Organizers' Info



	Organizers should select the ski excursion date early in the Fall. September and October are a good time to make this decision as many of the choice booking dates have been taken by November.	Packages Offered by Rod Roy Ski Tours & Ski Evolution Inc.	This page has been put together to help you organize your group's ski outing. This is a guideline that can be closely or loosely followed.

	We have selected several destinations that are popular and ideal for groups. As part of our ski excursions, we organize the transportation, lift tickets, accommodation, ski instruction and evening activities. Our staff will offer assistance during the activities but we would like the chaperones to offer a leading role.

The selection of the date could have an impact on the overall cost of your trip. Mid-week trips are generally less expensive and accommodation is more available. The time of year also has an impact on price; excursions during January and early February are less expensive than excursions during late February and early March.
Procedures To Save Time & Anxiety 1. Presentation of Ski Package to Group When presenting the ski package to prospective skiers, it is advisable to include a brief explanation of the following information: The destination. The length of the trip (specific dates). The cost of the trip and an explanation of the payment plan. Description of the ski area and accommodations. Whether participants will cook their own food or select the meal plan provided by the resort. How to complete the necessary forms and the date they must be returned. 2. Letter to Parents Highlighting The Trip A letter to the parents explaining the above information is advisable. 3. Confirmation of Skiers A specific date should be set for receiving completed application forms. It is important that all the information be completed when the participants hand in their forms. Having participants return all post dated cheques with their registration forms will save the group organizer time and aggravation. 4. Rooming Lists It is advisable that participants organize themselves into specified groups well before the departure date for your trip. This allows us the time to ensure that there will not be any last minute surprises upon your arrival. Usually we will be able to provide you with the specific room numbers several days before departure. Meeting To Outline Detailed Itinerary A second meeting closer to the departure date should be held to explain the itinerary in greater detail. For instance, where and when the bus will leave from on your departure date and what time wake-up occurs in the morning. A sample itinerary is enclosed in this handbook. A modified itinerary to suit your needs can be prepared upon request. 6. Damage Deposits All participants will be required to include a security deposit with their registration form. This security deposit will be returned provided no damage has been done by the group. The return of the security deposit usually will take place within five days of the completion of the trip. 7. Room Inspection Upon arrival each room will be issued a damage check-list that must be completed carefully. This check-list must handed in to your Rod Roy - Ski Evolution representative as soon as possible. This is necessary to ensure that members of your group are not held responsible for existing damage or missing items. 8. Chaperones As the organizer of your trip it is important that you find reliable chaperones. The chaperones can be used prior to the trip to help you with paperwork. During the trip chaperones can help with condo checks and activities. If you have extra chaperones you will have to make arrangements to pay any additional costs. 9. Telephone Calls The telephones are generally limited to local calls only. This eliminates the problem of a large disputed phone bill at the end of your trip. The only phone that will be left open for long distance calls will be the one in the supervisor's room(s).