PREPARATION CHECKLIST
Six Months Away
¨ Form a planning team , collaborators , and begin regular meetings
¨ Identify the vision , target audience , objectives , and budget
¨ Collaborate with internationally-bound WYD pilgrimage leaders / teams / groups
¨ Set the date and a tentative schedule of events for the stateside gathering
¨ Request the local pastor , bishop , or other Church leader ( s ) to participate
¨ Visit and secure an event site ( after reviewing several options )
¨ Book talent for event ( musicians for Mass and or concert , speakers , emcee , etc .)
¨ Identify and begin to secure logistics : food , sound , lighting , technology , security
¨ Create save-the-date publicity materials
Four Months Away
¨ Create a detailed publicity and marketing plan for the stateside celebration
¨ Order and distribute publicity materials to parishes and ministry partners
¨ Identify a spiritual preparation plan to share with parish communities and with your collaborators
¨ Recruit the lead volunteers and managers
¨ Recruit priests , deacons , and religious to be present at event and for specific event responsibilities ( confessions , vocation promotion , prayer services , Mass , etc .)
Three Months Away
¨ Begin publicity measures in earnest
¨ Reach out to local parish and diocesan communications office and local media
¨ Open event registration
Two Months Away
¨ Recruit more volunteers to assist the team leaders and managers
¨ Plan and host first volunteer training
¨ Purchase or make plans to purchase the major supplies for the event
Final Preparations
¨ Review all logistics and perform any testruns of the logistical elements : food , security , sound , lighting , and technology
¨ Host final volunteer training
¨ Create printed materials , handouts , worship aid , etc . for the event
¨ Do a final site walk-through with the lead volunteers and managers
¨ Create an evaluation form or survey
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