Ski day checklist: organise every detail

A ski day needs more preparation than booking a slope and hiring skis. You need accurate registrations, measurements, dietary information, transport details and group assignments before anyone leaves. This checklist takes you from invitations and reservations to the starting point and participant arrival. It also covers the easy-to-miss jobs, such as charging communication equipment, preparing labels, checking emergency contacts and packing warm food and safety supplies.

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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

Send invitations
Process registrations
Collect dietary requirements
Collect participants' measurements
Make a ski reservation
Book ski lessons
Arrange transport
Reserve dinner
Create the participant list
Collect emergency contacts
Create group assignments
2 people
Check payments
Check the weather forecast
Share the route and departure time
Confirm reservations
Send participant information
Do the shopping
2 people
Check ski equipment
2 people
Restock the first aid kit
Make wristbands and labels
2 people
Distribute snacks by group
2 people
Charge phones and walkie-talkies
Pack materials
3 people

Event

Set up the starting point
2 people
Receive participants
3 people
Register attendance
2 people
Load luggage and equipment
4 people
Give safety instructions
2 people
Distribute ski equipment
4 people
Check helmets and goggles
2 people
Guide groups to the slope
5 people
Guide ski groups
5 people
Hand out drinks and snacks
3 people
Refill drinks
2 people
Bring groups back
5 people
Collect ski equipment
4 people
Refresh participants
2 people
Set up the dinner buffet
4 people
Serve dinner
4 people
Refill drinks during dinner
2 people
Take group photo
2 people
Collect luggage and equipment
4 people
Check attendance before departure
2 people
Escort the return trip
3 people

Aftercare

Unload leftover materials
3 people
Wash dishes
2 people
Clean coolers
Collect and take away waste
2 people
Return rented skis
2 people
Register lost and found items
Share photos with participants

What to bring

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

Sports equipment

Skisqty 50
Ski bootsqty 50
Ski polesqty 50
Ski helmetsqty 50
Ski gogglesqty 50
Reflective vestsqty 55
Wristbandsqty 55
Hand warmersqty 100
Backpacksqty 10

Furniture

Foldable tablesqty 6
Folding chairsqty 50
Coat racksqty 4

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable glassesqty 100
Cutlery setsqty 60

Kitchen

Serving spoonsqty 8
Cutting boardsqty 3
Chef's knifeqty 3
Food warmersqty 4
Thermos flasksqty 6

Equipment

Kettlesqty 2
Coolersqty 6
Walkie-talkiesqty 6
Charging stationsqty 2

Lighting

LED lanternsqty 6

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Flashlightsqty 6

Cleaning

Waste binsqty 6

Catering

Groceries

Tips

Collect participants’ measurements before reserving equipment, and record dietary requirements and emergency contacts in the same registration process. Last-minute changes are difficult to resolve at the rental desk.
Confirm transport, departure time and the route at least 48 hours before the ski day. Send the same information to every participant, including where they should report on arrival.
Create group assignments before departure and label wristbands, equipment or bags accordingly. Distribute snacks by group so no one has to search for supplies during the day.
Check the weather forecast 24 hours before leaving, then confirm reservations and adjust clothing, hand warmers, lights or transport plans if conditions change.
Charge phones and walkie-talkies the evening before, and pack first aid kits, emergency blankets, flashlights and a stocked set of supplies where group leaders can reach them quickly.

Frequently asked questions

How far in advance should I organise a ski day?: Start registrations and key reservations at least 4 to 6 weeks ahead. Finalise measurements, dietary requirements, payments and group information during the week before the event.
When should I book ski equipment and lessons?: Book equipment and ski lessons as soon as participant numbers and measurements are stable, ideally 3 to 4 weeks before the ski day. Reconfirm both reservations 48 hours before departure.
What should I send participants before a ski day?: Send the route, departure time, meeting point, reservation details and practical participant information at least 3 days in advance. Send a final weather and equipment update 24 hours before leaving.
How much food and drink should I prepare for a ski day?: Plan snacks for each group and enough hot and cold drinks for the full programme, with extra portions for delays. Prepare the food and load thermos flasks, coolers and serving equipment before the starting point is set up.

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.