destination. But when you plan a reunion in Orlando, there's no need to stress. Visit Orlando offers a variety of complimentary services to make your group's vacation a success — and make you look like a party-planning pro.
Getting started is easy. Just give some thought to the following questions and suggested timeline, then email us at Meeting.Services@VisitOrlando.com with as much information about your group's needs as possible. Don't forget to provide your name and phone number as well. We will be happy to answer any questions you might have about planning a family reunion or group getaway to Orlando.
Or, contact our Vacation Planning Services via phone at (407) 363-5872, email and Live Chat. You can even make an appointment to receive personalized advice and guidance for building the perfect Orlando itinerary.
You can also build excitement for your group’s upcoming visit with our immersive Orlando Virtual Tour or by joining the Plan Your Orlando Vacation Facebook Group, moderated by Visit Orlando. The group features daily topic posts, recommendations and special offers, and encourages members to share tips and vacation photos. It’s a fun way to get a leg up on your Orlando travel planning.
At Least Six Months to One Year in Advance
When would you like to hold your reunion or gathering and how long will you stay?
If possible, you might also want to choose a backup date. If you've chosen a week when a large convention is in town, you might not be able to book your desired hotel at your preferred rates.
How many people will be coming and how many rooms will you need?
We'll need this information to find accommodations for the whole group at the same venue. Many hotels will reserve a block of rooms for your event for a limited period, and an estimated room count is essential.
What is your budget or price range for lodging?
With more than 450 hotels and resorts in Orlando, your budget is a great starting point to finding the ideal property. You might also want to consider the type of lodging. In addition to hotels, suites, motels and resorts, Orlando has numerous rental villas and pool homes that can comfortably accommodate large families or groups.
Two Months in Advance
Would you like to provide goodie bags for your guests?
We'll contact local organizations on your behalf, including theme parks and attractions, shopping centers, restaurants, and dinner theaters, and they might choose to send you brochures or discount coupons to include in your bags. We’ll also work with you if you want to include specific items.
Would you like to plan a special lunch or dinner for your group?
We can provide you with restaurant options, many with private or semi-private space, as well as options for hotel banquet facilities. We'll do our best to find something within your budget that comfortably accommodates the needs of your group. If a barbecue or picnic is more your style, we can provide you with a list of beautiful city and state parks.
What would you like to do while you're here?
With more than 100 attractions, there's something for every age and interest in Orlando. Many of the theme parks and other attractions provide discounts for groups, and we can put you in touch with the group sales offices at each. If your family is interested in golfing, Central Florida's beautiful golf courses cater to all skill levels. For some ideas about what to do outside the theme parks, including the arts, culture and natural beauty of Orlando, take a look at our sample itineraries.
Does your group want to know more about what Orlando has to offer, before they get here?
We can build an Orlando website for you and your guests. It will provide everything they need to know about Orlando, including the weather, what there is to see and do, a calendar of events, area maps, and more. We can also include your reunion agenda.
One Month in Advance
Will your group need a bus or van, a driver, rental cars or other ground transportation?
We can put you in contact with our member transportation companies.
Would you like to capture your special time together with a professional video, group photo or a series of snapshots taken throughout your reunion?
We'll be happy to connect you with member photographers who can capture your precious family memories on film or video.
Can't imagine having a reunion without those crazy matching T-shirts, buttons or tote bags?
Just say the word, and we'll hook you up with our members who specialize in promotional items you can purchase.
Do any members of your group require special assistance such as childcare, or need to rent equipment such as wheelchairs, cribs, strollers, highchairs, etc.?
Several reputable Orlando companies provide childcare for visitors. You can also rent medical equipment and a variety of childcare items and have them delivered right to your hotel. We'll be happy to put you in touch with these members.
Do you need to rent equipment such as tents, tables and chairs, etc., or are you looking for a florist or decorator to help make your event memorable?
Once again, we'll be happy to connect you with our member businesses that provide these services.
Two Weeks in Advance
Are your guests asking for information about Orlando?
Direct them to our website. It has everything a visitor needs to know about everything there is to see and do in Orlando.
One Week in Advance
Pull out your sunglasses, sunscreen and warm-weather clothes, pack your bags, and get ready to enjoy a fantastic, flawless family reunion in Orlando! Contact us if you need more assistance — we look forward to hosting you.