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SCWDCONE-DAY TRIP
LEADER'S MANUALEastern Committee Chair: Charles Lorenzetti
Eastern Committee and Trip Monitors: Pete Campbell, Bill Johnston
SPE One-Day Monitor: Eastern Chair or Ski and is and School Director: Mike Cavallaro, [email protected] , Ski School Ass t. Director:List of 2011-2012 Ski School members (UPDATE TO 2013)
Name PositionBertsch, Anne MemberBraun, Sharon MemberCavallaro, Jo Ann MemberCavallaro, Mike DirectorDeutsch, Robert MemberEng, Ken MemberFantino, Mark MemberGilbert, Joe MemberKovsi, John MemberMasser, Terry MemberNesmith, Don MemberSchanfarber, Marc Assistant DirectorStossier, Gerhard Member
201 3 2 -201 4 3 Season One-Days January 6 –Elaine Schuler, – Activity number =8V10, Liberty
January 2 0 9 – – Tom Heroux, Activity number =8V30, Roundtop
February 5 3 – Jeremy Diamond – Activity number =8V3 6 0, Liberty
UPDATED OCTOBER 15
Changes, Revisions & UpdatesWHAT WHEN WHO DONE ITNew Manual 00-01 Season, Dec 00 Pam Fountain, Maryanne Austin
Updates to material and policy 04-05 Season; Dec 12, 04 Liane Cooper
Overhaul new material & policy 05-06 Season; Oct, Nov 05 Liane Cooper
Updates for starting times 06-07 Season; Sept 06 Marc SchanfarberUpdates for 2008-2009 08-09 Season Bill JohnstonUpdates for 2011-2012 11-12 Season Bill Johnston, Charlie LorenzettiUpdates for 2012-2013 12-13 Season Bill Johnston, Charlie Lorenzetti,
Leo Boelhouwer
Updates for 2013-2014 13-14 Season Bill Johnston
Note: There are sections of this manual that will not apply to leaders this season, but they are presented here for context and future reference!
Updates to this manual should be applied each season to ensure material is current and relevant.
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Table of Contents
Preface.................................................................................................................................5
Chapter 1- What About It?..................................................................................................5About the One-Day Program...........................................................................................5About the Ski School.......................................................................................................5About the Lessons............................................................................................................5About Our Mission............................................................................................................6New - Private Lessons are Available! ......................................................................................................................................…6
Chapter 2 - Important Preliminaries..................................................................................7Where are We Going?.......................................................................................................7Directions to Liberty...... …7Directions to Roundtop...................................................................................................7Directions to Whitetail...................................................................................................7Group Sales at Liberty: 8Group Sales at Roundtop:...............................................................................................8Group Sales at Whitetail:...............................................................................................8Organizational Hints for Trip Leaders.....................................................................9-10
Chapter 3 - The Leader's Responsibilities................................................................... 11Promote Your Trip.........................................................................................................11Create Flyers..................................................................................................................11Demonstrate Your Enthusiasm.....................................................................................11Attend Meetings & Events............................................................................................11Provide Excellent "Customer Service".......................................................................12 Know What the Trip Includes.......................................................................................12
Chapter 4 - What Else Do I Need to Know: Logistics & Stuff.......................................14On "Provide Your Own Transportation" Trips (PYOT)..........................................14-15
Chapter 5 - Key Personnel & Roles - Who's Who?.......................................................16The Trip Leader.............................................................................................................16Participants.....................................................................................................................16
**Important Rule of Thumb...............................................................................................16Instructor Supervisor, Instructor Corps...............................................................16-17Trip Monitor...............................................................................................................17-18Ski Instruction Chair8....................................................................................................18Business Manager.........................................................................................................18Activity Leaders Evaluation Committee (ALEC).........................................................19
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Chapter 6 - Processing Participants.................................................................................20Reservations.....................................................................................................................20Status Confirmation............................................................................................................20Depositing Check..............................................................................................................20Membership Status...........................................................................................................20Participant List................................................................................................................... 20
Minimum Age for Participants.............................................................................................20Members of BRSC..........................................................................................................20Wait List............................................................................................................................21Carpool Arrangements........................................................................................................21Cancellations.....................................................................................................................21
Refunds............................................................................................................................21Change of Trip Type..........................................................................................................21Last Minute Participants.................................................................................................2122Trip Cancellation...............................................................................................................22Vouchers.......................................................................................................................... 22
Regular Updates to Your Monitor.......................................................................................22Forms...............................................................................................................................22Contact with the Mountain..................................................................................................23Trip Letter....................................................................................................................23-24
APPENDICES.....................................................................................................................25A Sample Timeline............................................................................................................25Trip Checklists................................................................................................................ 26
Checklist for PYOT Trips.....................................................................................26-27Trip Data Sheet................................................................................................................28Report to the Business Manager.......................................................................................29Ski and Snowboard Performance Enhancement Leader Activity Report........................30-31Sample PYOT Trip Letter..........................................................................................32-33
BUS INFORMATION TAKEN OUT FROM PRIOR MANUAL.....................................34-40
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Preface
This One-Day Trip Leader's Manual is intended to provide the trip leader with the information needed to plan, manage, and execute a successful one-day ski trip. The material has been refined, revised and updated each of the last several seasons. As the One-Day Program has evolved - so has the content.
Any questions, comments or updates on the contents of this manual should be addressed to your trip's one of the current club leaders: Charlie Lorenzetti, Eastern Chairman, or to Mike Cavallaro, the Ski Instruction Chair and Ski School Director.
Chapter 1 - What About It?
About the One-day ProgramSCWDC is broadening the one-day trip concept to more than ”SPE” (Ski (or Snowboard) Performance Enhancement).
· Traditionally, the SCWDC Ski School offers the performance enhancement program to teach lessons at all levels of skiing and snowboarding. These one-day trips can be termed Lift, Lunch & Learn. The SPE program also includes multi-day trips to such destinations as Canaan Valley, Timberline and Snowshoe in West Virginia.
· Some one-Day trips may be planned as Lift & Lunch on days when the SCWDC Ski School is not in attendance. These trips may be are offered on some Saturdays or Sundays, and may even go on a mid-week day (leader's choice)! (Not applicable, 2009)
About the Ski SchoolAll regular instructors in the SCWDC Ski School are professionally certified by PSIA (Professional Ski Instructors of America) or AASI (American Association of Snowboard Instructors). The school occasionally recruits new instructors without certification, and these instructors will "shadow" or assist with groups to gain experience and training prior to pursuing professional certification.
