This week, I booked my immediate family’s biennial (or every other year) vacation to the Walt Disney World Resort. We’ve been visiting as a family for 15 years and even though all ten of us like to experience each trip in different ways and at varying paces, the moment of confirming a reservation is always so exciting!
We still have several months until we can roll out those suitcases but like with any exciting getaway, there’s a handful of things that I like to keep track of and plan for in the meantime to make the lead-up process easier and more efficient. Plus, it’s fun! In fact, I think (puts on my Jane Austen regency bonnet) it’s a truth universally acknowledged that planning for a Disney trip and experiencing a Disney trip are two very different hobbies. That’s just what it is; I don’t make the rules.
So what’s on this list, you ask? Well, I’ve pulled together ten of my must-do tasks for the weeks and months leading up to any Disney vacation. They likely won’t be completed all in one go, but rather chipped away at over time after gathering some more information and building out our expectations and itinerary.
This process gets more fluid after each and every visit but no matter how many times I plan a trip, I’ll always go through this list to make sure I’m covering my bases well in advance. So, let’s get the show on the road!
1. Set up a planning and scheduling spreadsheet for the trip
I’ve used a multi-tabbed spreadsheet to plan and manage almost five years worth of Disney trips. I’m a data analyst by trade, so this is just how my brain works! But let me tell you, it’s a game changer for keeping all my ducks in a row - before, during, and after the trip. I don’t track everything and I’m also not a down-to-the-hour kind of planner, but I do love it for outlining all the information that I need to know at any given time.
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I create and host the spreadsheet on Google Sheets, so being able to distribute it to my entire travel party is an added bonus!1 It’s a great way to get everyone on the same page, even when they’re chillin’ by the pool while you’re getting a second helping of corndog nuggets from Casey’s Corner at the Magic Kingdom. Not only that but as long as you’ve got a cellular or internet connection, you can access the spreadsheet from any device. It can even be download to your device for offline referencing. It’s insanely convenient!
Here’s a free, editable version to assist you in planning for your next trip, as a lil’ treat from me to you. Every tip that I’ve included in this post can be integrated into the spreadsheet, and I highly encourage customizing it to you and your travel party’s specific needs. Instructions for doing so are included, but please reach out if you have any questions!
2. Jot down important dates
While preparation for a Disney vacation has changed quite a bit over the last several years, there’s still a few key dates that one might want to keep on hand. This can include:
A countdown timer because we all need that lil’ light at the end of the tunnel… (I like the Countdown app for this)
The start of your advance dining reservation (or “ADR”) booking window (60 days before your arrival date)
When to begin online resort check-in (also 60 days before your arrival date)
When to apply for Disability Access Service (or “DAS”), if needed (30 days before your arrival date)
Any ticketed events or party dates that will be occurring during the trip
Specific dates that might lead to special extras and experiences in the parks, like Hollywood Studios’ 35th birthday, Earth Day (doubles as Animal Kingdom’s birthday), May the Fourth, etc.
Some of these things (i.e. ADRs and ticketed events) might have limited availability once your booking window opens, so it’s a good rule of thumb to know about them in advance so you can snag that reservation as soon as you can.
3. Clearly define and set expectations amongst your travel party
This - and I cannot stress it enough - is critical for any vacation, not just one spent at the Disney parks. In this case, however, a trip to Walt Disney World isn’t going to look the same for everyone. For example, my parents get a one-day park ticket for the duration of our entire trip whereas my husband and I are at multiple parks per day. The rest of my family is happy with being somewhere in the middle. Different strokes for different folks certainly rings true here, and that’s perfectly fine!
The key is to ensure that everyone in your travel party is fully aware of how you want to spend your days around Walt Disney World. Ideally, this should be discussed well before your arrival and the spreadsheet mentioned above is a great way to lead that conversation and share your plans with others. Don’t be afraid to veer off from your travel party when there’s something that you really want to do. This is your vacation too!
4. Make a list of dining spots to try or revisit
There’s so many restaurants, quick service stops, and booths across all four parks and resorts (plus Disney Springs!) at different times of year, and it’s fairly easy to lose track of all the offerings. I always make a note of which places we might want to try on a future trip, along with spots that we’d love to revisit.
I might also add some additional information or context, like “maybe grab a late breakfast reservation at Tusker House so that we can get both breakfast and lunch items at the buffet.” Mmm, Mickey waffles. Anything that can help planning process gets included! Write it all down.
5. In that same vein, take note of any special, time-based treats, merchandise, or events that will be offered or on-going during the trip
This news will likely roll out a month or so prior to your trip, but it’s super helpful to have on hand throughout those busy days. This can include exclusive character meet-and-greets, new snacks and where to find them, coveted popcorn buckets, offerings at paid events (i.e. Mickey’s Not-So-Scary Halloween Party, Jollywood Nights, etc.), Annual Passholder (“AP”) and/or Disney Vacation Club (“DVC”) events and perks, etc.
