Snow sports week checklist

A snow sports week needs more than accommodation and lift access. You need a clear programme, transport plan, participant information, equipment bookings and a reliable system for meals, rooms and group assignments. Start with the date and schedule, then secure the services that may sell out. In the final weeks, focus on payments, emergency contacts, ski ability, packing information and departure details. This checklist keeps the planning in a workable order.

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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

Set the date and program
2 people
Reserve accommodation
2 people
Arrange transport
2 people
Reserve ski school
Reserve equipment rental
Check insurance policies
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
Assess ski ability
Create room assignments
2 people
Confirm participant list
Check payments
Send participant information
2 people
Send the packing list
Share ski pass details
Create group assignments
2 people
Brief chaperones
3 people
Confirm route and departure time
Check the weather forecast
Do the shopping
3 people
Check materials
2 people
Sort food by day
3 people
Label luggage
2 people
Assemble the emergency kit
2 people
Prepare departure registration

Event

Check in participants
4 people
Load luggage
5 people
Give departure briefing
2 people
Guide the group trip
5 people
Register arrival
3 people
Hand out room keys
2 people
Set up breakfast
3 people
Serve breakfast
4 people
Pick up ski equipment
4 people
Supervise ski lessons
5 people
Hand out lunch packs
3 people
Refill drinks
2 people
Guide free skiing
5 people
Collect equipment
3 people
Prepare dinner
4 people
Serve dinner
5 people
Support the evening program
4 people
Wash dishes
3 people
Set up breakfast
3 people
Serve breakfast
4 people
Give the morning briefing
2 people
Guide ski and snowboard groups
6 people
Replenish lunch buffet
3 people
Prepare snacks
3 people
Host game night
4 people
Set up breakfast
3 people
Lead beginner ski lessons
5 people
Hand out lunch packs
3 people
Assign competition groups
3 people
Host snow sports competition
6 people
Record results
2 people
Present prizes
2 people
Supervise theme night
4 people
Set up breakfast
3 people
Supervise the free ski day
5 people
Serve hot drinks
3 people
Dry equipment
3 people
Serve the group dinner
5 people
Host quiz night
4 people
Set up breakfast
3 people
Guide the final ski day
5 people
Return ski equipment
4 people
Gather luggage
4 people
Serve the departure dinner
5 people
Oversee the closing night
4 people
Set up breakfast and lunch
4 people
Check rooms
4 people
Return keys
2 people
Load luggage
5 people
Escort the return trip
5 people
Check out participants
3 people
Unload leftover materials
4 people

Aftercare

Inventory supplies
3 people
Return rented materials
2 people
Store leftovers
2 people
Collect laundry
2 people
Clean coolers
2 people
Wash dishes
3 people
Sort and remove waste
3 people
Clean transport equipment
2 people
Process lost and found items
Send thank-you message
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

Book accommodation, transport, ski school and equipment rental before opening registration. These are the arrangements most likely to limit your group size, and changing them after registrations close can be difficult.
Set a firm registration deadline at least 4 weeks before departure. Use the form to collect dietary requirements, emergency contacts and ski ability instead of chasing missing details by email.
Send participant information and the packing list at least 2 weeks before departure. Include room arrangements, group assignments, ski pass details, equipment instructions and the exact departure time.
Check insurance policies and emergency contacts before confirming the participant list. Keep one accessible copy with the organisers and brief chaperones on who handles incidents and communication.
Plan food by day and check materials before shopping. Count reusable plates, bowls, cups, mugs and cutlery for the full group, then add a small spare supply; also test kettles, coffee machines, extension cords and power strips before departure.

Frequently asked questions

How early should I start planning a snow sports week?: Start at least 6 months before departure if you need group accommodation, transport, ski school and equipment rental. Set the date and programme first, then reserve the services that determine capacity.
When should snow sports week registration close?: Close registration about 4 weeks before departure. This leaves time to process registrations, collect dietary requirements and emergency contacts, assess ski ability, assign rooms and check payments.
When should I send the snow sports week packing list?: Send it at least 2 weeks before departure, with the participant information. Share ski pass details, equipment arrangements, room assignments, group information and the confirmed route at the same time.
How many days before departure should I check the weather?: Check the forecast 3 to 5 days before departure and again on the day before leaving. Use it to confirm clothing guidance, travel timing and any changes to the route or programme.

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