Ski camp checklist: what to arrange and when

A ski camp involves more than booking a place to stay and putting skis on a bus. You need confirmed participants, transport, lessons, room and group assignments, medical details and the right equipment before departure. Start with the fixed bookings, then collect participant information and finish with safety checks, packing instructions and shopping. This checklist covers the practical steps that are easy to postpone until the last week.

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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

Confirm date and participants
2 people
Book accommodation
Arrange transport
Reserve ski area and lessons
Check insurance
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Collect medical information
Register emergency contacts
Collect consent forms
2 people
Create room assignments
2 people
Create group assignments
2 people
Draw up the program and rules
2 people
Send participant information
Inventory material needs
2 people
Reserving ski and snowboard equipment
Arrange helmets and protective gear
Check first aid supplies
Check travel documents
2 people
Make wristbands and name tags
2 people
Send luggage list
Check the weather forecast
Do the shopping
3 people
Sort groceries
3 people
Gather luggage
4 people
Check the van and luggage compartment
2 people

Event

Set up the starting point
3 people
Register participants
3 people
Label and load luggage
4 people
Give safety instructions
3 people
Check the attendance list
2 people
Accompanying the journey to the accommodation
4 people
Allocate rooms
3 people
Serve dinner
4 people
Set up breakfast
3 people
Serve breakfast
4 people
Prepare lunch packs
4 people
Issue ski equipment
3 people
Guide groups to classes
5 people
Distribute lunch
3 people
Refill drinks
2 people
Guiding groups back
5 people
Let equipment dry
3 people
Prepare evening meal
4 people
Serve dinner
4 people
Support the evening program
4 people
Carry out the end-of-day wrap-up
3 people
Set up breakfast
3 people
Serve breakfast
4 people
Prepare lunch packs
4 people
Check ski equipment
3 people
Supervise ski and snowboard lessons
5 people
Distribute lunch
3 people
Serve hot drinks
2 people
Guide the afternoon program
5 people
Store skis and snowboards
3 people
Prepare evening meal
4 people
Serve dinner
4 people
Host game night
4 people
Prepare breakfast and lunch
4 people
Issue ski equipment
3 people
Supervise ski and snowboard lessons
5 people
Distribute lunch
3 people
Guide group activity
5 people
Dry and inspect equipment
3 people
Prepare the banquet meal
5 people
Serve the party meal
4 people
Lead camp evening
5 people
Serve breakfast
4 people
Check rooms
3 people
Gather luggage
4 people
Pack ski and snowboard gear
4 people
Leave the accommodation clean
5 people
Check the attendance list
2 people
Escort the return trip
4 people
Unload luggage
4 people
Arrange participant pickup
3 people

Aftercare

Clean up the starting point
3 people
Wash dishes
3 people
Collect waste
2 people
Clean ski equipment
3 people
Return rented equipment
2 people
Clean the bus and luggage area
2 people
Store leftover groceries
2 people
Return borrowed materials
2 people
Handle expenses and deposit
Share participant photos

What to bring

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

Furniture

Beer tablesqty 6
Folding chairsqty 40
Coat racksqty 6
Storage racksqty 8

Tableware

Platesqty 50
Bowlsqty 50
Mugsqty 50
Drinking glassesqty 50
Cutlery setsqty 50

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Pansqty 4
Cooking potsqty 4
Serving spoonsqty 8
Measuring cupsqty 3
Thermos flasksqty 6
Storage binsqty 20
Coolersqty 6
Tableware cratesqty 4

Equipment

Kettlesqty 3
Coffee machinesqty 2
Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 6

Sports equipment

Skisqty 35
Snowboardsqty 10
Ski polesqty 35
Ski helmetsqty 45
Ski gogglesqty 45
Back protectorsqty 10
Snow shovelsqty 3
Sleddingqty 6
Equipment stickersqty 100

Lighting

Headlampsqty 12
Batteriesqty 30

Decorations

Name labelsqty 50
Wristbandsqty 50
Wayfinding signsqty 8
Markersqty 12

Cleaning

Bucketsqty 4
Mugsqty 4
Broom setsqty 4
Spongesqty 12
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the date, participant limit and accommodation before opening registration. Transport, ski-area reservations and lessons depend on the final numbers, so avoid promising places before those bookings are confirmed.
Close registrations early enough to process medical information, dietary requirements, emergency contacts and consent forms. Aim to have these details complete at least 14 days before departure, not during check-in.
Assign rooms and activity groups before sending the participant information. Include meeting times, camp rules, emergency procedures and what participants must bring, so questions do not pile up on arrival day.
Reserve skis, snowboards, poles, helmets, goggles and protective gear against the registered participants' sizes. Recheck the inventory before leaving; missing helmets or back protectors are harder to replace at the resort than at home.
Plan food and shared equipment around the accommodation rather than assuming everything is available. Check kitchen items such as pans, pots, knives, kettles, thermos flasks and tableware crates, then shop after checking dietary requirements and the weather forecast.

Frequently asked questions

How far in advance should I organise a ski camp?: Start the main bookings at least 8 to 12 weeks before departure. Close registrations around 3 weeks beforehand, leaving time for room assignments, group planning, equipment reservations and participant information.
What information should ski camp participants provide?: Collect dietary requirements, medical information, emergency contacts and signed consent forms. Set a deadline at least 14 days before departure so you can review the details and prepare support or medication arrangements.
When should ski camp equipment be reserved?: Reserve rental skis or snowboards and protective equipment as soon as participant numbers and sizes are known, preferably 3 to 4 weeks before the trip. Check helmets, goggles, poles and back protectors again during the final inventory.
What should I send participants before a ski camp?: Send the programme, rules, room and group assignments, meeting times, travel details and a luggage list about 7 days before departure. Include a final weather check and any last changes to transport or lessons.

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