Start Time: Usually no earlier than 2PM – after everyone should be onboard, rooms are open. Note that there is really NO time when there might not be other activities scheduled… Shopping seminar, DVC reception, etc… but 2:30PM is probably as ‘empty’ a time slot as you will find on Embarkation Day. Some groups try to get together later on a cruise, but my experience is that those are not as well attended because there are even more activities to conflict on other cruise days! And if this is held on Day 1, people might meet other members they end up hanging out with at other times during the cruise.
End Time: No later than 3:30PM so people can get to their muster drill stations at 4PM
Participants: It’s always good to create an event/invite group members to help you get a count of people who will be there. Remember that each group member might represent anything from 0 – 4 others even if they’re only really representing a single stateroom! Knowing this will help you plan for your location.
Location: Varies by what you want to do, what ship you’re on and the # of participants per the above. Some can support an ‘open house concept’ where people come and go to say “Hi!” during a window of time, while others include space for an entire group to assemble, sit down, have pics taken, etc… Some are ‘free’ but don’t necessarily offer bar services, while others are ‘paid’ and do offer services. Information about booking smaller venues with services is available elsewhere, but the usual ‘free’ spots to hold meet n greets are below:
· Magic - Promenade (free, medium #’s, bar service), Cove Café (free, small #’s, bar service), Signals (free, medium #’s, bar service, outdoors)
· Wonder – Promenade (free, medium #’s, bar service), Cove Café (free, small #’s, bar service), Signals (free, medium #’s, bar service, outdoors), Outlook Café (free, small #’s, bar service)
· Dream – Evolution (free, handles large #’s), Cove Café (free, small #’s, bar service), Currents (free, medium #’s, bar service, outdoors)
· Fantasy – Tube (free, handles large #’s), Cove Café (free, small #’s, bar service), Currents (free, medium #’s, bar service, outdoors)
· Note: The D Lounge on all 4 ships is usually hosting a DVC reception at this time, so it’s usually not an option, although it could handle large #’s
Possible Activities: Varies by what you and/or the event organizer want to do. All of the below are possible, and relatively free/inexpensive, but remember even ‘inexpensive’ things add up when you multiple x100 or more.
· Opportunity to thank co-admins, activity organizers
· Sign-in / Name Tags – don’t forget the markers to fill them out!
· Group bracelets or buttons or magnets commemorating your cruise group (t-shirts for the truly ambitious!) – the more expensive the more I’d suggest getting people to pay for them!
· Reminders for times/locations of group events
· FE Lists, Room Changes, deck maps
· Family, Adult or Kids raffle – need to have people fill out something or giveaway tickets and have a bucket to put them in – suggest people must be present to win!
· Coloring pages/crayons for kids
· Group pictures – sometimes you can get a cast member or camera shy spouse to take it so you can be in the picture too!