Start planning early. Late spring is the best time to begin. By August, the destination should be chosen and the prices determined so that marketing materials can be prepared.

Consider a co-leader for the trip. A strong group leader is a friendly, outgoing type, with lots of friends and acquaintances to draw from. But, a leader also needs to be methodical, accurate, and punctual in order to organize an enjoyable trip. If one person does not have most or all of these traits, they may want to team up with someone who complements their leadership abilities.

You should fully understand our company’s Administrative Arrangements, which form part of your Proposal/Agreement. We will operate the trip exactly as explained in these Procedures, and we expect you to do so, as well.

The group leader acts as the interface between your group members and our company. We expect you to supply us the required information and to make your payments, as scheduled. We will also send you information that you should communicate to your group members on a timely basis.

A group leader should also be familiar with the Terms and Conditions, which accompany the Administrative Arrangements. This document explains our legal responsibilities to each other. You are accepting these stipulations on behalf of your group members, and they should know them, as well.

Please do not request special favors that are not included. Our contract precludes us from granting any such arrangements.

Start gathering the group. Motivate this group to go out and sign up their friends and acquaintances. Larger groups increase the chance that each person will find others that share their interests.

Or, start with an existing group. Sources range from churches and schools to businesses and bars. Fraternities and Sororities are good targets because they often travel together. Members of health clubs are often skiers as well, and should be considered a source.

Call your group a ski club. Then register to receive the free National Ski Club Newsletter. It is full of group destination information and tips from experienced group organizers.

The personality of the group should determine the destination. You know best the preferences and requirements of your friends. These should guide you in choosing the resort with a personality to match. Be sure to consider Europe or Canada. A winter vacation in Europe or Canada can cost less than one at a domestic resort, and can be much more interesting.

Although dates vary by resort, rock bottom prices apply when the snow risk is highest: very early and very late in the season. Low season prices are in effect in January and later in March. High season is February and early March. Peak prices prevail over holiday periods such as Christmas, Easter, Spring Break, and President’s Day weekend.

Call your trip a “winter vacation.” Many people who are not skiers, or have friends and family members who are not skiers, still chose a winter vacation in Europe or Canada. The cities and resorts offer many other outdoor activities, as well as an opportunity to experience the history, culture, tradition and sights, not to mention the shopping and dining. Travelers should also consider spending an extra day or two to explore the “gateway” city that they fly into, such as Amsterdam, Paris, Geneva, Zurich, Munich, or Vienna. In Canada, consider spending an extra day in Vancouver, Calgary, Montreal, or Québec City.

One way to advertise is by word of mouth. Fliers offer an excellent way to reach prospective group members, as well. Customized fliers can be used as posters or handouts. Check that each location allows public posting of fliers. Hang them in high traffic areas and provide multiple copies so that people can take a copy home. Also, check each location at least once a week to replace fliers that have been taken.

Plan one or more of these meetings. This is the time to present destination videos, brochures, and posters.

Collect contact information for all group members. To organize the file, try computer contact managers such as ACT or the address book function of Outlook Express. Or, try free software, “Simply Contacts Database,” which can be downloaded from: http://www.biztechsoftware.com.au.

Be available to answer questions. When someone requests information, the interest is initially very high, but it decays rapidly. Try to respond to every request within a few hours, or at least within a day. Responding is best by telephone or a face-to-face meeting, but e-mail is the next best.