About the LessonsTrip participants (club members and guests) receive instruction and coaching from our instructors to gain confidence, to improve skills and to enjoy the
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camaraderie of people doing the same thing! Group lessons are provided at no extra charge to trip participants. Lesson duration is approximately two and one-half hours. Group lessons usually take place in the morning. After lunch, trip participants are free to practice their new skills throughout the afternoon.
About Our MissionOur Ski School has made prior arrangements with the host ski area allowing the club's instructors to provide group lessons to the one-day ski trip participants. While we are guests of the resort, this program is available to club members because the host ski areas' ski schools have extended SCWDC "professional courtesy". Our guests could represent immediate short-term revenue to the resort's ski school. There is general hope across the ski industry that happy guests will return again and again - and bring friends. Hopefully, our program is good for the resort and the ski club in the long term!
New - Private Lessons are Available!The SCWDC Ski School is offering private lessons at a reduced charge of $50 for 2 to 2.5 hours of lessons, or $25 for one hour. This amount is to be paid to the trip leader in advance of the lesson. Proceeds of the private lessons go to fund for the continuing education of SCWDC instructors.
The leader, the supervisor and the instructor should communicate about the details of the private lesson - who has paid, where to meet, what time, etc... Arrangements or sign-ups for private lessons should be done before the trip or as early as possible. Something for leaders to keep in mind -- if instructors are not engaged in teaching a lesson -- they will be participating in a clinic for their own continuing professional education. Therefore, it would be helpful to instructors and supervisors to know about private lessons in advance, so appropriate clinics may be planned.
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Chapter 2 - Important Preliminaries
Where are We Going?One-day SPE trips are typically planned for Liberty Mountain Resort and Roundtop Mountain Resort in Pennsylvania. All trips will be PYOT (Provide your own transportation). As part of the extended options, Lift & Lunch leaders may chose to take members and guests to Whitetail.
· Directions to Liberty1-270 North to Frederick. Route 15 north to Emmitsburg, MD, exit left onto South Seton Ave. At traffic light, turn left onto Route 140. At PA line, Route 140 becomes Route 16. Turn right on Route 116. Liberty Mountain Resort is 3 miles on the right.
· Directions to RoundtopTake 1-270 North to Route 15 North (in Frederick). Follow RT. 15 to Dillsburg, PA. Turn right at the light in Dillsburg and follow the signs to Roundtop. (Old York Rd to Wellsville, Pa, Left at traffic light onto Rt. 177. Stay on Route 177 past bridge, make left onto Pine Town Road to Roundtop Road, make a left. Proceed to top of hill. Entrance is on the left.)
· Directions to WhitetailTake 1-270 N to 1-70 W, Exit 18, turn right off exit ramp. Go through the traffic light in Clear Spring, MD. Follow the snowflake and Whitetail signs 7 miles to the slopes.
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Who Do I Contact at the Resort?
IMPORTANT Contact/Phone Numbers:
Group Sales at Liberty:groupseskiliberty.com 717.642.8282 x3279 305 Sue Pitzer, Sales
Mgr Julie McCutcheon, Winter Group Sales Manager
On-line reservations may be made at:http://www.libertymountainresort.com/mountain/winter-groups/group-reservations.aspx
Group Sales at Roundtop: [email protected] or call Josh BoltzJosh, Dan, Leah or Lutricia at 717.432.9631 x3723On-line reservations at:http://www.skiroundtop.com/contactform.htm
Group Sales at Whitetail:groupseskiwhitetail.com 717.328.9400
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Organizational Hints for Trip Leaders
· Keep the list of participants, and what they have paid,
· Be aware, that you ask participants if they want rentals, however , you don't collect for rentals, the participant pays them at the mountain
· .Keep phone numbers, street addresses and email addresses. We suggest that you use an electronic means to track participants –(We have an Excel file for that purpose, but also word forms It will help you later in working through the financials!
· Save a copy of your list after you conduct your trip - these materials have helped us to re-construct scenarios long after-the-fact! A sample tracking form is attached.
· Track which participants are members or guests. (For some trips, this is very important because the cost for guests are different than for members.)
· Track whether the participant is a skier or boarder, and their experience/ability level. Gather the experience level of your participants. "Never-evers" are especially important -as they require special handling by the instructors!
· Track who needs rentals and what kind! (Snowboarders or skiers?) You’ll deal with the group office to obtain discount vouchers for the participants – each participant will pay for him/herself.
· Process participants in a timely manner. Confirm each signup by phone call or email. Don't hold checks for more than 7 days. Get checks to the office for deposit! Club forms can be mailed to you, or provided at a meeting, or downloaded from the SCWDC web site.
· Return phone calls! Return email. Communicate, communicate, communicate. This is an area where Trip Leaders are regularly and severely criticized on trip evaluation forms! Talk to the trip monitor (for status), the Group Sales rep at the mountain (to give numbers for the participants on Friday before your Sunday arrival), the assigned Ski School Supervisor (to ensure enough instructors) and to the participants (to coordinate their attendance).
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· Get receipts for all expenditures (supplies, water, and refreshments). Keep these in a safe place. You need them for the financial report. Don't mix your money with the club's money. Note: leaders are not expected to buy supplies for one-day trips, but there may be an exception if authorized by the chairman.
· Handle the paperwork efficiently. Be familiar with financial forms. Make copies of each deposit slip and voucher that you turn in to the club. Keep copies of everything for your records! You will use copies of your vouchers and deposit slips as reference material in preparing your Financial Report.
· Keep copies of all records for your own benefit! (We have had leaders refer to their records a year later!)
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Chapter 3 - The Leader's Responsibilities
Promote Your TripThe overall theme of this section is SELL, SELL, SELL! In order to make your trip a "GO", you need to actively promote your trip to potential participants. Your potential participants are interested in learning to ski or snowboard, or they may be interested in fine-tuning existing skills. If someone has a date problem with your trip, tell them about the other two one-days or one of the weekend trips.
