Group Leader Information

Group Leader Booking Timeline

March–June: Reserve Room Blocks

Most group leaders begin planning in early spring. During this period, groups can reserve a hotel room block at no cost and with no contract. Early reservations help secure:

Preferred hotels
Preferred weekends
Limited room blocks that fill quickly
Access to resorts that restrict group bookings on certain dates

Some groups wait until fall to book, but this is not recommended. By late September, most preferred room blocks are already taken.

Memorial Day–Labor Day: Pricing Becomes Available

Hotels and ski resorts release group pricing for the upcoming winter between late May and early September.

Most packages are priced between Memorial Day and July 4.
Some resorts release final pricing as late as Labor Day.
Once pricing is available, VST provides formal quotes and groups begin confirming their plans.

This is the ideal window to lock in destinations and budgets.

September–October: Trip Plans Finalized

Early fall is when most groups finalize the structure of their trip:

Destination and hotel
Weekend selection
Estimated headcount
Transportation details

Rooming lists are not due at this stage. Final rooming lists and per‑person payments are due 30 days before the trip, giving groups plenty of time to organize sign‑ups.

November–December: Group Sign‑Ups Begin

Most groups begin collecting sign‑ups and payments before Christmas. This ensures:

Families have time to plan
The group meets its minimum passenger count
VST can confirm all components well ahead of departure

Some groups book as late as November, but availability is limited and preferred weekends are often gone.

January–March: Peak Trip Season

The majority of VST trips take place during the core winter months:

January
February
March

Sample Ski Weekend Itinerary

This is a sample schedule. Exact times and details vary based on the specific group, hotel, resort, and travel distance.

Friday – Departure Day

Afternoon

Group meets at designated departure point
Load luggage and equipment onto the motorcoach
VST escort reviews the weekend schedule and safety reminders

Evening

Halfway dinner stop (fast‑casual options; not included in price)
Continue to hotel
Arrive at hotel and check in
Free time to settle into rooms

Saturday – Full Ski Day

6:00 AM

Wake up call
Breakfast begins in the hotel lobby

7:15 AM

Load bus for the mountain

7:30 AM

Bus departs the hotel
Lift tickets distributed on the bus by the VST escort

8:00 AM

Bus arrives at the mountain
Skiing and riding for the day

4:00 PM

Mountain closes
Bus begins loading

4:30 PM

Bus departs the mountain

5:00 PM

Bus returns to the hotel

Evening – Dinner Options (varies by group)

Group dinner delivered to the hotel
Walk or bus to a local restaurant
Delivery ordered through apps
Free‑choice dinner

Sunday – Ski & Return Home