Ski for Light Event Planning Manual

June 2011

30. Ski Site, Facilities and Ski Trail Coordinator

This chapter covers those logistics which relate to the ski site, facilities, trails and track making and special event needs (i.e. ski tour/picnic, race day). Much of the detail and work will be carried out by the local ski area, although the activity must be orchestrated by the Ski Site Coordinator.

Ski Trails: In addition to short and flat practice loops, the Ski Site Coordinator must ensure that the 5km trail meets basic standards for beginning skiers. In general, the 5km trail should avoid steep hills, (greater than 10 percent grade), any downhills of lesser percent should have straight descents and runouts that allow the skier to gradually slow down before making a turn. Uphills that require a typical beginning skier to herringbone should be of a distance of no more than 15 yards. It is acceptable to use a well-designed 2.5km loop over which the skiers would ski two laps.

In general, the 10km course can be more demanding than the 5km loop but still within acceptable safety standards for a intermediate ski trail. All downhills should have straight descents and runouts that allow a skier to slow down before making a turn. Uphills that require herringbone techniques should be of a distance of no more than 25 yards.

The job of making sure we have "perfect" trails has to be assigned to somebody on the planning team and becomes a point of priority from the outset.

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.
• Meet with local people to decide on the trails to be used and how they must be cleared or changed to meet our needs.
• Trails should be double tracked.
• Details of tracking:
  · Each ski track should be 6-3/8 inches (16 cm) at the top of the track and 4-3/8 inches (11 cm) wide at the bottom of the track
  · Each ski track should be 2-3/4 inches (7 cm) deep.
  · A pair of tracks used by an individual skier should be separated by 2-3/4 inches (7 cm) between the inside edges of the individual tracks
  · Two pairs of tracks should be 41 inches (104 cm) apart, with measurements centered in the middle between the individual tracks
  · Minimum width of a trail should be 81 inches (205 cm)
  

December 1

• Determine what machinery is needed and who will groom and set tracks.

International Week

Throughout the Week

• Report trail conditions to Event Chair each morning before/during morning "sunrise" meeting.
• Groom and set tracks as necessary.
• Sign trail lengths and direction of travel.

Ski Site Facilities

• Heated comfortable space for 250 people, easily accessible from ski trails.
  · Accessible restrooms
  · Entrances accessible for wheelchair use.
  · Ski storage space
  · First-aid kit and snowmobile, evacuation sled (coordinate with First Aid Coordinator)
  · Hot/cold beverages
  · Repair tools
  
• This space must be close or adjacent to the ski trails. If weather conditions are extremely cold, quick access to warming facilities is critical. The space must accommodate about 250 people and allow room to eat lunch. Entrances and restrooms accessible by wheelchairs are also required. Additionally, space for storing skis and poles must be set up at the ski site. Local help can be enlisted, if necessary, to build ski racks.
• Large-print and braille maps of the ski site facility are also helpful.

Trail/Track Making

• Typically, the hotel or ski site staff will prepare and maintain trails. However, it may be necessary to get local assistance to clear brush and trees from proposed winter skiing site in the fall of the year.
• Trails should be groomed prior to SFL International week. A base should be prepared that will hold tracks throughout the week even in a low snowfall year. On a daily basis (late afternoon/evening), tracks should be reset and readied for the next day's skiing. The ski site typically has the staff and equipment to ensure this is accomplished.

Ski Tour and Picnic

• On Friday, in place of our regular lunch, a picnic is arranged. The picnic cookout should be set up so participants ski to the site, perhaps 1-2km. Location must be considerate of wind protection, heavy snowfall and difficulty of skiing terrain for the most inexperienced and physically unfit participants. The Meals Coordinator will arrange the menu with the hotel food service. Bales of hay, snowmobile, portable toilets and ski tracks may have to be readied for the ski tour and picnic. These logistics can be coordinated by the local/facility personnel.