Create FlyersFlyers are usually created by the Eastern Committee to promote the One-Day trips. These are posted on the web site. Take them with you to club events and promote your trip! Promote the entire program -you may get referrals from other trip leaders! Much of our business is "return business".
You should plan to develop one specifically for your trip, if it hasn’t been already. Please have your Monitor or Chair review the content for matters of policy and accuracy, and be sure you check it so your personal info is correct.
Your flyer could be your single most-effective sales tool. However --we had one leader who had the usual flyer - but she sent EVITES to potential participants. Hers was the most well-attended SPE trip that season!
Demonstrate Your EnthusiasmTake the time to answer questions participants may have. If you don't have an answer, write down the question, call your Monitor and get the information back to the participant in a timely manner. If you are excited about your trip and show people that you care about them and the program, your trip should do well.
Let people know that they will be receiving instruction from certified professional instructors who are constantly trained in the latest methods and equipment. Inform potential participants that instruction is available on all levels, that the program serves the wanna-be skier/boarder as well as the seasoned skier/boarder.
Invite questions. You can also describe the club and what it does. Many times, your participants will be new to the club and to snow sports.
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Attend Meetings & EventsBe available for SCWDC meetings and events, especially the two meetings preceding your trip. This year (2012), plan to come to the Nov 17 Eastern Ski Fest meeting.
Provide Excellent "Customer Service"Return phone calls and emails promptly. Nothing turns a participant away as quickly as someone who does not return phone calls. Anticipate the questions your participants may ask. Think about what you would want to know. Trip costs, times, dates, rentals, ...and is lunch included? How long are lessons? Where do they meet?
If you have an answering machine, make sure your greeting includes something about your trip. The message may include such information as availability of space and the need to send checks in to reserve a space. You might want to include a statement about further questions.
Let participants know that their check is their "reservation". You cannot reserve a space on a trip for someone from whom you do not have a check. People are not necessarily aware of the process.
????? NOTE: It has been our experience over the last few seasons that some people will just show up on PYOT trips without having made that reservation. They expect to be accommodated at the group rates. If the weather is good, and conditions are great -ask for 5 extra lift tickets before you start your group check-in. If the tickets are not used, they can be returned to Group Sales. Be sure that you count your tickets and reconcile that count with the number of participants!
Know What the Trip IncludesPYOT:
When talking to participant, you should remind them that the cost of a PYOT trip includes:
· L i f t t i c k e t· Lunch (voucher, good for some i tems in the lunch room, not al l
· Lessons - Group lessons last from two and one half to three hours with SCWDC instructors. Instructors are PSIA or AASI certified and provide lessons at all levels.
· Private Lessons ARE available for additional cost! The cost is the same amount as the initial trip cost. Sign up with the Leader ahead of time! The Leader will notify the Ski School Supervisor. (Participants may request a lesson with a specific instructor. Be sure this person is
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scheduled to teach on your trip!)
Things the cost of the trip does not include:· Equipment Rental - Prepare participants to bring money to the
mountain to cover rentals. Renters must complete forms at each mountain and process these forms and payment through the resort.
· Lockers - The resorts have affordable lockers on site. These are one-time entry. Sometimes all- day baskets are available (and participants may access the contents of the baskets at anytime through the day).
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Chapter 4 - What Else Do I Need to Know: Logistics & Stuff
Once you arrive at the mountain, the routine is similar - but the logistics for your trip may depend on the mode of transportation used by your participants!
On “Provide Your Own Transportation" Trips (PYOT)
Obviously - the difference between bus and PYOT trips is the transportation! It's the responsibility of the participants to get themselves to the resort! Encourage your participants to arrive at the mountain on time!! Everyone will be happy with timely beginnings!
Lift, Lunch & Learn: Cost for this trip includes lift ticket, meal voucher and 2 & one-half hours of instruction (usually in the morning).
Lift & Lunch: Cost for this trip includes lift ticket and a meal voucher.
Your Responsibilities: In a nutshell, you publicize, advertise, sell, organize and coordinate the trip. Be sure to keep the Ski School Supervisor informed about your participants. Ensure that you keep your Trip Monitor up-to-date on your trip developments. In the case of bad-weather, no-snow, or lack of participants - your Trip Monitor can decide on whether your trip is "Go" or "No-Go".
· Publicize, advertise, and sell your trip! Use your personal contacts, email, flyers, the club's newsletter, meetings, happy hours, even Evites work!
· Gather the names, contact info and payment info for each of your participants.
· Track whether your participants need rentals.· Learn whether your participants are skiers or boarders.· Determine the experience level of the participant (this is important
for never-ever skiers of boarders - Share this information with the Ski School Supervisor).
· Coordinate with the resort reps in Group Sales; tell them your estimates for participants, number and type of rentals and the number of lunch vouchers. When you arrive at the mountain, they will be ready for you!
· Facilitate the group's meeting at the mountain first-thing and at lunch time.
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Determine meeting places ahead of time, if possible.
Trip leaders are NOT responsible to coordinate transportation or ride-sharing.!/ Stay away from this aspect of the trip. You may provide your trip list to the participants of the trip with permission from those on the list. It is club policy that the leader CANNOT arrange carpool transportation for anyone.
Arrive at the Resort early. The trip leader should arrive at the resort area about 8AM and proceed directly to Group Sales to pick up the tickets for lifts, lunch and rentals that have been arranged ahead-of time. Participants should arrive at the ski area by 8:30AM in order to check-in with the leader, to pick up lift tickets, rental forms, meal vouchers and general group logistics. Make any announcements before your rental participants leave the group's gathering point. Hand out orange streamers. (Obtained from the office: These are placed on helmets, jackets or poles, to identify SCWDC participants.)
Ski School Logistics. Usually, the leader and the Ski School Supervisor coordinate a designated meeting time and location on the snow - to form groups and lesson assignments (about 9:30AM). Someone from the Ski School will accompany never-ever skiers and boarders to the rental shop to assist with the process. Lessons are usually finished by Noon.
Lunch. Invite the participants to gather together at lunchtime. If you have supplemental refreshments, you may wish to distribute them at this time. After lunch, participants may practice their new skills. On PYOT trips, participants may choose to return home at any time.
