Your family is excited about their upcoming trip to snowy Japan.

But you know, when traveling with a big group, you have to be organized and on point. Especially when kids are involved. It is essential to have a plan for when you arrive in Hakuba.

The bags are down, the kids are asking what’s next, and the adults are somewhere between tired and hungry. For families and groups arriving after a long journey, it’s tempting to write off Day One as a loss — but it doesn’t have to be.

Don’t get caught behind. Your first day sets the tone for the rest of your trip. Take advantage of your arrival day.

With a few smart moves (and help from your accommodation team), you can turn your arrival day into a smooth, comfortable start to an unforgettable holiday.

Here’s how.

Hakuba White Fox Co offers luxury accommodations with personalized concierge services.

Contact us to book your next ski vacation.

1. Plan for a Smooth Arrival — Before You Even Land

Private Transfers Make All the Difference

Avoid the stress of public transport or trying to organize multiple taxis. We can arrange private transfers that take you directly from Narita airport or Nagano station to your accommodation — no delays, no confusion. Getting your group to Hakuba doesn’t have to be a hassle!

Picking Up a Rental Car?

If you’re planning to drive during your stay, it’s best to collect your rental car after checking in. That way, you can settle the group and handle gear with less chaos. We recommend renting a car in Hakuba. While there are many rental companies in Japan, most do not offer car rentals that can handle Hakuba’s winter roads.

Create a Shared Group Chat

This simple step saves hours. Use WhatsApp to stay connected. Share shuttle times, dinner updates, and ski lesson info in one place. Trust us — it makes coordination a breeze, especially for larger groups or multi-property bookings.

We have a dedicated WhatsApp account for our guests. Be sure to ask us about it during check-in.

2. Check In Smart (Let Us Handle the Chaos)

Coordinating Multiple Properties? We’ve Got You.

Many of our guests stay across two or more properties. Let us help manage staggered check-ins, key handoffs, and luggage logistics so everyone can relax, even if they arrive at different times.

Arriving Early? No Problem.

We offer early luggage drop-off. Just let us know in advance.

3. Lock in Everything for Tomorrow — Tonight

Pick Up Rental Gear in Advance

Do not wait until morning to sort out gear. We’ll help you arrange fittings with trusted rental shops nearby so your group can be ready to hit the slopes first thing.

Confirm Lessons and Resort Plans

Have you already booked ski or snowboard lessons? Confirm the start time and meeting location now. Some schools offer pick-up — be sure to check or ask us to follow up for you.

Still, choosing where to ski? We’ll help you make a decision and even connect you with trusted schools and guides.

Prep Clothing & Label Gear

Set out ski jackets, pants, gloves, and goggles before bed. Especially with kids, this makes mornings smoother and ensures nothing gets left behind.

Bonus Tip: Store your ski boots in the dry room to keep them warm and make them easy to put on in the morning. We like to put ours on the boot heater right after we wake up. It helps keep your toes feeling warm and cozy all day long.

4. Get Oriented Without the Overwhelm

Explore the Neighborhood

A short stroll helps everyone settle in. Discover nearby restaurants, shuttle stops, and convenience stores. Light activity that gets everyone grounded without overexertion after travel.

Shuttle Planning Made Easy

We’ll help you map out resort shuttle bus routes and pick-up points based on your property’s location. If your group is split across accommodations, we’ll help coordinate pick-up times.

Grocery Delivery or Essentials Run

Do you need snacks, breakfast items, or drinks? A trip to the grocery store can help set you up for the first morning.

5. Unwind with a Pre-Planned Evening

Dinner Plans Already Sorted

Don’t leave your first meal to chance. We’ll help you book restaurants in advance or coordinate in-house dining. You can also use Table Check to lock in group reservations before you arrive.

Relaxed Group Time

After travel, a low-key evening is best. Let the kids play or wind down with a movie while the adults gather by the fire with a drink in hand.

Spa or Onsen? Yes, Please.

We highly recommend Vive’s in-house spa services — a perfect way to unwind and recover from your journey. Or, we can guide you to one of Hakuba’s beautiful onsen experiences nearby.

Make Arrival Day Count

Your first day in Hakuba doesn’t have to be spent recovering from transit and scrambling at the last minute. With a bit of forethought — and our team to help handle the details — you can arrive, settle in, and start enjoying your holiday from the moment you step through the door.

Need help coordinating your gear, meals, or lessons?

Just ask. We’re here to make your arrival as seamless as your stay.