Every trip to WDW requires some amount of planning. Mike explains how to be organized about it.

Why not?

Planning a Walt Disney World (WDW) vacation the right way requires you to have some kind of control over all that goes into the planning process.

Over the last decade I have become convinced that a successful WDW vacation takes a bit of science, a bit of art, and a bit of luck. While we can't control our luck, the science and art portions of this formula are certainly within our grasp. Putting together a notebook gives us a huge boost and a chance to put together a great vacation for ourselves.

When I first introduced the notion of a WDW vacation notebook, some of my students didn't immediately understand the benefit of documenting all this information. The answer is very simple. While you can take WDW trips without one, the intricacies of planning a WDW trip really make a strong case for assembling this notebook.

Before beginning your planning process, you should get organized, and put into place any and all tools that can help you in this phase. This tool is your notebook.

This notebook serves many purposes.

• It allows you to keep all your important information in one place.
• Makes it easy to find specific information fast... quick information retrieval.
• Simplifies the planning process and helps you from getting stressed out about planning your trip.
• Helps you before you go, while you're there, and also when you return from your trip.
• Prevents you from forgetting anything.
• Becomes your most trusted resource while making decisions for your trip.

I can list many more benefits, but you'll begin to understand how this book can help you as we go along.

When planning a trip far in advance, you should keep important information in a centrally located place such as your notebook.

Remember what I said at the beginning of this session: we want to have control and be organized. This means you should arrange the notebook into several meaningful sections so the information does not run together or become cluttered.

The sections I strongly recommend for your notebook are:

• Decision time: when to go
• Getting there from here
• Pillow talk
• Tickets! Tickets! Tickets!
• Trip tickler & log
• Number, please?
• Lists for dummies
• Money for Mickey
• QRS
• Dear Diary

I cover each of these items in this column.

What Do I Really Need?

What you need is either a college-ruled notebook or a loose-leaf notebook. I tend to use both for my trips. I use a small notebook to jot down my information, then enter the information on my computer so it's legible (my penmanship would make a pharmacist cringe). I then print out my notes and put them in a binder. The binder actually accompanies me on my trip.

Do what's best for you, but make sure to divide your notebook into sections. Don't forget that you are taking this book to Orlando.

You should start this trip notebook as soon as you decide you want to go to WDW, even if aren't sure when to go.

Section 1: Decision Time: When to Go!

This section discusses the information you gather to help determine what time of year is best for you to go WDW, as well as how long to stay.

This is an important section that serves as a launching pad for the rest of the planning process.

Jot down the pros and cons for going during different times of year. Hopefully over the next month or so, I can serve up some guidelines to help you choose.

Record all comments made by family members regarding their preferred time to go. Encourage all family members to contribute to this section, as the decision should be made as a family.

Here are some samples of what you may write in this section:

• "Jim prefers the fall because it's less crowded and not as hot."
• "I like the summer because of the extended hours."
• "Susan loves Christmas and wants to go in December."
• "If we go in the fall we may get a better deal."
• "Maybe we should start saving for three months and then decide."
• "I like the idea of getting on a plane in my coat and getting off the plane in my shorts."
• "If we go for ten days let's wait until school lets out."

Section 2: Getting There From Here!

This section contains transportation information to helps you decide how you get to Orlando, as well as details once you decide how you will go.

Jot down notes specific to your preferred mode. For instance, if you are flying, what airlines are available to fly to Orlando? Do you want to fly non-stop? Do you want to limit how much money you spend on airfare?

Are you torn between two modes? If so, all notes and discussions on the pros and cons of each mode should go in this section. It's important that you not only explore all possibilities, but also document any discussion and notes to help you decide what's best for you.

When pitting one mode against another, consider the time, money, and convenience of both, and jot down any information that you feel is important.

Here are some ideas of what to put in this section:

• "Hmm, time is more of a premium than money so maybe flying is best for us."
• "Gee driving there would save us some money and it would be fun, too."
• "If we fly we will have to rent a car, too!"
• "By driving down we can also save money on a car rental!"

