Liaison Training
If you are having any trouble with this webinar, please let us know
either through the question box on the right side of your screen
or email Michelle at msesny@adw.org.
This PowerPoint will be posted online for further use and reference
Opening Prayer
Our Lady of Guadalupe, we turn to you who
are the protectress of unborn children and ask
that you intercede for us, so that we may more
firmly resolve to join you in protecting all human
life. Let our prayers be united to your perpetual
motherly intercession on behalf of those whose
lives are threatened, be they in the womb of
their mother, on the bed of infirmity, or in the
latter years of their life. May our prayers also
be coupled with peaceful action which
witnesses to the goodness and dignity of all
human life, so that our firmness of purpose may
give courage to those who are fearful and bring
light to those who are blinded by sin.
Encourage those who will be involved in the
Youth Rally & Mass for Life and the national
March for Life; help them to walk closely with
God and be strengthened by His Spirit. O
Virgin Mother of God, present our petitions to
your Son and ask Him to bless us with
abundant life. Amen.
Today’s Webinar
1.
History and goals of event
a.
b.
2.
3.
Role of Diocesan Coordinators and Youth Ministers
Overview of ticketing plan
a.
4.
Who we are, where we have been and where we are going
together
Helping your kids attend, prepare for and grow from the Youth
Rally and Mass for Life
Helping as many kids as possible attend and grow from the
experience
Key decisions that need to be made by diocesan
liaisons.
a.
Good early decisions lead to better ministry outcomes.
Youth Rally and Mass for Life
Inspiring, evangelizing and catechizing 28,000
teens on the morning of the National March!
The Youth Rally &
Mass for Life –
Then and Now
History of Youth Rally & Mass for Life
1.
2.
3.
4.
The event began in 1990 at one location (Constitution
Hall) starting with 1000 attendees eventually growing
to 4000. It was initially an effort to encourage the
parishioners from DC to participate in the annual
National March for Life.
In 1995, inspired by the World Youth Day activities in
Denver, CO, the Rally and Mass was promoted as an
event for the youth of the Archdiocese of Washington
When the event moved to the Verizon Center, the
largest single enclosed arena space in DC, we began
inviting youth from around the nation. This coming
year will be our thirteenth year at this location.
For the last four years, we have hosted simultaneous
events to address growing capacity needs.
2015 Youth Rally & Mass for Life
1.
Two amazing venues again this year – Verizon Center
and DC Armory!
a.
b.
c.
2.
3.
4.
Maximum capacity of the Verizon Center = approximately
18,000 seats
Maximum capacity of the DC Armory = 10,000 seats
Verizon Center + DC Armory = 28,000 max
Each year, over 35,000 young people seek tickets for
the Youth Rally ... and the numbers continue to grow!
Due to the popularity of the event it is not possible for
every teen to get in. We continue to look for ways to
expand (i.e. Comcast) but there are a limited number
of venues within a reasonable distance.
To maximize the number of teens who can attend we
ask that tickets be limited to teens and chaperones.
Evangelization & Catechetical Goals
1.
2.
3.
4.
5.
6.
Provide an opportunity for the youth to see and
experience the breadth and depth of the Catholic
community in our nation and in particular the other youth
standing for life from across the nation
Catechize youth on the sanctity of human life
Foster a greater appreciation for the teachings of our
Church especially in the area of the life issues
Encourage our youth in their witness as disciples of
Christ in the world and the importance of transforming
our society through faith-informed action
Teach the youth the power of prayer and the importance
of the Mass in our lives as Catholics
Foster vocations to the priesthood and consecrated life
Role of Archdiocese
of Washington
Staff, Local
Diocesan
Coordinators and
Youth Ministers.
Archdiocese of Washington Staff
• Plan and host a joyful, youthful witness to
the dignity of life!
• Provide training and support to over 100
diocesan liaisons.
• Allocate tickets to each diocese.
• Supply Child Protection Forms and Use of
Image Waivers.
• Answer additional questions regarding the
event
Role of Diocesan Coordinator
1.
2.
3.
Inspire, motivate and communicate with the youth ministers and
adult leaders from your diocese
Communicate with the Archdiocese of Washington Department of
Life Issues
Make key decisions
a. Centralized trip or Decentralized Trip
b. Waiting List Procedure
4.
5.
6.
7.
