World Youth Day USA Guides Stateside Pilgrimage Leaders Guide - Page 36

Budget  Before final decisions about the event details Will you provide partial or whole are finalized, it is essential to know the budget scholarships? Will you include in your within which you are working. Some promotional materials that “no one will be questions to consider during this stage: turned away due to finances”? If so, how will you be able to fund such assistance?  Is there a dedicated budget set aside  within your parish, diocese, network, or Is there an opportunity to fundraise for organization for this event? If so, what is the stateside gathering within your local the amount that has been set aside? community? (NOTE: such a fundraiser can also generate awareness of the event)  If no budget has been allocated, is it possible to develop a budget proposal Based on your primary and secondary within your parish, diocese, network, or audiences, also consider what organizations, organization – or with an outside granting ministries, schools and universities, religious organization or foundation? communities, and other groups would have a vested interest in collaborating or partnering  Are there partner organizations, groups, with a local stateside celebration like this. collaborators, or private donors who may Consider having significant aspects o the be able to assist with the event budget or event (such as the site, the food and drink, provide in-kind donations? music, entertainment, sound and lighting, equipment, and so forth) donated or funded  by a partnering organization. Will you charge for the event itself or only charge enough to cover the costs of Create a realistic budget worksheet for this portions of the event (i.e, food and drink)? event and use that sheet as the guiding  document for all your team members in Will an event fee partially offset the costs implementing the event plans. It is important or will the event fees cover all the costs?  to be responsible stewards of the financial gifts available to host a stateside World Youth Will you bring in sponsors, exhibitors, or Day celebration in your local community and vendors to help offset costs (and in turn, to be grateful to those who are supporting it. provide them with a place to exhibit)? 34