This section is very strongly tied to the section #1 (Decision Time). Deciding when to go and how long to stay may actually help you determine your travel mode. In fact, deciding on your travel mode first may help determine the time and length of your trip.

I'll talk more about this in the weeks to come.

Section 3: Pillow Talk

With apologies to Doris Day and Rock Hudson, I call this section "Pillow Talk" because it is here where you determine where you'll be sleeping at night. Picking a hotel or resort can be difficult for many people. Hopefully this approach can simplify things for you.

Again, MousePlanet and yours truly will help you make this decision.

You should divide this section into three subsections, although you may only use two of them. Let's look at these three subsections.

Section 3A: On or off the property

This first subsection contain notes on whether to stay on-property or not. Use this section to list the pros and cons for each and any notes or comments from family members that can help make the decision.

Most people who plan to visit WDW for the first time find that this is the hardest decision to make, second only to what kind of admission media to get.

If you decide to stay on-property, then subsection 3B is your next stop. Otherwise go to 3C.

Section 3B: Choosing a WDW resort

This second subsection contains information on those WDW resorts you are considering. This can be frustrating because there are many resorts to choose from, all with distinct personalities.

Wilderness Lodge was brand-new when Mike and his family stayed there in 1994.

Over the next several months, I will help guide you towards a decision. We'll investigate this amazing area of resorts and look at the best ways of deciding the best resort for you.

Section 3C: Choosing a non-WDW Resort

The last subsection contains information on hotels outside the WDW property. Your decision doesn't get any easier by going off WDW property, since there are quite a few resorts and hotels in Orlando. Choosing the right one for your family is a big responsibility.

We'll help.

Section 4: Tickets! Tickets! Tickets!

This section is extremely important and is linked to section #1. Do you recall that I said this is the toughest decision for first timers? I promise, it does get easier the more often you go... except when Disney keeps changing the type of admission media available.

List all the admission media that meet your needs for your stay in this section. List both the type of admission media and price. Don't overlook extra stuff that you might want to do, such as dinner shows, water parks, Disney Quest, Cirque du Solei, or Pleasure Island. Make sure you list any discount prices too.

When determining your admission media, keep your length of stay at WDW in mind.

Ticket artwork © Disney
The Annual Pass is one type of admission media to consider for your trip.

In future weeks, we look at WDW admission media and figure out what may work best for your trip.

Section 5: Trip Tickler & Log

This part of your notebook contains milestones regarding your trip plans. A chart noting your important dates represents these milestones best.

This section might end up with the most dog-eared corners, because it contains important information that you find helpful.

The best way to construct this chart is to work backwards from your actual trip date. By working backwards from the day you leave, you can best judge when you would feel comfortable having certain tasks completed.

For instance, when do you want to secure your room, your flight, and your car rental? When do you want to stop your mail, or even get that vacation hairdo? This section helps reduce that pesky trip anxiety by laying out a schedule of tasks that will give you piece of mind.

Some examples for milestones / tasks include when to:

• Book your airfare
• Book your room
• Purchase admission media
• Book your rental car
• Buy any clothes for your trip
• Buy film and videotape.
• Get fresh batteries for your camera

Your chart should look something like this:

When you begin to put this chart together, leave several rows between each task in case you think of additional tasks for those dates. You must constantly revisit this section to make sure you document and date the tasks you must perform.

The idea of planning ahead is to make the trip itself a serene, relaxing experience.

From the first day you start planning a WDW vacation, start thinking about all the things you'll need to do and write them down before going on your trip. This makes the whole process fun as you get closer and closer to your day of departure, instead of filled with anxiety.

You can keep the log and tickler as separate sections, although it makes sense for some to combine the ticker chart with a log of what was done. The main difference is that a tickler lists future tasks, while log file lists completed tasks. Keeping two separate charts may be confusing for some people, so use what's best for you. If you prefer to use one then go with the tickler.

Whether you choose to combine or keep them separate, I cannot stress the importance of mapping backwards from the day you plan to take off for WDW and recording everything you think you need to do before you leave and when to do these tasks.