Apres-Ski Activities. Technically, the One-Day Trip Leader is not responsible for coordinating after- skiing events, however, Liberty has a pub on-site called McKee's Tavern. There are popular local restaurants near the other resorts. Consult other experienced leaders, your participants or the locals for more information on these establishments. Communicate your rendezvous point with trip participants! Of course, these activities are not included in the price of your trip. Also, each of the resorts have tubing facilities - Your group may wish to play! Please make reservations with the Resort in advance - if this is your plan. Sessions sell out quickly to folks who don't do other snow sports!
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Chapter 5 - Key Personnel & Roles - Who's Who?
The Trip Leader Trip leaders are responsible for the overall business management of the one- day trip. Your responsibilities include processing participants, marketing your trip (and other one-day trips in the program), coordinating participants, informing the Ski School Supervisor and Monitor, completing your financial reporting (be timely!), and other Business functions.
PYOT trips-- Trip leaders are NOT responsible to coordinate transportation or ride-sharing!! The leader will get questions about how to get rides.... Based on addresses of the participants and expressed interest in ride-sharing, please direct participants to one another and let them work it out! Transportation is not the leader's job!
ParticipantsThe skiers, boarders, instructors or other participants from the club!
PYOT trips -- The number of participants is limited by the number of instructors available for the day. This is an important point of coordination between the leader and the Ski School Supervisor.
**Important Rule of ThumbThe Ski School will assign 1 instructor to every 6 participants. Forty is the planned capacity for a one- day Lift, Lunch & Learn trip. If you are exceedingly successful in selling your trip -- be sure to keep the Supervisor informed. Please allow plenty of time (at least 3-7 days) to assign additional instructors! If additional instructors are available - you will be able to add the additional participants!
Instructor Supervisor, Instructor CorpsEach trip will have an Instructor Supervisor who will coordinate the assignment of students into classes and instructors to lead those classes. The Supervisor will provide information about lessons while en route to the mountain (or at the designated meeting place on PYOT trips).
The instructors observe a standard routine for Lift, Lunch & Learn trips. Usually, it goes like this –
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1. Determine where/when to assemble the group. Decide with the Supervisor where & when the group will meet (on snow) and make an announcement to the participants.
2. Assist the New-bees. When you have distributed lift & lunch tickets and rental vouchers, at least one instructor will accompany participants (especially Never-evers) to the rental area and will assist in preparing students for the slopes.
1. The entire group will assemble on snow at a designated place and time after "suiting-up". All SCWDC instructors are professionals certified by the Ski Instructors of America (PSIA) or American Association of Snowboard Instruction (AASI). Some specialize in particular disciplines, and some are cross-trained on snowboards and skis. They will move participants into groups best suited for their skill levels. Instructors will assess the capabilities of the group and work with each student to develop new skills or to enhance or to hone existing skills. (FYI -- Instructors are equipped with radios, so moving participants to other groups at other levels is possible.)
4. The group will be subdivided - be sure the crowd knows where & when to assemble again. Sometimes the resort will assign some space to SCWDC, however on crowded weekends this may not be possible. When you give your numbers to the Resort Rep, ask about a room or some designated space. Re-assemble the group and swap stories about the morning!
The instructors provide lessons for approximately two and one-half hours (2.5) on the morning of the trip. Students have the afternoon to practice and sharpen their new skills. Unless instructors are assigned private lessons for the afternoon session, you will find them huddled together on the mountain conducting "clinics" to increase or to hone their own skills!
Trip MonitorEach trip is assigned a Trip Monitor (often this is the Eastern chair) who is responsible for all trips to a particular mountain. The Monitor is available to address questions and comments about the trip. Keep the Monitor informed on a regular basis about the status of the trip. Expect calls from the Monitor regarding sign-up progress and any problems that have come up.
In case of inclement weather, no snow or other issue -- the Monitor will
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make the determination on whether your trip is a "go" or a "no go" (or whether the trip changes from a bus to a PYOT trip. Factors to this decision have to do with the number of participants, contractual commitments (as with buses), weather, conditions, etc.) The Monitor will not make this decision alone, but will consult with you (The Leader), the Ski School Supervisor, the bus company, the mountain, etc.
Ski Instruction ChairThe Chairman oversees, coordinates and schedules staff of the SCWDC Ski School. All SPE activity (Lift, Lunch d Learn and overnight trips), as well as the activities of the Monitors and Trip Leaders are under the "jurisdiction" of the Ski Instruction Chairman. Monitors report to the Program Chair. He also advertises the program in the magazine, develops flyers and is responsible for the overall success of the snow sports instruction program.
Business ManagerSCWDC has a Business Manager. His name is Pete Campbell ! Please complete the requested information and send it to the Business Manager a few days prior to your trip departure.
· Phone at the off ice, 703.532.7776· Fax at the of f ice 703-532-7349
· Address of the office 5309 Lee Hwy, Arlington, VA 22207· Email the office: [email protected] · Visit the website www.SCWDC.orq · LOOK IN THE “CONTACT US” AREA OF THE WEB SITE FOR DETAILED
DIRECTIONS TO THE OFFICE
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Activity Leaders Evaluation Committee (ALEC)SCWDC is all about volunteers in leadership. Leaders usually start with small activities or day trips. As they gain experience these leaders become eligible to lead larger activities and overnight trips.
The ALEC committee has oversight of evaluations (and feedback) generated from Participants of trips, activities and other leadership opportunities. Trip evaluations are very important!! Be sure that your Participants have their say! Regularly, this committee submits a list of recommended trip leaders to the Board of Directors and to Committee Chairs. This list reflects points earned by a member-in-leadership over the prior year. The ALEC committee awards leadership for overnight activities and flight trips according to eligibility and the leader's preference. Leadership (volunteering) has its rewards!
For more information on ALEC and the ALEC Point System, go to the SCWDC website. Under History of the Club, there is a section for Policy Documents. See especially the Policy Manual-General Policy & Guidelines, and the descriptive document called ALEC Point System.
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Chapter 6 - Processing Participants
ReservationsIn order to reserve a space, a participant must send a check for the full amount made payable to SCWDC. Reservations are accepted on a first come, first served basis, except for guests. Guests are placed on a waitlist until 21 days prior to the departure of the trip.
Status ConfirmationUpon receipt of a check, you should confirm with the participant their status (on trip, waitlisted, etc.). You may do this by making a phone call or by sending an email.