I knew I wanted to grab the candy corn Donald Duck sipper during our trip last September and knowing that it existed helped me track it down in the parks, just before we hopped over to the Magic Kingdom for Mickey’s Not-So-Scary Halloween Party.
6. Create checklists that precede the trip by weeks, months, etc.
If you’ve ever been involved with any stage of the wedding planning process (or really any large event), you’ll likely remember the miles-long checklists that fall at a certain frequency. Splitting up tasks can make tackling them a whole lot less overwhelming. With a full-time job and other life responsibilities, I refuse to prepare for a trip within a small window (i.e. a few weeks). It just ain’t happening!
Things that I plan for and spread out include: scheduling pet-sitting, purchasing trip-specific items (i.e. a new fanny pack, some cute earrings, a portable fan, etc.), when to submit my vacation time, and specific weeks to pick up a Disney gift card to add to my account. Plus, it’s so much fun getting to swing by Target to shop for lil’ travel toiletries a couple months out from your trip (yes, I am that person)!
7. Take note of any seasonal or holiday events and festivities that will be taking place during the trip
Unless your trip falls between June and August, there’s bound to be a festival going on during your visit. In this case, we’ll be visiting during the Epcot International Flower and Garden Festival so I know I’ll want to plan an outfit around that, budget additional money for specialty food booths and merchandise, and look up menus and offerings well before our trip so I can maximize the time we have in the park.
Here’s a lil’ list of events and festivities that might coincide with your trip (with the confirmed or estimated 2024 dates for context):
Epcot International Festival of the Arts - January 12th to February 19th, 2024
Epcot International Flower and Garden Festival - February 28th to May 27th, 2024
Epcot International Food and Wine Festival - August 29th to November 23rd, 2024
Epcot International Festival of the Holidays - November 29th to December 30th, 2024 (estimated)
8. Make a souvenir wish list
This is probably one of my biggest tips, especially for those of you who, like me, love to shop in the parks. One way to set expectations and accurately budget is to anticipate which goodies you’ll want to pick up throughout your trip. I like to do this by watching livestreams (my favorites are with Jenna from ResortTV1; she always tours at least a couple shops during each stream!). They help me see what’s currently on the shelves at the parks and if I see something that I like, I know exactly where to find it and how much it costs. I’ll then add the item to both my budget and wish list so that I can easily reference it during the trip.
This can also expand to popcorn buckets, souvenir drinking vessels (cough candy corn Donald sipper cough), festival merchandise and scavenger hunts, refillable resort mugs, etc. The possibilities are endless!
9. Review different resort activities that we haven’t done before
With everything that’s going on during a trip, it’s very easy to forget about all of the resort offerings and activities throughout your stay but there’s some seriously fun stuff at each and every resort! Many of them are free or very affordable, so be sure to take advantage of them if you can.
Some of the activities are usually listed on the resort website page and My Disney Experience app, but a full list can be found at the resort front desk and on sandwich boards located in areas that receive more foot-traffic at the resort (i.e. outside of the pool, near quick service dining, etc.). Here’s some things that I’ve got noted for our next stay at Animal Kingdom Lodge - Jambo House:
Sign up for the Mickey tie-dye t-shirt craft
Grab a drink and bar snacks at Victoria Falls Lounge
Look up poolside trivia dates and times
Carve out time for a Jiko dinner reservation and evening s’mores around the campfire
10. Make a list of photos or videos to capture, organized by park
Okay, this is a lil’ more focused on the content creation side of things, but do you know how many times I’ll be scrolling on Instagram and see a photo from the parks that just takes my breath away? The angle, the light, the subject - it inspires me to be more creative! The problem, however, is that I forget…everything. So, I combat this by - say it with me, folks - making a list!
I keep this checklist on the Notes app on my phone, and it’s organized by park and land/area for easy reference. If I’m reading a nonfiction book about the parks or some element of Disney history, I’ll even jot down the page number and a quote to provide some context as to what the photo should contain. Super simple and concise!
Well, that’s the list! I hope it was informative and maybe supplied some new ideas for how to plan and prepare for an upcoming Disney trip. As previously mentioned, this process should simultaneously lay the groundwork and be fun! Put some music or a livestream on, wear your favorite Disney shirt, and make it a treat for yourself and anyone else who might be joining the fun.
Do you have any tips and tricks that help you get ready for a Walt Disney World vacation? Also, do you use a spreadsheet, text document, calendar, notebook, or something else (or even a hybrid of multiple things) to keep your plans organized? Leave a comment below and let us know!
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See ya real soon,
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PS. Affiliate links are used in this post. They’re at no cost to you but if you do choose to use them, they give me a very small percentage of the cost of your purchase.
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If you’d like something a bit zippier, Notion is another great place to store this information. I use it for Magic, Noted planning and research, but I also have a spot to keep track of information for future trips as well. Perhaps I should pull together a Notion template next…
