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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