Depositing CheckUse the Blue Deposit slip to record payments and submit it to the Club Office. Checks should be deposited within seven days of receipt. Make a copy of the Deposit Slip and the checks for your records. It is helpful to put the number of your trip somewhere on the check in case it gets separated from the others at the club office. A good practice is to make copies of all checks.
Checks should be made out to SCWDC. If you receive a check made out to you, endorse the check over to SCWDC. Do not keep the money to pay for expenses.
Membership StatusEach leader must verify SCWDC or Blue Ridge Ski Council (BRSC) membership status of each participant. .Ask the Eastern chair about how to do this.
Participant ListKeep an accurate list of names, addresses and telephone numbers (both home and work) of all participants and those on the wait list. Some leaders find that using a database to keep track of their participants works well. Others use some sort of ledger to hand write the information as it comes in. A sample ledger is included in the appendices.
Minimum Age for Participants VERY IMPORTANT!Individuals under the age of 18 must be accompanied by and adult chaperone
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other than the Trip Leader. There will be no instruction provided for anyone under the age of 13. This age restriction may not be an issue on some trips, such as those sponsored by the new Family Program. All participants, regardless of age, pay the same price for the trip (unless event is a Family trip). Check for details from your Monitor.
Members of BRSCMembers of Blue Ridge Ski Council are NOT considered to be guests. If a participant claims to be a member of a BRSC Club, no guest fee is charged.
Wait ListWhen the trip is full, a wait list of additional applicants will be maintained. A person may be added to the wait list only when you have received a check from that person. When a cancellation occurs, you will fill vacancies from the wait list in order of receipt of deposit. Do not deposit wait-list checks.
Carpool ArrangementsAs the leader of a PYOT trip or a bus trip that becomes a PYOT trip, you MAY NOT arrange carpools. You should encourage carpooling and provide a list of participant names and numbers for participants to arrange their own carpools. Under no circumstances should you arrange carpools yourself.
CancellationsA person who cancels WILL BE charged a cancellation fee. The fee varies depending on time of cancellation. Check with your Monitor for this information. You may fill a cancellation with someone from your waitlist.
The current cancellation fee is $10 as of 2012-2013. Cancellation fees are specified in Appendix 1 of the club’s Policy Manual and in the Excel file for Trip Tracking.
RefundsSubmit vouchers for refunds due participants (Cost - cancellation fee) promptly and no later that 10 days following the cancellation. Use a Green Voucher Form to process refunds. If a trip changes from bus to PYOT, you must process a refund voucher for the difference in the amount of the trip.
Last Minute ParticipantsIf your trip is not full, you may accept payment from last minute participants.
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Unfortunately, on PYOT trips in particular, we have seen unannounced "walk-ons" . These skiers/boarders will find the club's group at the resort and want to join in. While we don't appreciate this practice, we have accepted their participation if there is space available. Be sure to notify the Supervisor of the change to the number of Participants! BE SURE YOU DOCUMENT these Participants on your trip list, in your counts, and on your Financial financial forms (name, address, phone, method of payment).
Trip CancellationIn the event the trip is cancelled by the club, full refunds will be offered to all participants. Participants may also be transferred to another trip. The cancellation fee will not be applied in this case. Vouchers must be filled out in order for the participants to receive a refund.
VouchersFor PYOT trips -- all vouchers (for an $ advance) will be submitted by the Eastern Program Chair. The Chair will explain the timing of the vouchers. The final voucher will include money for your miscellaneous expense fund as well as money for some of the lift tickets. Approximately one week prior to your trip, you should inform the Program Chair of your number of participants and dinner arrangements. He will arrange to have checks mailed to you to cover expenses.
Regular Updates to Your MonitorYou should give your Monitor weekly status reports beginning one month prior to your trip. The report should include number of participants and an idea of how much interest your trip is generating.
FormsThere are a number of forms that need to be completed. They include a Participant List, Non-member Waiver Form, Report to Business Manager, Trip Data sheet, Evaluation forms, and the Activity Report.
· Participant List. This list should include the participant's name, address, home and work phone numbers, emergency contact name and number, and a checklist indicating membership status.
· The Non-member Waiver Form is filled out by non-members on the bus. These are submitted to the club after completion of your trip.
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· Report to the Business Manager. This form is submitted prior to departure and includes a copy of your participant list.
· Evaluation forms. Three evaluations will be conducted:1. Trip Leader - You will supply it to the participants.2. The SPE program.3. Individual instructor. These will be distributed and collected
by the Ski Instruction Supervisor.
Evaluation forms are to be submitted to the Program Chair when the trip is completed.
· The Activity Report is submitted to the Program Chair after completion of the trip.
Contact with the MountainYou are responsible for contacting the ski area’s group office at least one week in advance to discuss the details of lift ticket purchase, rental equipment, food arrangements (lunch voucher), etc. The Program Chair or Monitor will have informed the ski area of your name, date of the trip, and your home and work phone numbers. A day or two before the trip again call the ski area to give last minute confirmation of the number of lift tickets and anticipated rentals you'll be needing.
LunchFor PYOT trips, lunch vouchers are provided to the participants. At Roundtop- You can arrange to have a pizza party by contacting the resort. Check your costs!
Trip LetterSample trip letters are included in the appendices. Your letter should include all of the information needed for the trip. Letters should be prepared at least four weeks in advance of the trip. Send letters to participants so that they arrive approximately ten days prior to your trip. If someone signs up after the ten-day window, send a letter as soon as you receive their check. Letters and attachments should be copied two-sided so as to save on postage. Your letter should contain a map and directions to the departure point.
If there will be an additional charge for dinner, let your participants know what that charge is in the letter. Ask them to bring the additional money IN CASH.
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For people renting equipment, let them know the price of the rentals and ask them to bring the money IN CASH in an envelope with their names on it. This will make sorting money and accountability much easier for you.Don't forget to send a copy of your trip letter to the instructors on your trip.
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APPENDICES
· A Sample Timeline· Trip Checklists· Trip Data Sheet· Report to the Business Manager· Ski and Snowboard Performance Enhancement Leader Activity Report· Sample Bus Trip Letter· Sample PYOT Trip Letter
A Sample Timeline for PYOT
The following presentation is intended to provide a timeline for typical trip: PYOT
Leave home in time to reach your destinationbefore 8:00 AM
Set up area to greet participants.
