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)?
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