Planning Guide - Book Everything

You’ve done the research, crunched the numbers, and aligned your group. Now comes the most satisfying—and terrifying—part of the process: actually pulling the trigger.

Over the years, we’ve seen people make the mistake of treating booking like a single, chaotic afternoon of online shopping. They open twenty browser tabs, start putting items in carts, and hit "purchase" at random. This is how major mistakes happen—like booking a non-refundable condo for the wrong weekend, or buying flights to an airport that doesn't have any rental cars left.

At River Run Ski, we think of booking less as a rigid checklist and more as a priority order. Because some decisions are harder to change than others, you generally want to lock in the hardest-to-change, most time-sensitive logistics first, and leave the flexible stuff for last.

Here's the priority order we recommend, so nothing slips through the cracks. Real life doesn't always cooperate with a clean sequence — if your Epic pass goes on sale early or a great flight deal shows up out of turn, grab it. Just don't let the flexible stuff (dinner reservations, activity bookings) jump ahead of the logistics that actually lock in your trip.

1. Airfare and Lodging (Simultaneously)

Do not book your flights without checking lodging availability for those exact dates, and vice versa. Ideally, you want to open both booking windows at the same time. Confirm that your target lodging is available, verify that flight prices aren't unexpectedly astronomical for those specific days, and then hit purchase on both within minutes of each other, particularly if the flight prices are reasonable.

Unfortunately, airfare pricing is notoriously variable and can swing wildly in either direction. If the price is abnormally high, consider booking a refundable ticket and rebook if the price drops. Or, if you are willing to take the risk, delay purchase and hope that the airfare costs become more favorable.

2. Mountain Access, Parking, and Reservations

Next, log on and take care of however you’re actually getting onto the mountain. If you’re buying a season pass, advance lift tickets or an independent pass, this is when you do it (if you have not already). If you’re skiing on an existing Epic or Ikon pass, this is when you lock in any required day-reservation instead — don’t assume the pass alone gets you through the gate. Either way, this is also the time to check if your resort requires paid parking reservations or advanced mountain access reservations and secure them.

3. Ground Transportation

The moment your flights are locked in, book your rental car or airport shuttle service. Rental fleets at mountain airports are limited, and prices can skyrocket if you wait. If you need a specific vehicle—like a 4WD SUV that fits five adults and ski bags—securing it early is absolutely non-negotiable.

4. Gear Rentals and Lessons

If you or anyone in your group needs to rent skis or snowboards, reserve them now. Booking your gear ahead of time guarantees they will have your sizes in stock, and almost always secures you an online discount. If you have kids or beginners who need ski school, book those lessons today—peak holiday weeks sell out months in advance.

5. The Flexible Details (Dining and Activities)

Save the small stuff for last. If there is a legendary restaurant in town you want to visit for a group dinner, find out when their reservation window opens (often 30 to 60 days out) and set a reminder on your phone. Everything else—like booking a snowmobile tour or buying groceries for the condo—can wait until you get closer to departure.

By executing your bookings in this sequence, you protect yourself from costly scheduling conflicts. Once that final confirmation email hits your inbox, you can finally kick back, relax, and count down the days until your boots hit the snow.