How to organise a snow sports week

Start by fixing the dates, programme and accommodation before inviting anyone. Transport, ski school and equipment rental usually need to be arranged early, while participant details determine rooming, groups, meals and supervision. Use registration to collect dietary requirements, emergency contacts and ski ability in one place. In the final week, confirm payments, send practical information, check the route and weather, and sort food and equipment by day.

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The plan, step by step

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

Preparations

1
Set the date and program
2 people
2
Reserve accommodation
2 people
3
Arrange transport
2 people
4
Reserve ski school
5
Reserve equipment rental
6
Check insurance policies
7
Send invitations
2 people
8
Open the registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Collect emergency contacts
12
Assess ski ability
13
Create room assignments
2 people
14
Confirm participant list
15
Check payments
16
Send participant information
2 people
17
Send the packing list
18
Share ski pass details
19
Create group assignments
2 people
20
Brief chaperones
3 people
21
Confirm route and departure time
22
Check the weather forecast
23
Do the shopping
3 people
24
Check materials
2 people
25
Sort food by day
3 people
26
Label luggage
2 people
27
Assemble the emergency kit
2 people
28
Prepare departure registration

Event

29
Check in participants
4 people
30
Load luggage
5 people
31
Give departure briefing
2 people
32
Guide the group trip
5 people
33
Register arrival
3 people
34
Hand out room keys
2 people
35
Set up breakfast
3 people
36
Serve breakfast
4 people
37
Pick up ski equipment
4 people
38
Supervise ski lessons
5 people
39
Hand out lunch packs
3 people
40
Refill drinks
2 people
41
Guide free skiing
5 people
42
Collect equipment
3 people
43
Prepare dinner
4 people
44
Serve dinner
5 people
45
Support the evening program
4 people
46
Wash dishes
3 people
47
Set up breakfast
3 people
48
Serve breakfast
4 people
49
Give the morning briefing
2 people
50
Guide ski and snowboard groups
6 people
51
Replenish lunch buffet
3 people
52
Prepare snacks
3 people
53
Host game night
4 people
54
Set up breakfast
3 people
55
Lead beginner ski lessons
5 people
56
Hand out lunch packs
3 people
57
Assign competition groups
3 people
58
Host snow sports competition
6 people
59
Record results
2 people
60
Present prizes
2 people
61
Supervise theme night
4 people
62
Set up breakfast
3 people
63
Supervise the free ski day
5 people
64
Serve hot drinks
3 people
65
Dry equipment
3 people
66
Serve the group dinner
5 people
67
Host quiz night
4 people
68
Set up breakfast
3 people
69
Guide the final ski day
5 people
70
Return ski equipment
4 people
71
Gather luggage
4 people
72
Serve the departure dinner
5 people
73
Oversee the closing night
4 people
74
Set up breakfast and lunch
4 people
75
Check rooms
4 people
76
Return keys
2 people
77
Load luggage
5 people
78
Escort the return trip
5 people
79
Check out participants
3 people
80
Unload leftover materials
4 people

Aftercare

81
Inventory supplies
3 people
82
Return rented materials
2 people
83
Store leftovers
2 people
84
Collect laundry
2 people
85
Clean coolers
2 people
86
Wash dishes
3 people
87
Sort and remove waste
3 people
88
Clean transport equipment
2 people
89
Process lost and found items
90
Send thank-you message
91
Check the final bill
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 45
Coat racksqty 6
Luggage racksqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 100
Mugsqty 50
Cutlery setsqty 50

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Large potsqty 4
Serving spoonsqty 8
Thermos flasksqty 8
Coolersqty 6
Food containersqty 20

Equipment

Kettlesqty 3
Coffee machinesqty 3
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Power banksqty 8

Sports equipment

Skisqty 40
Snowboardsqty 10
Ski polesqty 45
Ski helmetsqty 50
Ski gogglesqty 45
Backpacksqty 12
Sleddingqty 6
Reflective vestsqty 12
Piste mapsqty 45
First aid bagsqty 3
Thermal blanketsqty 10
Snow shovelsqty 2

Decorations

Bannersqty 6
Buntingqty 8
Name badgesqty 50
Conesqty 20
Trophiesqty 6

Lighting

LED string lightsqty 6
Flashlightsqty 10

Cleaning

Bucketsqty 4
Cleaning clothsqty 20
Waste binsqty 8
Laundry basketsqty 6

Catering

Groceries

Tips

Set the date, programme and accommodation first, then arrange transport, ski school and equipment rental before opening registration. These bookings affect the daily schedule and the information participants need.
Build registration around the decisions you still need to make: collect dietary requirements, emergency contacts and ski ability, then use the responses for room assignments and group assignments.
Send the participant information and packing list at least 7 days before departure. Include the ski pass details, confirmed departure time, route, accommodation arrangements and what participants must bring.
Check insurance policies and emergency contacts before creating the final participant list. Brief chaperones on group assignments, supervision responsibilities and the procedure for an incident before leaving.
Plan food by day rather than shopping for the whole week at once. Check kitchen materials, power access and storage, then pack thermos flasks, coolers and food containers where they are easy to reach during travel and activities.

Frequently asked questions

How far in advance should I organise a snow sports week?: Start at least 12 to 16 weeks before departure. Reserve accommodation, transport, ski school and equipment rental first, then open registration once the main programme is confirmed.
What information should I collect from participants?: Collect registrations, dietary requirements, emergency contacts and ski ability. Set a deadline around 6 weeks before departure so you have time to make room and group assignments and follow up missing information.
When should I send the snow sports week packing list?: Send it at least 7 days before departure, and preferably 10 to 14 days ahead. Include clothing and personal items as well as reminders about ski pass details, helmets, goggles and any shared equipment.
When should I check the weather and confirm the departure plan?: Check the forecast 48 hours before departure and confirm the route and departure time at the same point. Send any changes immediately, especially if weather affects transport or the first day’s programme.

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