“ActiveCare IT came in with a tight timeline and a lot of moving pieces. They executed calmly, communicated daily, and helped us get the lodge ready to open—under budget and ahead of schedule.” 

—Jeremiah Cottrell, Tahoe Donner Association
Director of IT

Case Study: Tahoe Donner Association — Opening-Ready IT for a New Downhill Ski Lodge 

How ActiveCare IT Delivered Seamless Technology Readiness Ahead of Schedule and Under Budget 

Listen to the Case Study

Press play to hear how we delivered opening-ready IT for Tahoe Donner Association’s new Downhill Ski Lodge—what we built, how we pulled it off on a tight timeline, and the outcomes that mattered most.

Executive Summary

Tahoe Donner Association partnered with ActiveCare IT to ensure technology readiness for its new Downhill Ski Lodge in Truckee, CA. Facing a tight window between construction completion and opening, TDA relied on a partner who could deliver IT systems that worked seamlessly from day one. ActiveCare IT’s structured approach—focused on staging, parallel workstreams, and daily reporting—resulted in a deployment that was ahead of schedule and under budget. The outcome: improved guest throughput, streamlined ticketing and rental systems, and a confident, drama-free opening. 

At a Glance

  • Client: Tahoe Donner Association (TDA) 

  • Project: New Downhill Ski Lodge — IT deployment & opening readiness 

  • Location: Truckee, CA 

  • Primary Stakeholders: Tahoe Donner Association Members, Staff, and the Greater Truckee Community

  • Timeline: Nov 24–28 and Dec 1–5, 2025 (flexible to construction readiness) 

  • Focus Areas: End-user systems • Network & Wi-Fi • QA & documentation • Daily reporting & punch-list burndown 

  • Outcome: Delivered ahead of schedule and under budget; enhanced guest flow with new rental/ticketing systems and improved layout. 

  • Engagement: Project-based IT delivery with daily reporting and stakeholder visibility. 

“ActiveCare IT came in with a tight timeline and a lot of moving pieces. They executed calmly, communicated daily, and helped us get the lodge ready to open—under budget and ahead of schedule.”
— Jeremiah Cottrell, IT Director, Tahoe Donner Association (draft for approval)

The Situation: A New Facility, a Fixed Opening Window 

Opening a new building is more than a construction milestone—it’s an operational deadline. Systems must work, staff workflows must be optimized, and guests should move through the lodge without friction. TDA faced a narrow turnaround between construction wrap-up and opening, compounded by other projects and limited technical resources. They required a partner capable of transforming a nearly finished facility into a technology- and operations-ready lodge, on time and without disruption. 

What “Ready” Actually Meant 

Readiness went far beyond simply installing hardware. The objective was to guarantee seamless operations and confidence from day one: 

  • Guest-facing workflows—especially ticketing and rentals—operated efficiently and without interruption 

  • Staff systems were standardized, dependable, and straightforward to maintain 

  • Network and Wi-Fi were fully deployed, rigorously tested, and validated in actual lodge conditions 

  • Detailed labeling, quality assurance, and thorough documentation ensured there was no uncertainty after opening 

ActiveCare IT focused on delivering comprehensive facility technology readiness to support a successful launch. 

The Reality: Winter Timing, Weather Risks, and Construction Dependencies 

Late November in Truckee brings its own challenges—winter weather, holiday schedules, and shifting construction dependencies. Rather than push through uncertainty, ActiveCare IT employed proven strategies for compressed timelines: staging, parallel workstreams, daily accountability, and thorough verification. 

The Approach: Reduce Onsite Unknowns, Then Execute in Parallel 

ActiveCare IT managed the project as an opening-readiness sprint, minimizing surprises and maximizing efficiency: 

  1. Staging and Standardization: Consistent staging workflows for end-user systems prevented delays from last-minute configuration issues. 

