Overnight Lodging

WPSMF Ski Locker- Overnight Lodging

Lodging Facility Name, Location, Address and Contact Information

A group’s assigned lodging facility, its address and contact information can be found within the Overnight Lodging section in the TRIP INFO report within WPSMF Online.  A map of all lodging facilities is within Ski Locker’s maps page.

Check-in and Check-out Times and Location

A lodging facility’s address, contact information, check-in location, earliest check-in time , latest check-out time, and date/time we have arranged for your groups check-in- can be found within the Overnight Lodging section in the TRIP INFO report within WPSMF Online. Please confirm that these times will work with your group’s trip itinerary.  IF NOT- PLEASE CONTACT THE FESTIVAL OFFICE IMMEDIATELY.  If you have already mentioned, or made special requests for early check-in times and late check-out times, be sure that these are mentioned within the NOTES section of your Overnight Lodging section of your Trip Info report.  IF NOT- PLEASE CONTACT THE FESTIVAL OFFICE IMMEDIATELY.

Lodging Notes

Please refer to any lodging notes located with the TRIP INFO menu within WPSMF Online. There may be important notes listed there regarding special instruction with your lodging.

Check-in Procedures

  • Some groups will have lodging facilities with: a check-in area at the actual lodging facility, a check-in area within a central building to the whole lodging complex, or a check-in area located at a different location and address entirely.  This information will be provided within your TRIP INFO report since any change to your arrival dates and times could possibly affect the check-in location.
  • Upon your arrival at this check-in location- please have one or two persons go to the designated check-in area to pay the Damage Deposit (see below section), provide your Lodging Damage Deposit and Statement of Responsibility Form (see below section) and pick-up unit/rooms keys or door codes for your group.  It is recommended that the remainder of the group stay in the bus/van and all unloading of baggage and equipment wait until the check-in procedure is completed!

Lodging Damage Deposit & Statement of Responsibility Form 

Lodging Damage Deposit & Statement of Responsibility Form used at check-in . This form must be printed and brought with you to Winter Park. 

  • Each lodging facility requires a Damage Deposit to be provided by the group at check-in.  The amount of this deposit is $500.00 for any group that exceeds 49 in number.  For groups less than 50 in attendance- the deposit amount is $10.00 per person.
  • The deposit must be made by credit card Plan to have a credit card with you during check-in. 
  • The Lodging Damage Deposit & Statement of Responsibility Form has a responsibility statement that requires a signature of the group director or trip organizer to be signed and submitted to the lodging provider at check in. Please do not mail this to the festival office.

Lodging Inspections

  • Upon your arrival- damage inspections should be performed by directors, adults and/or students.  Any damages should be reported immediately to the management.  This will protect your group from potentially being charged for pre–existing damages in your rooms/units.  The festival requests that all group directors ask their students to please be considerate toward the condition in which they leave their room/unit.  Lodging facilities not only praise the discipline of our festival attendees, but also the cleanliness and lack of damage caused by them historically.  If rooms/units are left extremely messy or dirty, the management company has the right to charge an additional cost for overtime maid service.  These charges would be deducted from your damage deposit or billed to your group directly by the lodging provider.
  • Groups staying at any Winter Park Resort lodging locations must complete a specific inspection checklist form, provided at check-in, and returned to the front desk within one hour after check-in.  See the Ski Locker topic Specific Information for each Lodging Facility for a sample of this form.

Additional Lodging Charges

  • While Winter Park Ski-Music Festival requests of each lodging facility to eliminate any opportunity for guests to incur charges for additionally charged amenities/services (such as phone charges, movies, room service and food/beverage purchases), each group is responsible for any additional charges that any of its members may incur.  Be sure to contact management if uncertain.
  • It is recommended that a representative of your group call your lodging facility prior to your trip to confirm information concerning keys, facilities, pool & recreation hours, telephone services and internet access availability.  It is also recommended that you provide the lodging contact numbers to parents, adults, chaperones, etc.

