How to Launch a School Ski Trip: A Step-by-Step Timeline For Teachers

Step 1: Define Your Goals and Scope

Before booking anything, think about what you want the trip to achieve.

Consider what works for your school in terms of behaviour systems, routines, and supervision. Decide who will be part of the trip team – lead teacher, supporting teachers, and any additional chaperones – and make sure there’s a communal space at the venue for teachers to regroup and plan.

Step 2: Research and Choose a Tour Company

Finding the right tour company is essential. Here at Rayburn Tours, for example, we specialise in planning school ski trips and can guide you through the entire process, from selecting a destination to supporting teachers with planning documents. When comparing tour companies, consider:

• Cost and payment flexibility
• Safety record and staff qualifications
• Accommodation and meal options
• Ski instruction and equipment provided

Rayburn Tours also provides templates, guidance on risk assessments, and even PowerPoint support for parent information evenings, making the paperwork much easier.

Step 3: Engage Parents Early

For first-time trips, start by gauging interest. Hold an information evening or send a letter of interest to parents. A short questionnaire can help you understand who’s keen and any special considerations, such as dietary needs or experience levels.

Once the trip location and tour company are confirmed, send out a formal trip letter. Schools often provide slightly longer decision times than for academic trips. With Rayburn Tours, you can access sample letters and templates to make this process smooth and professional.

Step 4: Manage Student Selection

Trips can get oversubscribed, so it’s important to decide on your selection process early. Common approaches include:

• First-come, first-served
• Lottery (names drawn from a hat)
• Merit-based selection (students who consistently demonstrate positive behaviour)

Clearly communicate the rules to parents and students and stick to deadlines to keep planning on track.

Step 5: Logistics and Documentation

Ski trips involve more paperwork than most school outings. Make sure you cover:

• Risk assessments and safety plans – please note that if you have swimming as an après activity, you might need to send out a swimming capability form
• Consent and medical forms
• Emergency contact information

Rayburn Tours can help by providing templates, guidance on documentation, and tips for running parent information evenings online or in person. Depending on your school’s structure, an EVC may handle these documents, or it may fall to the lead teacher or PL.

Step 6: Prepare Students and Staff

Preparation is key. Organise pre-trip meetings to cover:

• Ski specific packing tips
• Safety rules and expectations
• Daily routines and schedules

For teachers, assign clear roles such as first-aid lead, duty rota, and room supervision. Having responsibilities clearly laid out ahead of time prevents confusion during the trip.

Step 7: Execute the Trip

Once you’re on site, keep communication clear and routines structured. Make sure teachers have a dedicated space to plan and regroup. Stick to the behaviour systems and safety rules agreed upon before departure.

Typical daily activities might include:

• Morning ski lessons
• Lunch and breaks
• Afternoon skiing or alternative activities
• Evening reflection or social events

Step 8: Follow-Up

After the trip, gather feedback from students, teachers, and parents. Share photos and highlights with the school community, and document lessons learned for future trips. Reflecting on what worked well – and what could be improved – makes the next trip even smoother!