  2. Parallel Workstreams: Deployment lanes for end-user systems, networking/Wi-Fi, and QA/documentation ensured construction changes didn’t stall progress. 

  3. Daily Cadence and Stakeholder Clarity: Real-time status and cost visibility using ConnectWise PSA and BrightGauge dashboards, paired with daily reports answering what mattered: what’s done, what’s blocked, next steps, punch-list status, and risks. 

“We didn’t have to chase status. The real-time project data and daily huddles made it easy to make decisions quickly and keep everything moving.”
— Jeremiah Cottrell, IT Director, Tahoe Donner Association (draft for approval)

Execution: Turning a Finished Building Into a Working Facility 

When onsite deployment windows opened, the team prioritized speed with control—moving quickly without creating future support headaches. 

  • End-User Systems: Deployment and verification focused on essential devices and workflows for guest services, rentals, ticketing, and back-office operations. 

  • Networking & Wi-Fi: Installation and configuration, with validation for opening-day performance. 

  • QA & Documentation: Labeling, cable checks, validation walk-throughs, and a user-friendly as-built documentation package laid the groundwork for stable operations. 

Results: A Smoother Opening—and a Better Guest Experience 

  1. Ahead of Schedule, Under Budget: Despite winter and holiday challenges, technology readiness was completed faster and more efficiently than planned. 

  2. Faster Guest Throughput: Modern rental/ticketing systems and optimized layouts significantly improved guest flow and reduced wait times during peak periods. 

  3. Clarity for Leadership: Daily reporting and dashboards minimized uncertainty and kept IT and capital projects aligned. 

Why It Worked 

Success came from treating the project as an opening-readiness sprint, not a standard IT install: 

  • Staging reduced onsite surprises 

  • Parallel workstreams prevented bottlenecks 

  • Daily updates ensured accountability and momentum 

  • QA and documentation safeguarded long-term operations 

  • Calm, focused execution matched Truckee’s winter reality 

Brands Featured in This Case Study

We didn’t select technology brands to check boxes—we chose them to reduce risk and make the environment easier to support long after opening day. These brands form the backbone of the deployment: proven platforms with predictable performance, strong ecosystems, and long-term manageability. Standardizing on a small set of trusted vendors also means faster troubleshooting, cleaner documentation, and a consistent user experience across the entire operation.

Microsoft Windows 11 LTSC

A stable, long-term Windows baseline designed to reduce disruption and keep systems consistent.

Dell Workstations

Business-class endpoints standardized for reliability, performance, and long service life.

Ubiquiti Networking

Core switching and routing foundation built for predictable performance and manageable growth.

Ubiquiti Wireless

Staff + guest Wi-Fi coverage engineered for capacity, roaming, and real-world usability.

Solutions Featured in This Case Study

An opening-ready IT build isn’t one system—it’s a chain, and the chain is only as strong as its weakest link. This project brought together the full stack: the physical infrastructure that everything rides on, the network and wireless layer that keeps operations connected, and the operational systems that staff rely on every day. The solutions below represent the practical, on-the-ground work that turns a new facility into a functioning, supportable environment from day one—secure, stable, and ready for real-world use.

Network Data Cabling

Structured cabling that supports the full buildout—clean runs, labeled drops, and room to expand.

Server & Core Infrastructure

On-site systems and foundational services that keep operations running smoothly day to day.

Security Cameras

Site visibility and incident awareness with reliable coverage where it matters most.

Digital Signage

Centralized guest-facing messaging for updates, announcements, and real-time information.

What ActiveCare IT Delivered 

  • Opening-ready deployment for end-user systems and network/Wi-Fi 

  • Daily reporting and punch-list burndown 

  • QA checks, labeling, and a comprehensive documentation handoff 

Ready to Open Without Chaos? 

If you’re preparing for a new building launch with tight timelines and real-world constraints, ActiveCare IT can help you deliver a technology-ready facility—on time and without drama. Let’s talk about your opening window and what “ready” needs to mean.