The Travel Agent's Guide to HAR's Disney World Planning & Booking Cheatsheet

April 10, 2017

Congratulations, Disney Agent! You have struck gold. What we’ve put together here is a Disney World Planning & Booking Cheatsheet to help you plan and book Disney World magic for your clients.

Disney World Planning & Booking Cheatsheet

As with most things HAR, it got a little bigger than I thought it would be so I wanted to chat a little bit about it here, and share a few ideas on how you can use it and adapt it to your individual needs.

One of the cool things about this form is that it’s customizable, so you can change it as much as your pretty heart desires. Want to make it all about Disneyland instead? Go for it. Just want the checklist and delete everything else? Cool by me.

We created this form on JotForm and made it a template so you can quickly and easily copy it. JotForm's robust features are available on all of their plans - including the free one! The free plan allows 5 forms (you can always archive forms you aren't currently using so you don't lose any data), up to 100 monthly submissions and unlimited fields for your form.

What Exactly Are you Talking About, Here?

Big picture time. I think to think that our Disney World Planning and Booking Checklist is like a miniature CRM for your Disney trips—a tool where you can log important client info, reservation deadlines, and a checklist—that walks you through the steps in planning and booking a stellar Disney Vacation.

It's a JotForm form and similar to others we’ve published. The difference here is that it isn’t client-facing. So you will download the form to your own site and use it to track and log your own clients’ Disney World travel data in one place.

But How Do I Do that Download Thing You’re Talking About?

HARer, Bridget Lee, made a fancy video tutorial to show you how. So get your popcorn and dim the lights, folks. It’s showtime.

How Might I Use This?

You can use the form in a few ways:

  1. Narrow down options: When you listen to your clients, you can check off what you think might be right for them, and present them with multiple options.
  2. A tool to walk your client through options, and easily narrow them down further during their discussion based on their preferences.
  3. Help put together price quotes for different travel options. We do include categories for pricing since it will change frequently, but you can certainly add those in!

I Already Have a CRM. Why Do I Need This?

Good question, imaginary reader. This is not meant, by any means, to replace an existing CRM, but to complement systems that you already have (or not). It’s 100% Disney World specific and lists all the Disney resorts, events, and dining options in one form.

What Does This Newfangled Form Include?

We went all out, and the form includes 7 pages. Here’s the rundown:

1. Primary Contact: Enough said.

2. Party/ Group Info: Here you can list the members, their general ages, notes on their interests. Here are a few ideas on how you might customize this page:

  1. Add more info: Do you want to add a gender category for kiddos? Some agents might find that helpful.
  2. Jot Down Interests: You can include bucket list wishes for each person because one brain can’t hold what 6 different people want.
  3. Contact Info: If you’re working with a group of disparate adults who are each paying their own way (rather than as a group), you can add contact categories for individual party members (OR start a new entry).
  4. Add more people: If your party if larger than five, you can easily copy the fields to add more travelers!

3. Travel Dates and Occasion for Travel: Also self-explanatory.

4. Resort Options: This page will walk you through all the value, moderate, and Deluxe options that are available. Again you can compare value and moderate if you’d like, or just look at one category if your client already knows what they want.

5. Dining Plans: Here you can explore dining plans with your clients—this will merit its own conversation to consider preferences for the entire party. I know what level of dining plan they want, you can select one, or you can choose multiple if you want to do a comparison with them. Different dining experiences will require a different number of dining points, so walking them through some of the restaurant suggestions might help determine what level of Dining Plan they want.

The Dining options are sorted into categories like character dining, fine dining, casual, etc. Restaurants that don't take reservations are not included in this list, so remember that you still may want to recommend awesome places for grab-and-go and snacks!

>>> NOTE: This form was created 03/31/17 so you'll want to make sure you update restaurant options as they are likely to change! 

6. Events: Events can be reserved on the same timeline as dining and may also change frequently. The schedule of events will not all be posted at the same time, so it will be important to check which schedules are available.

The page includes seasonal, Holiday, sporting/running events, and more. We included everything even if the schedule isn’t out yet, so you’ll need to check to see which are available so you don’t break your clients’ tender Disney-magic-loving hearts. 

7. Fastpass+ Schedule: Weeeee! It's ride time Not all agents help clients plan out their Fastpass+ strategies, but some do (especially for newbies). This page is so you can fill out the client’s 3 Fastpass+ choices (plus two alternates) according to the date and what theme park they’ll be at on that day.

It has enough for 5 Days, but you can easily add more (or delete some). Once you fill it out, you can print it off and give it to your client with other documents—and you’ll truly be their prince (or princess) charming.

8. Final Checklist: Just a little ditty to make sure all your ducks are in a row. You can add to or subtract from this list to your heart’s content.

Are You Ready to Make Some Magic?

Just click here to access the form! Disney Planning & Booking Cheatsheet

All you need to do is find the Disney World Planning & Booking Cheatsheet, then click on Get Template!

About the Author
Mary Stein - Host Agency Reviews

Mary Stein

Mary Stein has been working as a writer and editor for Host Agency Reviews since 2016. She loves supporting travel advisors on their entrepreneurial journey and is inspired by their passion, tenacity, and creativity. Mary is also a mom, dog lover, fiction writer, hiker, and a Great British Bake Off superfan.