Book Your Field Trip

Nordic activities at Whistler Olympic Park

Thank you for your interest! Due to high demand, booking requests received October 29 onwards will be waitlisted. We will contact you if dates become available. 

Include the following information with your request/inquiry:
  • Preferred & alternate dates
  • Desired program:
    • Classic or skate ski lesson
    • Guided snowshoe tour
    • Ski lesson or snowshoe tour with biathlon experience add-on
    • Self-guided program
  • Number of students & grade(s)
  • Arrival/departure preference, 9:30 am - 1:30 pm or 10:00 am - 2:00 pm
  • School name, teacher contact information, and COVID policies for field trips (where applicable)

Submit Request Now

Information collected will be used for the sole purpose of communicating about field trips. Teachers will be added to our mailing list for future program announcements. If experiencing issues with our booking form or to be removed from the mailing list, please contact us directly. 

Important Booking Information

Dates

School programs are available weekdays from December 13, 2021 to April 1, 2022, excluding SD48 Pro-D days and holidays. Due to high demand, booking requests received October 29 onwards will be waitlisted. We will contact you if dates become available.

Booking Period

Trips are reserved on a first come first served basis. We accept booking requests from all districts, however, Squamish/Whistler/Pemberton schools will be prioritized until October 18, provided that requests are received by this date. Due to the length of our season, we have a limited number of dates available. If you have requested 2 dates for the same class(es) we will waitlist your second date, and will follow up with your school late November/early December if dates are still available.

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

Group size

Students

For lessons/tours, we can accommodate approximately 60 students or 2 - 3 classes from the same school each day. Additional schools are welcome to book ski/snowshoe tickets and rentals for a self-guided experience (no lesson/tour) if our lessons/tours are at capacity.

Chaperones

Tickets and rentals are provided for chaperones on a 1:10 ratio plus a floater. For example, if you book 50 students, we will provide complimentary tickets and rentals for 6 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 1:1 support staff.

Accessibility & Inclusion

Contact us to discuss any accessibility needs/barriers to students and ways we can support. Adaptive equipment and leisure buddy support can be provided in cooperation with Whistler Adaptive, to integrate any participant into a ski lesson.

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. Guided Lessons/Tours: 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 and boot sizes to us 2 weeks in advance of your trip. Guided Trips: send boot sizing only.
  5. Optional: Prepare students for their trip using our Physical Literacy resources! Check out our ski play area before your trip, click here to view.

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. 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 1:1 support staff.  

A chaperone is a teacher, educational assistant, support staff, parent or guardian. 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. We will issue a final invoice for the balance owing no later than 2 weeks post-trip. If you wish to pay in full prior to your trip, we will refund the difference if numbers decrease (see “Changes To Group Size” below for more information if your numbers change significantly).

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. E-transfers are also accepted, please contact us for EFT information.

changes/cancellations/no shows

Change of Date

Historically, we have not had capacity to change dates after December 1st. If you have a scheduling conflict, please contact us as soon as possible. 

Change to Group Size

We understand that numbers fluctuate. Contact us as soon as possible if there are significant changes to group size. 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 

We understand public health orders have seen on-going change over the past year. Refunds will be provided for COVID related cancellations resulting from updates to public health orders or if your class has been directed by a health authority to isolate.

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