Have SCWDC streamers available (obtain from office)
8:15-8:30 AM Begin check-in
8:30 - 9:00 AM Distribute lift tickets and meal vouchers . Introduce the assigned Ski School Supervisor who will discuss C c lass assignments made . Rentals arranged. For skis/boards
9:30 - 9:45 AM Lessons begin
12:05 PM Get beverages/set up lunch if no vouchers
12:15 PM Lessons end (or sooner depending on the group)/lunch arrives if group not using vouchers
12:15 - 1:15 Lunch
1:30PM Free
ski Your day
is done.
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Trip Checklists
This section sets out checklists that may help you plan. They start a week before the trip and end with the submission of financial forms. The checklist should provide you with the details you will need to ensure a successful, well-organized trip.
Checklist for PYOT Trips
The Week Before Your Trip
Confirm arrangements with ski area & verify club account number (3441=Liberty & 18940= Roundtop., and restaurant/caterer.??/ (CHARLIE - RESTAURANT)
Make arrangements with the Club office to pick up needed supplies (streamers)Complete check-out sheetArrange to leave the Report to the Business Manager and participant list at the club office (these may be faxed 703-532-7349).
Prepare a check sheet to record participant arrival, rental money, etc. (Spreadsheets are great tools!)Arrange with someone to call you in case of alarm clock failure
Have the following items ready to go with you on the trip Trip manual and directions to the areaTrip Data SheetCheck sheetParticipant List with Emergency Contact numbers (3 copies) Waiver FormsEvaluation Forms
Checks for lift tickets and dinnerSCWDC Application Forms to distribute to interested guests Assemble miscellaneous suppliesPens/pencils for evaluations PaperStreamers Change for making phone callsPaper towels Masking tapeNapkins Envelopes for receipts, evaluations, etcPlastic utensils (if needed)
The night before the trip
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The Morning of the Trip (Keep smiling, you CAN do this)Arrive at the check in location one hour prior to participant arrival time.· Arrange for volunteers help with beverages at lunch time.· Get missing emergency contact names and numbers (if needed)· Check off participants as they arrive.· Distribute waivers to guests for signature . Collect.· Give a copy of the participant list to the Supervisor
Arrange for rentals with the group off ice and the affected part ic ipants· Ski School Supervisor explains the day and signs up classes· Pass out streamers and explain their use as participants check in.· Make announcements about lunch arrangements.· Ski School Supervisor will announce class starting times and locations.· Distribute tickets and meal vouchers as participants check in.· Confirm arrangements with bus driver for end of day loading place and time.· Confirm arrangements for lunch. Don't forget beverages and paper goods.· Arrange to get ice for beverages if needed.
· Wait at least 45 minutes after classes start in order to round-up any latecomers. Radio the supervisor as late arrivals show up. (CHARLIE, MIKE?)
· Check periodically with Ski Patrol to learn of any accidents. Leave a copy of the participant list with Ski Patrol.
Go SKIING!!!!LunchStop skiing 30 - 45 minutes before lunch.Coordinate lunch set up with mountainAttempt to reserve group tablesHave volunteers distribute and collect Evaluations.Distribute fliers and encourage participants to sign up for future trips.??(Charlie)Make sure your area is clean after lunch.Make sure you get receipt from caterer for lunch.??After Your TripSend the Waivers, Evaluations, and the Activity Report to the Program Chair.Complete and submit the financial reports to the Program Chair. This must be done within 30 days of your trip.
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Trip Data Sheet
Trip Date :_________________________Trip Location :_____________________Departure Location : _______________Departure Time :___________________Bus Company :____________________Contact person :___________________Phone number :______________________Ski Area Contact :_________________Phone number :______________________Trip Monitor : _____________________Phone number: ______________________Ski School Supervisor : ___________Phone number:_______________________Lift Ticket Price :__________________Rental price:__________________________Number of participants :___________Number of instructors :____________Total participants : ________________
Dinner/Lunch arrangementsRestaurant :_______________________Phone number:_______________________Point of contact : ___________________
Comments about dinner/lunch:
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Report to the Business Manager
Please complete the requested information and give it to the Business Manager a few days prior to trip departure. It may be faxed to 703-532-7349.
Activity Name_______________________________________________________Activity Number_____________________ Trip Date______________________Trip Leader_________________________Ski Area Name________________________ Phone______________________Point of contact at Area________________________Departing From :______________________ Time_________________________Returning to :________________________ Time :________________________Bus Company :________________________ Phone : _____________________
Attach a Participant List to this report.
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Ski and Snowboard Performance Enhancement Leader Activity ReportDate of Activity_______________________Location_____________________________Leader_______________________________
1. Do you feel that you were adequately prepared to lead your activity? _yes _____________________________________________________noExplain:
2. This program uses three primary means of orienting trip leaders. Do you believe they are necessary? Were they adequate? Respond to each.
A. Leaders' Training SeminarA. Leader's ManualC. Contact with Monitor /program chair
3. With respect to the Manual:A. Did you read it in its entirety ? Yes _ No_____A. How often did you refer to i t? Often _______________ Occasionally _________________________ Rarely__________C. Was the format easy to follow? Yes_ No_____
4. How many SSPE trips have you lead?_ Other SCWDC ski trips?________5. Do you have any additional suggestions to help future leaders ?6. Did you have difficulty completing the Financial Statement? Yes_ No7. If one were offered, would you attend a Financial Seminar? Yes_ No8. General Questions:
A. Was your trip full?B. I f so, when did i t f i l l?C. How many people were waitlisted?D. How many additional people showed interest?E. How many cancellations did you have?
9. TransportationA. Bus company?B. Bus driver's name?C. Any problems with either? If so, explain.D. Number of hours to reach destination?E. Number of hours to return?
10. Ski areaA. Name of area?B. Contact at area?C. Describe your working relationship with the area.D. Additional comments about the area
11. Miscellaneous Expense Fund
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A. What sort of snacks did you serve?B. Beverages? Please comment on quantities, also.
12. ParticipantsA. Any problems? If so, describe.A.
13. Ski SchoolA. How helpful were the instructors to you?B. Overall impression of SCWDC Ski School.
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Change of Trip to PYOT:
In the even t that this trip changes to a PYOT trip, you will be notified by phone. Please call me back if I am only able to leave a message. Directions to the ski area are included in the directions to the departure point.