At the same time that log entries help you keep track of the planning process, it also helps you in future trip planning.

Here's what a log entry should look like:

For those who drive...

Think about making your own Trip Tickler to help you plot out driving schedules for the trip.

Estimate how far and how fast you'll be going, then make a chart that indicates how far you'll be at a certain time on a given day. Be realistic (or better yet, conservative) in your planning. Do not cause yourself undue stress by overestimating your plans. Figure out how many miles you'll be traveling on an hourly basis, where you should be at certain times and other information. This breaks the trip into mini-trips and keeps you on a steady track.

Your chart should have the following format:

Section 6: Number Please

You will be making a lot of phone calls so why not list all the important numbers in this part of your notebook? You may also need to have fast access to them.

Some numbers to keep in mind include:

• WDW Central Reservation Office (if applicable)
• Disney Club (if Applicable)
• Car Rental Company
• Airlines
• Airport
• Travel agent
• Any other important number

Actually, if you use a cell phone and plan to use it during your vacation- planning process, you may want to enter the numbers in your cell phone. You'll have the number at your fingertips even if you don't have the notebook with you.

Section 7: Lists for Dummies

The first time I drove to Orlando, I knew I would be on the road for three weeks. With this in mind, I started making lists for everything because I wanted to make sure my vacation would be as close to perfect as possible. Since then, I have continued to make lists every time I go. I have a special section in my notebook for my lists.

Here are the kinds of lists I create in my own notebook:

• Countdown lists - contain last-minute details on what I need to do before leaving on vacation. They help me remember all the little things that ensure I won't forget anything. These lists include the week, as well as the last 36 hours before departure.

An example of a countdown list:

• Packing Lists - usually include the clothing I'm taking, toiletries, cameras, tapes, batteries, virtually everything I plan to bring with me. As I pack, I check these items on the lists.

An example of a packing list:

• To-do lists - Every WDW trip has its own personality, and I usually have priorities of I want to do when I'm in Orlando. To avoid forgetting to do everything I planned, I list what I want to do there... be they attractions, restaurants, shopping, what to film, or whatever else. I hate leaving at the end of my trip and saying, "Oh I forgot to ..."

An example of a To-do list:

This may seem like over planning, but many whom I consider experts in WDW trip-planning use similar lists. Over the last 10 years we have been either very lucky or very good with our lists, because our trips have gone off without a hitch.

Always on Mike's to do list is a visit to his "Walt Around the World" brick at Luau Cove at the Poly.

Maybe there's something to these lists after all.

Section 8: Money for Mickey

There's no question. The question I get asked most often from first-time visitors to WDW is, "How much should I expect to pay for my vacation?" There are many ways to answer this question and it all boils down to your situation.

Budgeting is an important part of planning any trip since you can't print more money in the middle of your vacation.

The best way to determine the cost of your WDW trip is to study your vacation profile. How do you intend to get there? How long you intend to stay? Where you will stay? In a simple word... your budget.

Jot down rough estimates of what you expect to spend on your trip. Other sections of the notebook help you put together a line- item list of how much everything costs.

This section should contain the following costs:

• Your transportation to and from Orlando
• Your car rental (if applicable)
• Your room
• Your admission media (Include dinner shows, DisneyQuest, etc.)
• Estimates for food
• Estimates for souvenirs

All these line items will be discussed in upcoming columns, but remember that you should have a pretty good idea of exactly what you want to do.

You can make a little chart and take it with you to track your expenses while on your trip to help you plan future trips. Here is what I use:

It takes just a few minutes each day to keep track of where your money goes.

In the sample table, this particular family had an extra $20 in their budget at the end of May 2, which they can use the next day. The idea here is not only to keep track of your money, but also to reward yourself if you happen to be under-budget.

Many times I have put such a table together and have found that after a few days I was so under budget that I would say to my family, "Hey let's do something special today." This could mean a special restaurant, dinner show, souvenir shopping, or something else that we never initially budgeted for.

