Planning to hit the ski slopes with your friends, students, or colleagues? Skiing may technically be a solo activity, but that doesn’t mean a ski trip can’t be enjoyed as a group! But planning group ski holidays can be tricky given all the logistics involved.
Here are five ways to ensure the trip is safe, seamless, and – most importantly – fun for everyone involved.
1. Get the Budget Squared Away
The budget is going to dictate almost every choice you make. Where you’re going, when you’re going, and for how long you’re staying will be determined by what the majority of your group can financially handle.
So before you even start picking flights or resorts, agree on a minimum budget. This amount will help keep everyone’s financial expectations for the trip in check. It should include each one’s contribution for:
- all group transportation (flights, buses, trains, cars, etc.)
- group lodging
- group meals
- group events/experiences
- general emergencies
Setting the absolute minimum amount for the budget lets people know how much they can expect to spend and go from there. This is incredibly important for parents to know, as it can help them determine whether their child can or can’t go.
2. Agree on a Payment Deadline
Once you’ve set a minimum budget, set a payment deadline for all group purchases, i.e., lodging, transportation, etc.
Ideally, everyone would pay for their share immediately. However, others may have to prioritise other financial responsibilities. Having a deadline ensures you — or someone else — won’t end up covering for one or two (or more) members of your group.
You can set the payment deadline in reference to your trip. “2 weeks before we leave,” for instance. Or “within 1 week of booking confirmation.” This way, even if you don’t have a set date for your trip yet, group members can start preparing.
In the case of group ski trips for schools, it’ll be best to send gentle payment reminders to the parents as well. You can send them something as simple as:
“We are pleased to let you know that the resort has confirmed the group’s lodging. As it’s the 11th today, please remember to send payment on or before the 18th.”
3. The Date: Generalise, then Specify
This doesn’t necessarily apply for school ski trips. But if you’re skiing with friends or colleagues, don’t try to pick an exact date immediately.
Not a lot of people have a general idea of how their calendar looks three or six months down the line. Even fewer have actual dates and events locked in.
It’s best to start with a rough range of months or a season. Maybe you’re all free in Autumn. Or you’re organising school trips to Europe and can only travel after the Christmas holidays.
Once everyone has agreed on a season or a range of months, discuss everyone’s schedule until you can narrow it down to one month.
Once you’ve picked a month for your trip, create and share a new Google Calendar with your companions. Have them enter their schedule for that month. This will make it much easier to see where everyone’s free times overlap and, ultimately, pick a date.
4. Clarify Ability Levels Before Booking a Resort
The point of a ski trip is for everyone to ski. So you don’t want to book your group into a resort that’s too easy or too difficult for the majority of your group.
A resort with no beginner courses is risky for total newcomers. A resort with no expert courses means the experienced skiers in your group will most likely get bored.
So once you have your budget set, your payment deadline in place, and your dates narrowed down, it’s time to talk experience. Encourage the group to be honest about their abilities and history. If they like, they can text or email their experience to you. This way, they aren’t pressured to modify their ability level.
If most are total beginners who’ve never tried skiing, prioritise resorts that offer classes or one-on-one lessons. On the other hand, if the beginners in your group have run a dozen beginner courses already, they might be able to handle beginner-intermediate runs with the rest of you.
5. Ask For Professional Help
Organising a group trip is an admirable endeavour. However, you don’t need to handle everything by yourself. Having a set point person to calculate balances, collect payments, and manage all bookings certainly makes things easier.
But there’s no sense in burning yourself out before the trip’s even begun.
If your group has the budget for it, work with an established ski tour operator or travel planner. They can handle logistics, finalise details, and even help your group secure package deals for bigger savings.
Need a Hand?
If you’re planning a group ski holiday soon, why not give us a call? Interski Holidays has been around for over 40 years. We know the ins and outs of a successful group ski holiday, from booking tickets to finding resorts, and everything in-between. We’re proud members of ABTA, and we offer ATOL protection for all our packages with flights.
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