The organisers of WYD08 are encouraging the formation of Pilgrim Groups as a means to better manage the logistics of WYD08, facilitate the smooth running of the event, and ensure that Pilgrims get the most from the experience.

During WYD08 each Pilgrim Group will share the same:

• Accommodation type
• Catechesis site and language
• Transport around Sydney

WYD08 will endeavour to keep members of a Group together. Each Pilgrim Group will be led by one or more Group Leaders.

The Group Leader is responsible for:

• Completing the Early Registration for Group Leaders and estimating the Group size
• Determining the Pilgrim Group requirements in terms of accommodation, events, special needs, etc.
• Completing the Pilgrim Registration (commence in mid 2007)
• Ensuring that Group members complete the Pilgrim Registration
• Ensuring that Group members obtain a visa to visit Australia
• Ensuring that payment is completed in time
• Keeping the Group informed about registration dates, payment dates, and any changes to the Group itinerary
• Co-ordinating the Pilgrim Group in terms of accommodation, travel, events, meals, etc.

The Group Leader will be the primary point of contact between the Group and the WYD08 organisers:

• Information from the WYD08 team will be channelled through the Group Leaders to pass on to the Group members
• Any problems within a Group should be channelled through the Group Leader to a member of the WYD08 team

All Groups wishing to participate in WYD08 celebrations will need to register officially in Egeria.

The ‘Phase 1’ Registration Process will allow a Group Leader to:

• Create a Registration Username and Password
• Register their Personal and Contact details
• Join their Group as a Group Leader, and also add other Group Leader(s) to that Group
• Register a Group Name, Group Affiliation(s), Group Type, Estimated Group Size, Diocese and/or Community/Movement/Association, Parish, and Catechesis Language
• Specify arrival and departure dates for Australia and Sydney
• Register participating Days in the Dioceses, and location

No payment is required in order to complete this stage of Group Registration.

Early planning and preparation are essential to ensure everything runs smoothly for WYD08. As Group Leaders you should start organising the members of each Pilgrim Group, contact the members and make sure they are aware of the relevant dates for registration and payment leading up to WYD08, and determine if there are any special requirements.

What’s the best Group Size?

• For the purposes of logistics, it is strongly recommended that groups be no larger than 94 Pilgrims (2 coaches). For large groups it may not be possible to accommodate all Pilgrims at the same location
• Consider splitting large Groups into several smaller Groups. These Groups can be linked within the registration system so they can meet up at the various events

How many Group Leaders?

• There is no restriction on the number of Group Leaders per Group, so don’t overstretch yourself. Any more than 30-40 people is difficult to manage, so share the load and assign another Group Leader

Are there Clergy in the Group?

• You may want to upgrade the accommodation type for members of the clergy within the Group

Are there Elderly People in the Group?

• You may want to upgrade the accommodation type for the elderly members of the Group

Are there Children in the Group?

• Group members under 18 must be accompanied by a parent or adult supervisor at all times

Are there People with Disabilities in the Group?

• You may want to upgrade the accommodation type for Group members with disabilities
• If there is a carer in the Group, remember to book them into the same accommodation as the person they are caring for

Are there Dogs in the Group?

• Disability assistance dogs must obtain a Permit to Import, as well as the required laboratory reports and veterinary certificates, prior to travel. Full details of the requirements can be found at www.daff.gov.au

Helpful Hints and Tips

• Book earlier for travel and accommodation
• Complete the registration and payment process as soon as possible to get the best sites at open events such as the Final Mass with the Holy Father
• It is a long flight to Australia from just about anywhere! Be prepared for the fact you may be jet-lagged for the first couple of days after arrival. If you have a hectic schedule planned, it is best to arrive a couple of days early to give yourself time to acclimatise
• Arrange all Visa applications as early as possible so that any problems that may arise can be resolved in time. All foreign nationals need a visa to enter Australia
• The WYD organisation and a team of volunteers will be on the ground in Sydney to help with orientation, travel, accommodation, and any problems that may arise
• Don’t panic! – this should be an enjoyable experience! If you have any problems or questions, or you are just feeling stressed, please contact a WYD08 volunteer or staff member – we are here to help!
• Information, support, and resources can be found on the website – www.WYD2008.org
• There will be an emergency helpline if you run into serious problems while in Sydney

What Happens Next?

• The Group Leader will receive an email with details of the Group’s registration
• The Group Leader should determine what type of accommodation and how many beds will be required for the Group. A number of different accommodation packages are available, depending on the length of stay and the type of accommodation required (homestay, dorm, hotel)
• The Group Leader should inform the Group members of the dates that payment will be required. It is best to let people know as soon as possible as they may need to organise fundraising activities and begin saving! Package costs are available ay wyd2008.org
• The Group Leader should ensure that the Group members understand the process of registration and the Visa application process. Group member registrations will commence in mid 2007
• When Pilgrim Registration opens, it is the responsibility of the Group Leader to ensure that all Pilgrims are properly registered