For Parents

What it takes to run a season.

One organized parent (or a small crew) keeps the team on the hill. Here's everything, month by month.

This guide covers the full arc — August setup through March awards night. Roles are listed at the bottom. Most tasks fall to the parent board, with coaching and logistics handled through Willy Camp.

August – September

Confirm Parent Club Representative with the school.
Support team captains with pre-school club fair activities; attend if needed.
Hold a parent board meeting.
Start attending weekly or biweekly league meetings (team league representative).
Schedule a pre-season information night for October: announce in the school newsletter, confirm coaching staff availability, and reserve a room.
Connect with Willy to begin discussing the season schedule and fees.

October

Confirm the most current schedule and fee info with Willy.
Assemble the information packet and agenda for info night; have captains prepare a slideshow.
Update team forms with current dates and prep for distribution — email to interested skiers and have them complete electronically.
Share pre-season ski pass sales info (Epic or other).
Work with Leanne Van Horn in the athletic office to update the ski team website (captain and parent rep info, calendar, fees).
Christmas Tree Sales: pick a date and recruit team volunteers.
Schedule the weight room for dryland training starting the first week of November — two days per week after school, running through December.
Schedule the kick-off/waxing party for December.

November – December

Host the kick-off/waxing party.
Start dryland training.
Order team jackets: Hiller's Emblem Shop in Tigard has the previous logos on file — confirm they have the current "W" logo for the jacket front before ordering.
Order additional team swag or apparel if the team wants it.
Finalize the on-mountain schedule with Willy and update TeamSnap.
Track paperwork completion via spreadsheet or TeamSnap. Keep all paperwork accessible on race days — it matters in a medical emergency.
Christmas Tree Sales.
Collect first payments from racers; send first installment of coach payment.
Complete team league forms (require athletic director signature).
Submit finalized skier list to the league by their deadline.
Confirm lodging options (Cascade Lodge reservations?) and work out carpooling.
On-mountain training starts in early December. Organize post-training dinners and add to TeamSnap calendar.
Confirm race day volunteer sign-ups — individual parents sign up on their own rather than the team coordinating it.
Support captains at the incoming middle-schooler club fair.

January

Pay the team league fee.
Races begin — continue promoting race day volunteer coverage.
Begin auction donation coordination (messages from the auction committee will start arriving).

February

Set the end-of-season party date, time, and location; add to TeamSnap.
Continue auction donation coordination.
Order senior signs: contact David Anderson at Brand Yourself (david@andersonPDX.com, 971-223-6186) — he has the artwork and coordinates printing.
Coordinate the last-race party on the mountain.
If the team qualifies: handle State Championship registration and logistics with Willy's guidance.

March

End-of-season party prep.
Awards process: the team votes on Most Inspirational (boy and girl); coach selects Most Improved and MVP; coach determines letter recipients.
Get letter certificates from Leanne Van Horn in the athletic office.
Order award medals: Just Right Awards and Engraving on NE Broadway has the artwork from previous seasons.
Scholar athlete awards for athletes maintaining a qualifying GPA — Leanne can help.
Collect money from parents and racers for volunteer and coach gifts; have the team sign cards.
Set up the captain election process and announce at the party or beforehand.
Party agenda: business items, thanks to coaches and volunteers, award and letter presentations, senior acknowledgement, captain awards to each racer.

April – May

Season wrap-up meeting with parents; vote on new board members.
Captains and team participate in recruitment — middle school visits and similar.

Volunteer roles

These are the positions that need to be filled each season. One person can cover more than one role.

TeamSnap administrator: Maintains the schedule. Outgoing admin transfers the account.
Treasurer: Manages the bank account, expenses, and reimbursements. Outgoing treasurer transfers the account.
Team league representative: Attends weekly or biweekly league meetings throughout the season.
Social functions organizer: On-mountain activities, end-of-season party.
Secretary: Takes notes at parent meetings.
Willy liaison: Primary parent contact who communicates and coordinates with the coaching staff throughout the season.
Forms and payments tracker: Tracks paperwork completion and payment receipt — can be done via TeamSnap.
Parent Club Representative: Required by the school. Works with the school auction committee.
Info night coordinator: Organizes the October pre-season information night.
Equipment manager: Manages team-owned gear: FOBs, capes, guards.
Jacket coordinator: Manages team jacket selection, purchase, and logo application each season.

Questions about any of this? Contact a parent lead — someone who has done it before will get back to you.