Rooming Assignments and Empty Bed Space Charges

  • The room assignments will be prepared based on the male student, female student, director(s), adult and any applicable bus driver counts provided.
  • Within the the Overnight Lodging section in the TRIP INFO report within WPSMF Online, a complete room assignment detail will be listed with all condos/rooms/cabins assigned.  The empty bed space charges will be shown for each unit.  You will have the opportunity to request any changes necessary prior to the Final Payment Due Date.
  • Obviously- a group’s attendance numbers are subject to change.  Therefore- the rooming assignments could subsequently change.  A change in one attendance count could change your group’s entire condo/room assignments.  We pledge to do our very best in accommodating the group with any such changes.  Be sure to read the below bullet, anytime you make an attendance change!
  • Please review your group’s final rooming assignments for accuracy.  Please check to make certain that every group member, festival participant and applicable bus driver(s) are assigned in a room/unit.  If any changes are necessary- please contact the festival office immediately.

How Empty Bed Space Charges are calculated

  • Groups staying at Beavers Village Condominiums, Winter Park Mountain Lodge, or Snow Mountain Ranch Lodge Rooms are allowed unused bed spaces in ONE room/unit with Male Students and ONE room/unit with Female Students without charge.
  • Groups staying in Snow Mountain Ranch Cabins have must pay for a minimum number of bed spaces for each cabin.
  • Groups staying at Winter Park Ski Resort condos, (Zephyr Mountain Lodge, Founders Point, Frasier Crossing and The Vintage) will pay for all empty bed spaces for both students and adults units.
  • Condominium units, lodge rooms and mountain cabins have various occupancies (or bed spaces) and various empty bed space prices.  These empty bed space charges can be viewed on your TRIP INFO report and BILLING INVOICE within  WPSMF Online.

Rooming List

  • The director, or another person assigned as an administrator within WPSMF Online, will create a rooming list under the ROOMING LIST tab that corresponds with the rooming assignments we have prepared.  This person completing the rooming list will simply select from the list of available names for each lodging unit space.  If the festival’s rooming assignments are incorrect, or need to be changed for your group, you must contact the festival office and get your room assignment corrected.  We will then reload the rooming list template for you to complete.

 Overnight Lodging Behavior

  • The festival staff assumes that each attending group has its own student conduct and consequence policies, and will not attempt to furnish a list of rules for student behavior.  However- we want our festival reputation to continue as hosting the best behaved student guests that lodging providers will receive- which allows us to utilize lodging facilities and home owner condos year after year.  Just a quick reminder of things to think about as a director or trip organizer when establishing hotel behavior policies.  The festival’s and the lodging provider’s primary concerns surround the possible disturbance toward other hotel guests.  Please think about how your students engage in the public hallways, unusually high noise level they may be creating for other guests in hallways and rooms, slamming of doors, playing instruments in the facility, singing loudly in rooms or hall, running in the building, causing unnecessary elevator congestion, in house prank calls, activating fire alarms and any other behavior causing a less than enjoyable visit for other guests.  We know that you and your other chaperones will do the very best you can to avoid any complaints toward your students.
  • Whenever a group wishes to have everyone meet at one location, and your group is a size that would completely fill a lobby space, or obstruct a facility entrance, or creates high noise levels- PLEASE move to a location (even outside) that keeps other guests from accessing their condos/rooms in any way, or disrupts other guests!

Snow Mountain Ranch Meals

  • All guests staying in Snow Mountain Ranch lodges or cabins can purchase “all you can eat” meal plans for an additional price through the festival office.  Any meal can be purchased for the ENTIRE group through the festival at the below prices.  Not every meal has to be purchased.
    • Breakfast $10.50 + 4.2% tax
    • Lunch $12.50 + 4.2% tax
    • Dinner $15.50 + 4.2% tax
  • Meal Times
    • Breakfast………………6:30am-9:00am
    • Lunch………………….11:30am-1:00pm
    • Dinner…………………5:00pm-7:30pm

Grocery Stores for group meals in Cabins and Condos

  • If grocery shopping is needed for your group’s own meal preparations- please refer to the map “Map to Performance Site” or the lodging facility map.  These maps show the two large local grocery stores in the Winter Park area.  Free Ski Shuttle Buses will only provide transportation to the Safeway located in Fraser (just north of Winter Park).