It's a good practice to estimate what each day might cost. Some days will cost more than others. Obviously hotel and car rental are the easy estimates. You can eliminate the hotel line if you remember to record all room charges (such as room service or long-distance phone calls).

Use this chart for things beyond airfare, car rental, hotel, and admission, and anything else you have not prepaid. The chart should contain only your daily expenses, which will most likely vary from day to day.

I have used the chart for things like gas/tolls and hotels when I've driven down to Florida, and then the usual, food, souvenirs, admission (beyond the parks).

This worked out so well the first time that we were able to stay for two additional days at WDW. We stayed at the Contemporary Hotel one time and the Wilderness Lodge on a following trip. This also made for an even better second half of the vacation.

You do not need to spend the maximum you have budgeted for. If things are going well and you can do more with the same amount then go for it. This table helps you reach that goal.

Section 9: QRS (Quick Retrieval Section)

Use this section to compile a summary of vital ready-reference information. Other sections may have some of this information, this section contains the final bits of info for the trip.

You really do need some information to be available at your fingertips... just in case check in, car rental, or some other trip task goes less than smoothly.  

A page from this section should look like this:

Place any information you feel is important to have at your fingertips in this section. Keep a copy of this table in your notebook so the information is handy.

You should also leave a copy of this information with a relative or trusted neighbor who would be either watching your house or taking you to and from the airport.

Section 10: Dear Diary!

I never realized how important a trip report was until I discovered how helpful someone's trip report was in my own trip planning. Because of this, I decided to make sure to take detailed notes and put together a comprehensive report for others to read.

Use this section to jot down your daily activities. If you come back to your room in during the day, jot down what you did that morning. When coming to your room at night or when you get up in the morning, record what you've experienced.

We'll talk about writing trip reports later in this course. I cannot stress how beneficial a good trip report is, not only to those who read your report, but to you. Trip reports help you plan your next trip, and go a long way towards helping you remember all your trips.

Conclusion

No two notebooks are alike, and you may only need to keep a subset of what we have discussed today. Recognize what you need for your notebook, and use it religiously.

Once you start your notebook, visit it frequently, and keep a pen or pencil near it so when you have a thought or need to record some information you can do so quickly.

Encourage your family to help maintain the notebook, making entries themselves, or appoint someone enter the information.

Finally take your notebook with you on your trip. You wouldn't want to leave that information on your coffee table while you're walking on Main Street U.S.A. thinking, "Now what was it that I wanted to do this time that I forgot to do last time?"

Next Time: Deciding When to Go!!!

Until next time... class dismissed!

Photos on this page by Brian Bennett unless otherwise noted

Here's a list of the trip reports that Mike has written that are part of MousePlanet's archives!

Michael Scopa -- August 1999 -- Walt Disney World (CSR)

Michael J. Scopa -- July 1997 -- Walt Disney World (WL/CBR)

Mike Scopa -- July 1994 -- Walt Disney World (WL / CBR)

Also, don't miss Lani Teshima's column, "The Trip Planner" for more travel planning information!

Brian Bennett, author of MousePlanet's WDW Trip Planning Guide (and publisher of the Disney Trip Report Archive), writes:

The first Disney trip report that I ever read was a report by Mike Scopa that I downloaded from the America Online travel library in late 1994. The report was a detailed description of the Scopa family's trip to WDW in the summer of that year.

As soon as I was done reading it, I was hooked.

I picked my own brain and documented my own trips and the things I'd learned from my own experiences. Then, in 1995 I actually wrote a report as the trip unfolded. I took a laptop with me and spent some time in the evenings documenting what had happened that day. (I've repeated that process for my own reports ever since.)

In July 1996, I started my Disney trip planning Web site. Besides including my own reports, I asked for permission from the authors of several other reports and added them to the offering. Since then, the number of reports has expanded greatly. In 1997, I added an information summary for each report to make it easier to sort through the reports that are available.

I still 'blame' Mike for hooking me on this Disney habit.

Thanks Mike!

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