Ski for Light Event Planning Manual

June 2011

29. Ski Equipment Coordinator

Each year, we must arrange for the use of approximately 30 pair of skis, boots and poles for all the first-time visually impaired skiers. Additionally, we must arrange 30-40 sets for others vip's and guides. Additionally, if the event is not being held at a cross-country skiing facility, accessory items such as waxes, cleaning supplies, ski binding and repair tools and hot waxing equipment may need to be gathered.

SFL International looks for local support to provide the accessory items, preferably as an in-kind contribution. If necessary, the SFL President can approve purchase of ski equipment.

Pre-event

Planning Meeting

• Depending on travel distance, time and budget constraints, you may be asked to attend the planning meeting. If you do not attend, please ensure your responsibilities are carried out by someone who does.
• If not done at ski site, determine a location at the hotel/lodge where ski equipment can be mounted, issued to skiers and where they may come with equipment problems throughout the week.
• Identify local sources of rental ski equipment and determine if they will be adequate to meet our needs.

December 1

• Discuss with Event Chair and determine ski rental arrangements. Rental equipment may be supplied by an SFL attendee or obtained locally. All guides and repeat participants are told that if they do not bring skis that they will be expected to pay a ski rental fee.
• Request equipment information from Visually-Impaired Participant Applications Coordinator and Instructor/Guide Coordinator.
• Be sure that an adequate supply of ski wax and repair materials will be available. If this is not available through ski site, it may be brought to the event by an attendee.
• Identify at least two other people who can help maintain operating hours, deal with repairs, waxing, and equipment changes throughout the week.
• If possible, have all skis mounted before SFL week (done by supplier or ourselves).
• Make sure ski racks are made and available to store approximately 250 pairs of skis.

January 1

• If ski packages are to be rented from ski area or local shop, forward list of needed equipment. Include name, height, weight, shoe size and an indication of whether SFL will pay for the equipment or the individual.

International Week

Saturday

• Establish ski equipment room operating hours. Recommend the following schedule:
  Sunday 3:00 - 6:00pm and 9:00 - 11:00pm
  Monday-Friday 8:00 - 9:30am
  Saturday 1:00 - 5:00pm for returns
  
• Set up equipment and ski repair area.

Sunday

• Arrange for the ski fitting of first-time skiers.

Throughout the Week

• Provide "Wax Of The Day" info at the ski site.
• Establish times that the equipment area will be open and staff the area.

Saturday

• Arrange for the return of ski equipment and be sure that details are communicated to those who have received equipment.
• Collect all SFL-supplied equipment and pack for transportation and storage until needed the next year.