From the Ski for Light Bulletin - Summer 2005
by Jeanne Mackenzie
Note: This article was first run in the SFL Bulletin some ten years ago, and has remained on our web site ever since. We have decided to update it and run it again in this issue because, once again, we need your help. As Ski for Light grows, it is becoming more difficult to find an appropriate venue for our weeklong event. Our site selection committee is hard at work exploring some new possible locations; however, we would welcome any and all ideas from you. This article will help you better understand what we need; and if you do have some suggestions, please let us know.
Summer is well on the way and the thought of slipping into a nice pool of water takes precedence over slipping down a snow-covered ski track. Even though skiing seems far from our minds there is much work being done at this time, preparing for the 2006 Ski for Light International. As soon as one year's ski week is complete, plans are being laid out for the following year's event. This brings into focus how far in advance we must look when putting together the International event. The first and foremost question is "Where?" That shouldn't be too difficult a question. We all know that you need:
1) a place to stay
2) a place to ski and
3) lots of fun people to hold the event.
That's not so hard. But, let's look at some of the issues that go into choosing an ideal Ski for Light event location.
There are many beautiful ski areas in this country. Where do you start looking? A good portion of them are down-hill ski areas and do not really cater to the cross country skier. Many of the lovely New England cross country trail systems are hooked up with small country inns that hold only 50-75 people. Some hotels can hold large numbers of guests but accommodations are spread out (i.e., condos) and you must trudge through the snow for every meal or event. Wheelchair users may have difficulty navigating between buildings.
Let's assume that we are checking out Pedersen's Palace to hold our 300-strong event. Do they have a minimum of 140-150 rooms under one roof? Do they have conference facilities where we can have meetings with 100 people, banquets up to 300 people, space for the Sales room, Information room and Special Interest meetings? Is there room for a morning exercise class, ski repair shop and storage, and after-hours gathering areas? Is all of this wheelchair accessible? Now, the big question is can they meet our target price? We have found many lovely resorts that would just fit the bill, but would cost as much as 50%+ more than the past events.
OK, Pedersen's Palace seems to work out for our event. Now we need a place to ski. Of course, our main consideration would be something to ski on. Winter means snow, and snow means skiing. Right? Not always. With the idiosyncrasies of the weather over the years, places that may have had wonderful snow could all of a sudden have a bad year. We checked out one beautiful hotel with a great golf course. It was raining on top of 2 feet of snow in January. We could go higher up in elevation there but we were not allowed to double track or make new tracks because it was a backcountry Wilderness Forest. Unfortunately, this nice hotel was dropped off the list.
There is often abundant snow in states with high altitudes. Because the problems with altitude sickness keep many of our group from attending those years, we must also hold events at lower elevations. The ski area ideally would be right outside the hotel door. This is not always possible if the hotel does not have a large golf course or is not out in the country. Therefore, you must look at how long it would take to drive to a suitable ski area. Is 1/2 hour OK, an hour too long? Is there a lunch facility for 200 people? Are there restroom facilities? Are they wheelchair accessible? How much would buses cost to transport the whole group back and forth? What do the trail fees cost per person? Where do you store skis securely for the week? It looks like "Oh,No!" Ski Trails near Pedersen's Palace might work out for us so the package seems closer.
Now we need lots of fun folks to put the event together. The U.S. is filled with cross-country skiers all anxious to be guides and participants at the upcoming event. Everyone must provide their own transportation to get to Ski for Light. It is nice, sometimes, when the location is closer to you some years. We are always looking for new areas to host the event, trying to move it around. When looking at a location, we take into consideration how far it is from a major airport. Is it within a 2-3 hour drive? How much would buses cost? To fly in to an area are there many airline transfers incurring extra costs? Can a smaller airport with limited flights accommodate 100-150 people leaving all at once on the last Sunday? We have many international guests. Is the location feasible for their visit? Fly-by-the-Seat of Your Pants Airport seems just the ticket to bring our folks into Pedersen's Palace.
Negotiations are underway.
We look several years into the future for suitable sites as many convention areas are now booking for 2008. There is a Site Selection Committee, but we also like to think that all of the Ski for Lighters are on that committee. We've given you a little taste of the criteria that we look for in choosing an event location. Perhaps you are familiar with one in your area.
We strive to get just the right resort, the perfect snow, and the ideal location. None of this works, though, without the dedicated participation of all of those guides, participants and worker bee's that help to make it a real event. We could all probably have just as great a time staying in tents and eating K-rations. Say.... maybe we'll look into that.