World Youth Day USA Guides Stateside Pilgrimage Leaders Guide | Page 44

 Recruit the lead volunteers and managers

PREPARATION CHECKLIST

 Recruit priests and religious to be
Six Months Away

present at event and for specific event

 Form a planning team, collaborators, and

responsibilities (confessions, vocation
promotion, prayer services, Mass, etc.)

begin regular meetings

 Identify the vision, target audience,

Three Months Away

objectives, and budget

 Begin publicity measures in earnest

 Collaborate with internationally-bound
WYD pilgrimage leaders/teams/groups

 Reach out to local parish and diocesan

 Set the date and a tentative schedule of

communications office and local media

 Open event registration

events for the stateside gathering

 Request the local pastor, bishop, or other
Two Months Away

Church leader(s) to participate

 Recruit more volunteers to assist the team

 Visit and secure an event site

leaders and managers

(after reviewing several options)

 Plan and host first volunteer training

 Book talent for event (musicians for Mass

 Purchase or make plans to purchase the

and or concert, speakers, emcee, etc.)

 Identify and begin to secure logistics:

major supplies for the event

food, sound, lighting, technology, security
Final Preparations

 Create save-the-date publicity materials

 Review all logistics and perform any testFour Months Away

runs of the logistical elements: food,

 Create a detailed publicity and marketing

security, sound, lighting, and technology

 Host final volunteer training

plan for the stateside celebration

 Create printed materials, handouts,

 Order and distribute publicity materials to

worship aid, etc. for the event

parishes and ministry partners

 Do a final site walk-through with the lead

 Identify a spiritual preparation plan to

volunteers and managers

share with parish communities and with

 Create an evaluation form or survey

your collaborators
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