Book Your Field Trip

Nordic activities at Whistler Olympic Park
Include the following information with your request/inquiry:
  • Preferred & alternate dates
  • Desired program:
    • Classic or skate ski with instruction
    • Guided snowshoe tour
    • Self-guided program
  • Number of students & grade(s)
  • Arrival and departure times. Ski programs run 10:00 am - 2:00 pm, please indicate if you need a different itinerary.
  • School name and teacher contact information
  • School COVID policy for field trips

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Important Booking Information

Booking Period

We have a limited number of dates available, and trips are reserved on a first come first served basis. If you have requested 2 dates for the same class(es) we will add your second request to a waiting list and will follow up with your school if additional dates are available.

New to our programs? Book a site visit prior to your trip! Contact us to arrange.

Group size

Students

We can accommodate 1 - 2 classes per day from the same cohort. Group size cannot exceed 48 people, this includes your students, teachers, support staff, and parent/guardian volunteers.

Chaperones

Tickets and rentals are provided for chaperones on a 1:10 ratio plus a floater. For example, if you book 20 students, we will provide complimentary tickets and rentals for 3 chaperones. A flat rate of $22 will be applied for chaperones in excess of the 1:10 ratio plus a floater.

Additional complimentary tickets/rentals can be requested for support staff/educational assistants.

Accessibility & Inclusion

Contact us to discuss any accessibility needs/barriers to students and ways we can support.

Booking confirmation

When your trip is confirmed, a Booking Confirmation email will be sent to all contacts provided. Upon receiving this email:

  1. Review trip details: dates and times, group numbers, as well as fees and deposit estimates
  2. Review our booking policies and payment information. Be aware of your booking obligations: deposit and final payment, changes, and cancellations
  3. Review our Know Before You Go information
  4. Divide all students on your trip into groups of 8-10 based on skill level. Include boot sizes for ski programs (a sizing chart is included with your confirmation email). Send groupings to us 2 weeks in advance of your trip.
  5. Optional: Prepare students for their trip using our Physical Literacy resources!

Policies & Payment

supervision

Instructors

We provide instructors/guides on a 1:10 ratio.

Chaperones

To ensure a student focused learning environment, chaperones need to have the same or greater skiing ability as their assigned student group. A chaperone is a teacher, educational assistant/support staff, parent/guardian. Tickets and rentals are provided for chaperones on a 1:10 ratio plus a floater. A flat rate of $22 will be applied for chaperones in excess of the 1:10 ratio plus a floater.

Additional complimentary tickets/rentals can be requested for support staff/educational assistants.  

In return, we ask that chaperones help us in the following areas:

  • Assist students in the rental shop with equipment pick-up/return. Help students with boots/skis/snowshoes where our staff/volunteers must maintain physical distancing.
  • Ski with a group and help supervise students during on-snow activities, washroom breaks, or other needs. Chaperones who are not skiing may walk on trails in designated areas.
  • Supervise students during lunch

payment

A quote will be provided when your trip is confirmed, and a hold will be placed on your trip dates. To secure your booking, we require a 50% deposit no later than two weeks prior to your trip. 

Payments to be made by credit card (preferred), we will will issue a credit card authorization form. If payment must be made by cheque, please make cheques payable to Whistler Sport Legacies, 1080 Legacy Way, Whistler, BC, V8E 0K3 - include the name of your school, trip date, and indicate that it is a deposit.  

We will issue a final invoice for the balance owing within 2 weeks post-trip.

changes/cancellations/no shows

Change of Date

Historically, we have not had capacity to change dates. Contact us to inquire.

Change to Group Size

We understand that numbers fluctuate. Contact us as soon as possible if there are significant changes to group numbers. Changes of more than 10% within 1 week of your trip may result in fees charged for 90% of your booking. 

Cancellation
  • More than 2 weeks notice - no penalty.
  • Within 1 – 2 weeks, 50% deposit is non-refundable.
  • No Show – 100% of original booking value applies.

Cancellations due to pandemic response, unforeseen events, or extreme weather/road conditions 

For COVID related cancellations due to public health orders, refunds will be provided.

Cancellations made by WOP or as a result of bus cancellations or highway closures will not be penalized.

Contact us prior to your trip if you are considering cancelling due to extreme cold. Fees may apply if we are notified last minute / day of. WOP remains open during rain or cold weather events. Our staff are prepared with contingency plans to facilitate programs in variable weather. The Callaghan Valley can experience different warming/cooling patterns in comparison to Whistler/Squamish – check our Weather web page page for current conditions. Some schools choose to come despite the cold, therefore extreme cold cancellations are at the discretion of the school in consult with Whistler Olympic Park. In the event of extreme cold, we recommend following Cross Country BC’s cold weather policy for event cancellations. Temperature is what will be expected/measured at program start time, start time may be delayed if warming is predicted.

  • -15°C cancel event for age 12 & under
  • -20°C cancel event for age 13 & up