If the trip changes to a PYOT trip, you must be at the ski area by 8:30 AM in order to check in with me. Lessons will start promptly at 9:30 AM. Lunch is provided on PYOT trips and the difference in cost will be refunded to you.
Additional Information
We plan for a safe day of skiing. However, in the event of mishap, please bring your insurance ID card. If you are renting equipment, you will need to bring your driver's license. If you have not given me an emergency name and contact number, please be prepared to do so before departure.
If you are renting equipment, please bring your rental money in cash, exact change, in an envelope clearly marked with your name.
The Ski Club has a published policy with regard to obnoxious behavior, disruption of any activity, use of illegal drugs, and other detrimental actions. This policy will be adhered to on this trip.
I look forward to seeing you on (date and time of trip)
Sincerely, (Trip Leader Name)(Trip Leader Phone number)
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Sample PYOT Trip Letter
(Date)Dear ParticipantWelcome to the (name of mountain) Ski (OR Snowboard) Performance Enhancement Trip. We are happy to have you with us and hope you have a day full of good skiing and lots of fun. We will have four to six PSIA/AASI certified SCWDC instructors to provide lessons on all levels - from beginner to advanced. They will answer questions and provide information when you arrive at (name of mountain). You will receive 2 and one half to 3 hours of instruction in the morning. The lessons are included as part of your ski package.
ArrivalYou should arrive at the (check in area) at (name of mountain) no later than 8:30 AM. When you check in, you should be dressed to ski. When you check-in, you will receive your lift ticket and meal voucher, and will talk to an Instruction Supervisor who will assign you to the proper class. You will receive instructions about where to meet your instructor for your 9:30AM lesson. Classes will start on time, please don't be late.
If you are a beginning skier, you will be accompanied by an instructor to the rental shop. He/she will help you to get the equipment you need.
Lunch(Describe lunch plans and time for lunch)
Additional Information
We plan for a safe day of skiing. However, in the event of mishap, please bring your insurance ID card. If you are renting equipment, you will need to bring your driver's license. If you have not given me an emergency name and contact number, please be prepared to do so upon arrival.
If you are renting equipment, please bring your rental money preferably in in cash, exact change, in an envelope clearly marked with your name.
The Ski Club has a published policy with regard to obnoxious behavior, disruption of any activity, use of illegal drugs, and other detrimental actions. This policy will be adhered to on this trip.
I look forward to seeing you on (date and time of trip)
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Sincerely,
(Trip Leader Name)(Trip Leader Phone number)
Directions to ski area:Where to meet me upon arrival:
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BUS TRIP INFORMATION
BUS TRIPS ARE NOT CURRENTLY NOT PLANNED IN SCWDC, THIS SECTION IS RETAINED FOR POSSIBLE FUTURE USE
• Directions to Tilden Middle School (Rendez-vous point for Bus Trips) 11211 Old Georgetown Road, Rockville, MD 20852**Please park under or near the tall lights in the parking lot.
From the Northwest:Take 1-270 South and head East at the split (left fork).
Take the first exit onto Old Georgetown Road. Take a left at the light. Travel north toward Rockville.
The school is approximately 0.3 miles on the right.
Look for a "children crossing" sign. Turn right into the parking lot.From Virginia:Travel 495 over the American Legion Bridge.
Exit onto Old Georgetown Road North toward Rockville. The school is approximately two miles on the right.
After passing Tuckerman Lane, look for a "children crossing" sign. Turn right into the parking lot.
An alternate route is to take the 270 spur to Democracy Blvd. Take Democracy Blvd. East. Follow to Old Georgetown Rd. Turn left on Old Georgetown.
The school is approximately 0.4 miles on right.
From the East:Take the Beltway to 1-270 North.
The first exit will be Old Georgetown Road.
Take Old Georgetown Road North (right fork at exit)
The school is on the right about 3 blocks down.
Look for the "Children Crossing" sign and turn right into the parking lot.
Bus trip:When talking to participants, you should remind them that the cost of a bus trip includes:
· Transportation to the mountain from a central meeting place
· Lift ticket
· Beverages on the bus
· Lunch or Dinner
· Lessons - Group lessons last from two and one half to three hours with
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SCWDC instructors. Instructors are PSIA or AASI certified and provide lessons at all levels.
· Private Lessons ARE available for additional cost! The cost is the same amount as the initial trip cost. Sign up with the Leader ahead of time! The Leader will notify the Ski School Supervisor. (Participants may request a lesson with a specific instructor. Be sure this person is scheduled to teach on your trip!)
Note! Instructors volunteer their time to teach the free lessons to participants; If someone wants to go on the trip but does not want lessons, there is no reduction in price.
On a Bus Trip [This material is left in for future use. SCWDC doesn’t plan bus trips any longer due to expense. 2011-2012 leaders should skip over this area]The cost includes transportation, lift tickets, pizza and beverages (or meal voucher), and ski instruction. (Bus trips usually depart from Tilden Middle School in Rockville between 6:00 AM and 7:00 AM in order to arrive at the ski area at about 8:30AM. Trips may depart from any prior designated location -and usually some permission has been granted for parking at that location. Please check with your Monitor to verify that this has occurred in advance of your departure.) Trips arrive back at the destination point between 7PM and 8PM.
Instructors on the bus will talk to each guest to gain a general idea of skill levels and interest in lessons. Groups will begin to form and plans should be set for arrival at the mountain. Most of the group-handling tasks can be managed in advance of arrival at the mountain.
Once at the mountain, the bus is likely to be greeted by a resort Guest Services Rep. The Rep may board the bus to speak with the group. The Rep will present some brief orientation of the resort and its policies, and will take any questions.
The leader should go to Group Sales for lift tickets, rental tickets and meal vouchers immediately upon arrival. Plan to distribute tickets before guests leave the bus. Designate a meeting time and location with the group and the Ski School Supervisor. Someone from the Ski School will accompany never-ever skiers and boarders to the rental shop to assist with the process.
Everyone usually meets on the snow by 9:30am or 9:45am. Lessons are usually finished about Noon. You may have to feed these people.
Bus Trip Food and Beverage Suggestions SnacksSnacks for the return trip can be kept simple. Pretzels, chips, cookies, and brownies are a good choice. If you are feeling more industrious, cheese and crackers and veggies and dip are always welcome. If you are stopping for a big dinner, you will need snacks for the ride to the restaurant. If you are eating at the resort, you may only need cookies and brownies for the ride home.