Overnight Lodging Map 

If your group is staying overnight at the resort, but will be arriving at the resort to recreate, prior to the 4:00 pm earliest check-in time, you must arrive at the Vintage Hotel parking to meet our staff, for bus unload and parking.  Use this  map/instructions: Parking at the Winter Park Resort Map and Festival Staff 1st Meet Location at the Winter Park Resort Map

If your group is staying overnight at the Winter Park Resort, and has arranged with the festival to check-in the previous day, or before your 1st day of recreation, use this map/instructions: Charter Bus Arrival for Groups Staying Overnight at Winter Park Ski Resort 

Overnight Lodging Choices and Descriptions

Snow Mountain Ranch Lodge Rooms

  • Located 12 miles from Winter Park Ski Resort in beautiful Snow Mountain Ranch (Local ski shuttle does not service Snow Mountain Ranch which requires a group’s own transportation the entire stay)
  • Lodge rooms sleep 6 persons. (3 different facilities, each with one of the following: 2 queen beds + pull out sofa, or 2 queen beds + bunk bed, or 2 bunk beds + queen bed) Each room has its own private bath and WIFI. This is a more budget friendly choice IF group chaperones can share rooms with students, or other chaperones
  • Similar to a hotel room (without kitchens) with indoor corridors from lobby. Some lodge rooms (2 queen beds + pull out sofa) have mini fridge and small microwave in each room
  • Per Person Price based on Maximum Occupancy. $30 empty bed space charge per space per night may apply for adult rooms filled with less than maximum occupancy
  • One male student and one female student lodge room allowed with no empty bed space charges
  • Enjoy the amenities of Snow Mountain Ranch: huge rec center (court games, roller skating, wall climbing & more),indoor Olympic sized pool, and laundry vending
  • Discounted bus driver lodging available for groups staying at Snow Mountain Ranch
  • Optional “All You Can Eat” buffet meals can be purchased for an additional cost
    • Breakfast – $11 per person per meal + tax
    • Lunch $13 per person per meal + tax
    • Dinner $16 per person per meal + tax

Snow Mountain Ranch Cabins

  • Located 12 miles from Winter Park Ski Resort in beautiful Snow Mountain Ranch (Local shuttle doesn’t service Snow Mountain Ranch which requires a group’s own transportation the entire stay)
  • 2 through 8-bedroom cabins that will sleep up to 42 persons- all under one roof for easy chaperoning. Larger groups can use multiple cabins
  • Living area, kitchen (prepare own meals), dining area, fireplace, cable TV, Wi-Fi, and grill for the entire group
  • Per Person Price based on Minimum Occupancy. $35 empty bed space charge per space per night may apply for cabins filled with less than minimum occupancy. Ask festival staff about cabin sizes and min/max occupancies
  • Enjoy the amenities of Snow Mountain Ranch: huge rec center (court games, roller skating, wall climbing & more), indoor Olympic sized pool, and laundry vending
  • Discounted bus driver lodging available within nearby lodge rooms for groups staying at Snow Mountain Ranch

Beaver Village Condos

  • Located near downtown Winter Park. Walk into town, ride the free ski shuttle to town, and/or ride the free shuttle to the Winter Park Ski Resort
  • Condos sleep 6+ persons within 2 bedrooms and living area. 2 baths in each condo. These multiple bedroom condos will allow chaperoning adults more private separate sleeping space in a condo with students or other adults
  • Full kitchens in each condo unit for own meal preparation. Gas fireplaces and Wi-Fi in each condo
  • Main building offers an indoor pool, hot tubs, and laundry vending
  • Walk or shuttle to local restaurants, shopping, groceries or ski rental shops
  • Per Person price based on maximum room occupancy. $55 (March) or $45 (April) empty bed space charge per space per night applies for condos filled less than maximum occupancy

  • One male student and one female student condo allowed with no empty bed space charges

The Vintage Hotel at Winter Park Resort

  • A ski in/out property located just above the ski resort with a quick two- minute, free gondola ride away from Winter Park Ski Resort base, slopes and Resort Village.
  • Studios sleep 4 persons. Two double beds with no separate bedrooms
  • Each studio condo has a gas fireplace, cable TV and Wi-Fi
  • Kitchenette (convection microwave, 2 burner stove, undercounter fridge & dish washer) for preparing meals

  • Ski rentals from ski resort with convenient overnight storage at the ski base
  • Outdoor pool, hot tub, game room and workout facility
  • Conference/meeting rooms possibly available
  • Ski shuttle service available to and from town of Winter Park for shopping and groceries
  • Per Person price based on maximum room occupancy. $53 (March) or $40 (April) empty bed space charge per space per night applies for all condos filled less than maximum occupancy

