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 42