Ski trip to the Alps checklist

A group ski trip to the Alps needs more than a bus and a hotel booking. You need to collect participant, dietary and insurance details, arrange rooms, reserve ski passes and equipment, and prepare documents before departure. The final days are for checking weather and travel conditions, shopping, packing shared equipment and labelling luggage. This checklist covers the 89 tasks and 39 items needed to keep the trip organised from the first registration to arrival home.

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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 the destination and accommodation
2 people
Reserve the bus and baggage transport
2 people
Check travel conditions
Send invitations
2 people
Open registrations
Process registrations
2 people
Check participant details
2 people
Collect dietary requirements
Collect insurance details
2 people
Assign rooms and beds
2 people
Reserve ski passes
Reserve ski equipment
2 people
Check payments
Print participant list
Compile emergency contacts
Print the travel programme
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Sort groceries
3 people
Make luggage tags
2 people
Put documents in folders
2 people
Restock the first aid kit
Check shared items
2 people
Weigh and label luggage
4 people
Prepare bus luggage
4 people
Remind participants of departure time

Event

Register attendance
2 people
Load luggage
6 people
Hand out travel documents
2 people
Give departure briefing
2 people
Hand out travel snacks
2 people
Check the stopover
2 people
Register arrival
2 people
Unload luggage
6 people
Hand out room keys
2 people
Check rooms
4 people
Collect lift passes and ski equipment
4 people
Prepare evening meal
4 people
Serve dinner
3 people
Explain the ski rules and schedule
2 people
Tidy up the kitchen
4 people
Set up breakfast
3 people
Serve breakfast
3 people
Prepare lunch packs
4 people
Refill drinks
2 people
Gather skiers
2 people
Check the day program
Prepare evening meal
4 people
Serve dinner
3 people
Wash dishes
4 people
Refill drinks
2 people
Prepare breakfast and lunch
4 people
Gather skiers
2 people
Prepare evening meal
4 people
Serve dinner
3 people
Clean the kitchen
4 people
Prepare breakfast and lunch
4 people
Gather skiers
2 people
Prepare evening meal
4 people
Serve dinner
3 people
Collect waste
2 people
Prepare breakfast and lunch
4 people
Gather skiers
2 people
Prepare evening meal
4 people
Serve dinner
3 people
Wash dishes
4 people
Prepare breakfast and lunch
4 people
Gather skiers
2 people
Return ski equipment
4 people
Prepare the final evening meal
4 people
Serve the final evening meal
3 people
Collect luggage by room
4 people
Check rooms on departure
4 people
Serve breakfast
3 people
Prepare lunch packs
4 people
Load luggage
6 people
Return keys
2 people
Check attendance
2 people
Escort the return trip
4 people
Unload luggage
6 people
Unregister participants
2 people

Aftercare

Sort leftover food
2 people
Clean shared items
3 people
Empty cool boxes and thermoses
2 people
Take out the trash
2 people
Return borrowed materials
2 people
Register damage and lost property
2 people
Return Lost Items

What to bring

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

Travel supplies

Luggage tagsqty 50
Document foldersqty 10
Clipboardsqty 4
Ballpoint pensqty 20
Name stickersqty 50
Envelopesqty 50
Reusable water bottlesqty 45
Lunch boxesqty 45
Travel pillowsqty 40
Fleece blanketsqty 10

Equipment

Power stripsqty 8
Extension cordsqty 6
USB chargersqty 8
Power banksqty 6
Flashlightsqty 6

Sports equipment

Ski waxqty 4
Ski repair kitsqty 2
Snow brushesqty 4
Sleddingqty 4

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Cold packsqty 10
Sunscreen SPF 50qty 8
Lip balm SPFqty 20

Kitchen

Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Measuring cupsqty 4
Serving plattersqty 8
Storage binsqty 12

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 60
Cutlery setsqty 50

Cleaning

Microfiber clothsqty 20
Dish spongesqty 12
Rubber glovesqty 8

Catering

Groceries

Tips

Close registrations early enough to check every participant’s details, dietary requirements and insurance information before assigning rooms or ordering ski passes.
Reserve ski passes and ski equipment as soon as the group size is stable. Waiting until the final week can make matching equipment sizes and collecting payments unnecessarily difficult.
Prepare one document folder per group or travel section, including the participant list, travel programme and emergency contacts. Print these documents before loading the bus.
Do the food shopping close to departure, then sort groceries into clearly labelled groups. Use coolers and thermos flasks for items needed during the journey rather than packing everything together.
Weigh and label luggage before departure, and keep luggage tags, power banks, flashlights and the first aid kit accessible. Pack sunscreen SPF 50 and lip balm SPF even on overcast ski days.

Frequently asked questions

How far in advance should I organise a group ski trip to the Alps?: Start at least 8 to 12 weeks before departure. Confirm the destination and accommodation first, then arrange transport, open registrations and reserve ski passes and equipment once the group size is clear.
When should ski passes and rental equipment be booked for a group?: Book them as soon as registrations are sufficiently stable, ideally 4 to 6 weeks before departure. Check names, dates and equipment requirements before making the reservation.
What should I prepare the day before a ski trip?: Check the weather and travel conditions, finish the shopping, sort groceries, print the participant list and travel programme, and compile emergency contacts. Weigh and label luggage and place shared documents in folders before loading.
How much food and drink should I take on the bus?: Plan enough food and drinks for the full journey plus a small delay, using lunch boxes, reusable water bottles and thermos flasks. Keep at least one accessible snack and drink per traveller rather than storing everything in the main luggage.

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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.