How to Plan a Youth Group Ski Trip

A well-organized trip can offer lasting memories and facilitate new friendships for the members of a youth organization. A ski trip is a great opportunity to encourage physical activity in addition to the social interaction of a group trip. This is especially fun for young people who may live in a warmer climate with few chances to see snow. If you work with a youth group, plan a trip to the mountains to provide them with an unforgettable experience.

Instructions

1. Talk with parents of the youth members to determine the feasibility of the trip. You will need some parents to volunteer as chaperons on the trip and help with fund-raising activities.

2. Plan the vacation based around the local school schedule. The week after Christmas or Spring Break are popular options for trips that involve school-aged children.

3. Search for a ski-in, ski-out facility (situated on a ski slope near a chair lift). If you choose a resort not in walking distance of the ski area, you will have to plan for group transportation from the resort to the slopes.

4. Ask hotels about group discounts and the ability to reserve a section of the facility in order to keep youth members together.

5. Ask a hotel representative whether the facility offers ski rental equipment on site. It is important to reserve the necessary equipment ahead of time for a large group. If they are unable to help, ask for a rental facility near the hotel that you can contact to secure the needed items.

6. Search for an airline flight that can accommodate the entire group. Most airlines offer blocked reservations and discounts on multiple tickets. Keep in mind, however, that school vacations are prime travel time, and be sure to reserve your tickets well in advance. Chartering a bus is a travel option as well. Check to see which method of travel works best for your time frame and budget.

7. Develop a per-person estimate based on hotel, airfare, ground transportation and equipment rental fees.

8. Determine the number of group members interested in the trip. Set a deadline for signing up for the trip and ask for a 50 percent deposit on that date. This will help you secure the airline reservations. Set a final deadline to receive the remainder of the payment.

9. Hold a meeting for those going on the trip to finalize details. Inform them of payment deadlines, hotel information, airfare schedules and other pertinent details.

10. Obtain a list of reserved rooms from the hotel. Have group members select roommates based on the number that each room will accommodate. Use these requests to assign youth members to rooms.

11. Create a list of contact information including the hotel and names of adult chaperons on the trip. Distribute the list to parents of those on the trip.

12. Create and distribute a list of necessary items for the group members to pack. This will ensure everyone is prepared for the ski trip.

Tips & Warnings

• Enlist the help of a travel agent who can offer location suggestions and planning assistance.

• Set up fund-raising activities to reduce the individual expenses.

• Send occasional emails to those going on the trip to remind them of deadlines and provide information about the ski trip.

• Always obtain medical permission slips from parents or guardians when planning a youth trip. This will allow you to seek medical treatment for the minors if needed.

• Be mindful of deposit and final payment deadlines for the overnight accommodations, airfare and ground transportation.