In our case a couple weeks ago, we did not all need to be present to get the bus passes. Just all claiming to be in the hotel lobby was sufficient. Also, note that the bus assignments were previously made and we just needed to check in to be given the correct bus tickets. In our case, there were 2 busses from our hotel and 2 cast members checking people in. We happened to check in with the "wrong" bus leader and the cast member needed to go to the other cast member to get the bus slips for us--not that you would know which cast member to check in with ahead of time. YMMV.