Archdiocese of Edmonton World Youth Day Leaders Meeting ...

Archdiocese of Edmonton World Youth Day Leaders MeetingJanuary 8, 2013 – Meeting Summary and additional Information Notes1. Introductions and Group updates:Listed below are the groups reported to the Archdiocese’s Office with the number ofparticipants for the WYD 2013 in Rio.*** If your group is not listed, or the number is incorrect, please contact the Youth Office assoon as possible ***Parishes represented at the January 8 th leaders meeting:Holy Rosary 25St Dominic 7Holy Trinity / Seminary 10Sacred Heart (Wetaskawin) 4St Matthew 3St Theresa 7St Albert 7St Charles/YFC 12St Thomas D'Aquin 15Others:St Joseph High School & Annunciation Parish 13St Thomas More 5Devon/Calmar/Thorsby 3McKenna group 62. Rio Updates:Please visit the Archdiocesan website and the official Rio website for news and updates.General information and resources are or will be available at these sites including local formsand liability releases for Archdiocesan pilgrims are coming soon!Sadly, Archbishop Smith is unavailable for Mission Week but he is scheduled to attend theWorld Youth Day events in Rio where he hopes to be met with our Archdiocesan groups.3. Registrations:Groups are encouraged to officially register before the January 31, 2013 deadline.This is not only the early bird date for a 5% discount, but it is also important for groups toensure availability in travel options, time for passport and visa requirements and any requiredimmunizations. You may wish to firm up the commitment of your participants before month’send.

Several of the Archdiocesan parishes have joined together and are registering as one group forpracticality reasons. Other groups are encouraged to do the same and the Youth Office will helpconnect groups as necessary. It is important to remember that although groups are travellingtogether the uniqueness and responsibilities of each parish should be recognised andcelebrated.The online registration process is generally straight forward. Here are a few notes:a. Each group is required to have 2 registered “responsible” leaders. Personal information isrequired including passport numbers, email address, phone numbers, DOB, date of arrivaland departure (can be edited if necessary).b. This initial process will allow you access to your “private area” where you then input all ofyour participant’s information – including your own.c. While changes are possible, try to have as much accurate information for your participantsas possible. If you are not sure of numbers estimate a number higher than the expected, butstill reasonable - it seems it is easier to downgrade numbers than to add.d. Unless you have decided to book hotels -You should be registering option A and paying thesolidarity fee as well. Currently the cost is around $300.00 CDN not including Mission weekexpenses. While Hotels are certainly an option, be aware that the infrastructure in Rio maynot allow for easy access to catechesis or other language based events. Accommodation byoption “A” will be close to language based catechesis sites to avoid unnecessary travelling.e. Do not click on “pay” until you have many pilgrims registered – it could cause you to belocked out temporarily. Due to the large number of registrations be prepared for a delayand confirmation of payment. This could take up to one month….DO NOT PAY TWICE!!f. Groups may choose any location for Mission week. Our initial plans for Petropolis are notcoming together. We are exploring some other options and should have an update within afew days.g. Registered groups can be linked to each other online to ensure they are in close proximityfor accommodations and catechesis.4. Travel /Visas/ VaccinationsAll pilgrims are required to have a special travel visa for entry into Brazil. This is in addition to,and different than, a current passport – which is also required.We are waiting on some additional information from the National Canadian WYD representativeregarding these Visas and WYD participation that may cover the approximate $150.00 expense.

We are asking Archdiocesan groups to be patient and wait until the first week of February for anupdate.Groups should begin booking their travel options remembering that any travel outside of theMission Week and WYD dates are not considered as part of this pilgrimage, unless approvedbecause of travel availability.Please see a medical center or pharmacy regarding the timing and requirements for vaccinationand immunization for travel to Brazil. Do not leave this to the last minute as there may be sometime required between shots.Current costs for travel from Edmonton are ranging from between $1,450.00 - $1,700.00 withtravel through and a stop in the United States. It is important to ensure that all pilgrims that arenot Canadian have the proper travel permissions in place as quickly as possible. Non U.S. flightsare coming up around $2,100.00 -$2,200.00.5. Spiritual Preparation – Palm Sunday – Commissioning MassWe know and hope that groups are taking the time to come together preparing spiritually andbuilding community for this pilgrimage. This should include the leaders. One of the bestresources is the Holy Father’s messages for WYDs including the 2013 message on the theme “Gomake disciples of all nations”. Working through this message should lead to some greatreflection and discussion.In addition, it was agreed that the Youth Office, working with several of the WYD groups wouldcoordinate a Lenten Mission that would conclude with a mini - retreat with Archbishop Smith onSaturday, March 23, 2013. There would be several events hosted by groups at their localparishes leading up to this. Group leaders were asked to discuss it with their pastors andgroups, please contact the Youth Office as soon as possible to facilitate advertising andpromotion.The date for the Archdiocesan WYD Commissioning Mass with Archbishop Smith is set forSaturday, July 6 th , 2013. This is a great opportunity for all those travelling to come together withfamily and friends to be blessed and to meet each other. This is always a great time!!!It should be noted that all these events should be open to and promoted to all young adults –not just those going to RIO!!!6. Fundraising:Several ideas, events and models were briefly discussed. Groups are always asked to considercommunity building opportunities when fundraising. Sharing of ideas and events could happenthrough the Facebook and Archdiocesan WYD webpage. See below.7. Website/Facebook /Twitter:

The Archdiocesan World Youth day page is an Archdiocesan resource site for leaders to getupdates, links, guidelines, liability forms and event information. It is also an opportunity forgroups to promote their own events and fundraisers. Please send us the information and we willpost it.The Archdiocesan WYD Facebook site is also a tool for leaders and groups to use. Leaders canask to be given admin privileges in order to help create events or post links directly. It is hopedthat this will increase networking and the sharing of ideas between groups as well.A twitter account has been set up and will be linked to the Facebook page.Twitter: caedmwyd, wyd_enPlease use this!8. WYD @home/OneRock:A majority of young adults will not be attending WYD in Rio. As such, Alberta and NorthernBishops have asked for a stronger focus to be put on the One Rock /WYD @home event thatruns coincidently with the closing of World Youth Day. The Bishops themselves have committedto be at these celebrations and are encouraging all young adults to attend. There is moreinformation coming and available at the website. www.onerock.ca This will be BIG!