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Beverages - BeerProvide an assortment of light and regular beer. Name brands are required. Leftover cases can be returned to the club office or passed on to the next leader. Three cases per bus should be sufficient.
SodaProvide an assortment of regular and diet soft drinks. These should be name brands and should include caffeinated as well as caffeine free choices. Three cases per bus should be enough. Again extras can be returned to the club or passed on to the next leader.
WineOne to two and one half liters of wine per bus is generally all that is required. Some years wine is more popular. Talk to the leader of the trip before yours to see what quantity they used. Good quality "jug" wines are an easy option.
WaterBring at least a gallon plastic container of water. Have it available at breakfast as well as on the return trip. Let people know it is available. Or bring individual water bottles.
Cordials/LiqueursAdd these if your budget allows. They add a nice touch. Three selections served in small cups should be sufficient. Popular kinds are amaretto, schnapps, kahlua, etc.
Chapter 5 - Key Personnel & Roles - Who's Who?The Trip LeaderBus trips-- Sometimes, refreshments are necessary. There's a miscellaneous expense fund to pay for beverages and snacks on bus trips. This fund comes from a percentage of proceeds from the cost of the trip. Ask your Monitor about this, or check your budget form. (Some leaders have done COSTCO or BJ's runs to prepare.) You must STAY within your budget!!
Participants
Bus Driver (for future reference)
The Driver has been hired to serve the Ski Club and must comply with the Trip Leader's instructions (and the contract!). In most cases, the bus company will have the route already planned. However, you should bring directions to the ski area and confirm these with the Driver. Common Sense Note!--The leader will not give illegal instructions - such as speeding - to the driver.
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The Driver will probably speak to the participants regarding equipment and features of the bus, safety considerations, and general guidelines regarding care of the bus. Please be respectful. (Some bus companies will no longer do business with the Ski Club due to situations regarding poor behavior. Thou shalt not allow participants to trash the bus!)
Some companies require boots to be stored in boot bags or under the bus. Please encourage participants to comply with this or any other company rule.
Learn the name of your bus Driver and report all good/bad Drivers to your Monitor immediately after your trip. Each trip is allowed $20 (from the budget) for a tip; however, the driver's tip is not automatic. Tips are earned for good service and an obnoxious/uncooperative driver should receive no tip. If your Driver has provided super stupendous service above and beyond the call - you may wish to "pass the hat" to participants.
A Note about Your Role: Bus transportation has been arranged for you by the Eastern Trips Committee. You are responsible for contacting the bus company at least one week prior to the trip and to reconfirm the reservation, meeting time and place. In re-confirming the reservation ask for the bus Driver's name. Make sure the bus will be at the departure point at least 45 minutes prior to the departure time.
In the case of trip cancellation, YOU must call the bus company to cancel the transportation. If your trip changes from a bus trip to a PYOT trip, here's another scenario for your call!
Chapter 6 - Processing Participants
Change of Trip TypeThe Monday prior to your trip, a decision will be made as to whether to change a bus trip to a PYOT trip. You will need to be in touch with your Monitor as to the number of people you have signed up with full payment.
· If your bus trip is changed to a PYOT trip, you need to telephone everyone on your list to inform them of the change. If you leave a message for a participant, ask that they call you back. (This way you can ensure that they received your message and understand what their options are.) If you have access to e-mail and your participants also have access, you can inform them by e-mail, but you still MUST call each participant.
· If a trip participant says he/she does not want to drive as a result of the change:
1. You can suggest they call another participant to carpool.
2. You can tell them you will be glad to transfer them to another SSPE trip. (If they don't want option 1.)
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3. You can arrange for a full refund. (If they don't want either option.)
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Sample Bus Trip Letter (LEFT IN FOR FUTURE REFERENCE)(Date)
Dear Participant,
Welcome to the Roundtop Ski and Snowboard Performance Enhancement Trip. We are happy to have you with us and hope you have a day full of good skiing and lots of fun. We will have four to six PSIA certified SCWDC instructors to provide lessons on all levels - from beginner to advanced. They will answer questions and provide information on the way to Roundtop Once we arrive, you will receive 2 and one half to 3 hours of instruction in the morning. The lessons are included as part of your ski package.
Departure
We will be leaving from Tilden Middle School on (date). A map and directions are enclosed. Please arrive no later than (45 minutes before departure). You should be on the bus and ready to go at the time of roll call at (15 minutes before departure). The bus will leave promptly at 6:30AM. Allow plenty of time to get to the departure point. If you are unfamiliar with the departure location, please find it before the day of the trip.
As soon as you arrive, please check in. Load your skis and poles in the luggage bays. Remember, you are responsible for your own equipment. Please follow any directions you may be given for loading your equipment. Boots should be brought onto the bus and should be in a boot bag. Boots are to be securely stored in the overhead racks or under the seats. Boots may not be worn on the bus.
En RouteBreakfast will not be served, so if you would like to bring something for yourself, please feel free to do so.
The trip will take approximately (number of hours) and there will be no stops along the way. The bus ride is a great time to get acquainted with your fellow skiers and the instructors. SCWDC policy prohibits smoking on bus trips. Your cooperation is appreciated.
During the trip, a member of the ski school will circulate through the bus asking you questions and assigning you to your lesson groups. After arrival, meeting times and places for classes will be announced.
Arrival
We will arrive at Roundtop at approximately 8:30 AM. As soon as we arrive, I will purchase lift tickets and bring them to you on the bus. Please stay on the bus until you receive your lift ticket. The instructors will unload the skis and poles from the luggage bays while you wait for me to return with your lift ticket.
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It is suggested that you not wear ski clothes on the bus. Upon arrival, you may change on the bus or if you want more privacy, the rest room facilities at the ski area will be available. Lockers are available to rent for those items you will not be taking on the slopes. The bus will be closed for the day, so you will need to take all valuables with you.
Departure and Return
The bus will be opened at (one hour before departure time) and we will leave promptly at (time). Our expected time of arrival back at the departure point is (time).
Dinner: (Describe dinner plans and extra cost, if any). (Describe drinks and snacks) will also be served on the bus ride home.
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