Fraser Crossing/Founders Point Condos at Winter Park Resort 

  • A ski-in/out property located directly across the street from Winter Park Resort base- just a short walk to the lifts
  • Most condos are either studio or one-bedroom condos that sleep 4 persons. A very limited number of two bedrooms (sleep 6) are available
  • All condos have either kitchenettes or full kitchens for preparing meals
  • Outdoor hot tubs, gas fireplaces, cable TV and Wi-Fi
  • Ski rentals from ski resort with convenient overnight storage at the ski base

  • Ski shuttle service available to and from town of Winter Park for shopping and groceries
  • Per Person price based on maximum room occupancy. $70 (March) or $50 (April) empty bed space charge per space per night applies for all condos filled less than maximum occupancy

Zephyr Mountain Lodge Condos at Winter Park Resort

  • A ski-in/out property located directly within the Winter Park Ski Resort Village at the base lifts
  • Most condos are one-bedroom condos that sleep 4 persons. A very limited number of two bedrooms (sleep 6) are available
  • All condos have full kitchens for meal preparation
  • Outdoor hot tubs, gas fireplaces, cable TV and Wi-Fi
  • Ski rentals from ski resort with convenient overnight storage at the ski base

  • Ski shuttle service available to and from town of Winter Park for shopping and groceries

  • Per Person price based on maximum room occupancy. $80 (March) or $60 (April) empty bed space charge per space per night applies for all condos filled less than maximum occupancy

Overnight Lodging Damage Deposits

Every group must place a credit card damage deposit for the entire group during lodging check-in. The amount is $10 per person, up to a $500 maximum deposit. The damage deposit required at check-in is not included within any payments the festival collects from a group prior to attending the festival. If no lodging damages are incurred, this deposit is refunded, or held funds released.

Lodging

Now offering seven different lodging options for your group to choose from. We offer cabins, lodge rooms, and condos in order to fit any travel budget and need.

Recreation

Every package includes a choice between one recreation activity: skiing, snowboarding, downhill tubing, gondola rides, snowcat tours, or snowshoe tours.

Performance

Groups compete against same school size, ensemble type and level. Comments and ratings are provided by 3 recognized and experienced adjudicators.

Awards and Street Dance

Each festival week concludes with an exciting outdoors awards ceremony and DJ’d Street Dance at the base of Winter Park Resort.

Packages Include

Overnight lodging

Groups can choose to stay 2,3, or 4 nights with seven different lodging options. Plan to arrive and depart on days your travel schedule allows, providing you with the utmost amount of travel flexibility.

Participation in performance

Groups will compete each week with institutions of similar size and performance skill. A panel of three respected adjudicators will provide constructive feedback and score the competing groups. Each festival week ends with a highly energetic awards ceremony and DJ’d street dance.

Choice of ONE recreation activity

Every registered participant will choose between 4 days of skiing or snowboarding (including lift card, equipment rental & beginner lesson) or the ability to trade in vouchers to participate in one of our non-ski activities: downhill tubing, gondola rides, snowcat tours, and snowshoe tours.

Travel protection plan

WPSMF will purchase on behalf of every registered participant, a limited benefit, “Post Departure Travel Protection Plan.” Additional trip cancelation/protection insurance can be secured through a third-party supplier.

Resources for Registered Groups

Ski Locker

Is a website dedicated specifically for the directors of our registered groups. This online resource contains all the festival information regarding their trip. For example, you can view trip information reports, adjust attendance counts and build group rooming lists. Ski Locker also allows Directors to monitor the progress of their student’s individual online registration in Start Gate.

Learn More

Start Gate

Is the online portal for all students and adults registered to attend the festival. Participants can learn more about their recreation options, suggested clothing/items to pack and helpful information to prevent altitude sickness. All attending students and adults will be required to read WPSMF Start Gate topics and individually registering through this portal.

Learn More

WPSMF App

We have teamed up with guidebook to create an app accessible by all registered directors during their time with us at festival. The WPSMF App will allow directors to access all the pertinent information provided on Ski Locker via their smart phone while on the mountain and stay in the know. Important updates and notification to groups will be sent via the app during the festival.

Learn More

Subscribe

Stay Up To Date With The Latest Updates and Event Info

“The Winter Park Ski-Music Festival has  consistently been one of the favorite  destinations for my students. The value is  incredible, the customer service outstanding, and the musical and social experience for the students is truly exceptional.”

Thomas Rinn, Head Director
Colleyville Heritage High School Choir

Join US!

Request Your Full Info Packet