How to organise a ski trip without last-minute problems

A ski trip runs smoothly when you settle the route, group and bookings before you start thinking about food or equipment. Begin by recording the date and route, defining who the trip is for, and collecting registrations, dietary requirements and emergency contacts. Then confirm the ski area, equipment and transport. In the final week, check the weather, participant list, safety gear and information pack, and allow time for hot drinks, lunch and a clear meeting point on the day.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Record date and route
2 people
2
Define the target participant group
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Collect emergency contacts
2 people
7
Check participant list
2 people
8
Make ski area reservation
9
Confirm equipment reservation
10
Arrange transport
11
Check route and weather forecast
2 people
12
Send participant information
2 people
13
Check the shopping list
14
Do the shopping
2 people
15
Check ski equipment
3 people
16
Check safety equipment
2 people
17
Create participant groups
2 people
18
Print route maps
19
Mark the starting point
2 people
20
Set up tables and chairs
3 people
21
Set up the reception table
2 people
22
Chill drinks
2 people
23
Prepare hot drinks
2 people
24
Prepare snacks and lunch
3 people
25
Set up the distribution point for materials
3 people

Event

26
Register participants
3 people
27
Check emergency contacts
2 people
28
Issue skis and boots
4 people
29
Distribute helmets and goggles
2 people
30
Give safety instructions
2 people
31
Guide groups to the start
4 people
32
Lead the front group
2 people
33
Guide the rear group
2 people
34
Staff the rest area
2 people
35
Refill drinks
2 people
36
Hand out snacks
2 people
37
Register arrival
2 people
38
Serve the hot meal
4 people
39
Collect equipment
4 people
40
Escort departure home
3 people

Aftercare

41
Collect waste
3 people
42
Clear tables and chairs
3 people
43
Wash kitchen equipment
3 people
44
Clean the venue
3 people
45
Store materials dry and complete
3 people
46
Collect lost and found items
2 people
47
Return rental equipment
2 people
48
Store leftover stock
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Foldable tablesqty 6
Folding chairsqty 50
Coat racksqty 4
Clothes racksqty 4

Sports equipment

Cross-country skisqty 45
Ski polesqty 45
Ski helmetsqty 45
Ski gogglesqty 45
Ski poles for guidesqty 6
Reflective vestsqty 10
Bib numbersqty 50
Route mapsqty 50
Compassqty 4
Stopwatchesqty 4
Whistlesqty 6
Ski waxingqty 4

Equipment

Walkie-talkiesqty 8
Mobile chargersqty 4
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Thermos flasksqty 8
Coolersqty 6
Flashlightsqty 8
Megaphone

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Soup bowlsqty 50
Mugsqty 50

Kitchen

Soup kettlesqty 2
Serving spoonsqty 4
Cutting boardsqty 4
Bread knivesqty 4
Small bowlsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 4
Spongesqty 10
Floor squeegeesqty 2
Cleaning clothsqty 12

Safety

First aid kitsqty 2
Blanketsqty 10
Flashlightsqty 8
Sunscreenqty 6

Decorations

Directional signsqty 12
Registration formsqty 60
Waterproof markersqty 12

Catering

Groceries

Tips

Set a firm registration deadline at least 14 days before departure. You need the final participant count for the ski area reservation, equipment sizes, transport and group assignments.
Collect emergency contacts and dietary requirements when people register, not at the meeting point. Check the completed list twice: once after registrations close and again before leaving.
Confirm equipment reservations at least 7 days before the trip, including skis, poles, helmets and goggles. Keep a separate check for guide equipment and safety items so rented gear does not become the only backup.
Send the route, starting point, timetable, clothing guidance and contact details no later than 3 days before departure. Print route maps and prepare a distribution point for materials in case phones lose signal or battery.
Plan food and drinks around the outdoor schedule: chill drinks, fill thermos flasks with hot drinks, and prepare snacks and lunch before participants arrive. Set up tables, chairs and the reception table early enough to handle late arrivals without delaying the group.

Frequently asked questions

How far in advance should I organise a ski trip?: Start planning 6 to 8 weeks before the trip, especially if you need transport, a ski area reservation or rented equipment. Close registrations at least 14 days before departure so you can confirm numbers and requirements.
What should I check the week before a ski trip?: Check the participant list, equipment reservations, safety equipment, route, weather forecast and transport 7 days before departure. Send the final participant information at least 3 days before the trip.
How much food and drink do I need for a ski trip?: Plan one filling lunch and at least two snack portions per person for a full day outside. Prepare one large mug of hot drink per person for the first serving, plus extra water and drinks for the journey.
When should I assign ski trip groups?: Create participant groups after registrations close and no later than 3 days before departure. Use the final list, experience levels and guide availability, then share the group arrangement with the participant information.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.