Determine the number of tickets needed, submit request and plan
for waiting list needs. Upon receipt of allocated tickets, carefully
distribute all tickets to ensure as many youth as possible can
participate.
Ensure compliance with child protection policies and Use of
Image Waivers
Provide regular updates to your Bishop
Read through all materials as you receive them and ensure
that ALL important details are communicated to your trip
leaders in a timely manner.
** We’re always here as a resource – Call anytime! **
Role of Youth Leader
1. Inspire, motivate and lead the teens
2. Communicate with the diocesan liaison and
submit ticket requests within the appointed
deadlines
3. Organize the trip on the parish level to ensure
a safe trip and compliance with child protection
policies
4. Carefully handle tickets and bring them the day
of the event.
5. Provide regular updates to pastor
6. Prepare youth for a fruitful and powerful trip –
throughout the time leading up to the trip.
Ticketing
Process
Overview
Overview of Main Steps
1.
2.
3.
Determine Trip – Centralized or Decentralized.
Decide on a registration plan, prepare materials and
set deadlines.
Contact youth leaders in your parishes and schools.
a.
4.
5.
6.
Keep in mind unique groups in your diocese that may also
want tickets; such as, Eastern Rite Catholic groups, religious
communities who minister to youth, Catholic fraternal
organizations, etc.
Determine how many tickets your diocese will request.
Plan for distribution/waiting list.
Distribute tickets/ensure all allotted tickets are used.
Determine
Trip
Trips – Two Types
1.
Centralized trip
a.
b.
2.
(Arch)diocese plans the trip, rents buses, secures lodging and
coordinates the agenda, meals, etc.
Please remember: Even with a centralized trip, you are
responsible for requesting tickets for those groups in your
diocese that are not traveling with your group. Groups who
call us for information will be directed to the appropriate
diocesan liaison.
Decentralized trip
a.
b.
Individual parishes and schools organize their own trip (travel,
lodging, etc)
Diocesan liaison simply requests tickets and send information
to parish/school groups and fields questions.
There is no preferred way – do whatever serves your diocese best.
Centralized, diocesan-organized trip?
• Your diocese will likely have an idea of how
many tickets you need based on the number of
buses you have hired and/or previous
registration.
• Contact all schools and parishes to inform them
of the process. In the event that they choose not
to be part of the centralized trip they will still
need to request tickets from you.
• Requests for tickets can occur simultaneously
with registration for the entire trip.
• Keep in mind that we cannot guarantee that you
will receive the number of tickets that you
request.
Decentralized Trip
• If your diocese is not organizing a trip, then your
first step will be to determine how many tickets
you will need to request.
– How many students have your parishes and schools
taken in previous years?
– How many do they estimate they will bring this year?
– Begin this discussion with your parishes and
schools now!
– Although you are not planning their trip, there is still a
great deal of communication that will need to take
place between you and the group leaders.
Decide on
registration
plan, prepare
materials and
set deadlines
Decide on Registration process
1.
On-going registration/First Come, First Served - Groups are
signed up as they contact your office
a.
2.
This means those who receive information later have a lesser chance of
receiving tickets – unless you decided that allocation will occur on a
percentage or rotating basis
Set registration – All groups are given the information with a
specific day and time when registration will begin
a.
b.
Each group has an equal opportunity to register – this is especially helpful if
tickets will be given out on a first-come, first-served basis.
There are many easy to use programs available to help with this process:
i.
ii.
iii.
3.
Eventbrite – www.eventbrite.com
Zoomerang – www.zoomerang.com
Other websites you may use for newsletters, etc. (icontact, Constant Contact)
Develop “waiting list policy” – Groups who don’t receive
tickets will still have the opportunity in the case that others have
unexpected cancellations.
a. This also ensures that you do not have unused tickets and as many youth as
possible are able to enjoy the Youth Rally and Mass!
Set Deadlines
• Ticket requests are due to the
Archdiocese of Washington no later than
Friday, October 10th. Requests can be
submitted beginning on October 6th.
• Set a deadline for your groups (in advance
of October 6) that will give you enough
time to determine the number of tickets
you will need to request.
Prepare materials
• Sample letters can be found online – Please be
sure that you personalize your letter! Insert
your name, diocese, etc.
• Ensure that the letter includes:
– Deadline for registration
– Registration details (first-come, first-served, rotating
prioritization, percentage based, etc)
– Links/tools to register
– Remind them that registration with you does not
guarantee tickets
– Information about a waiting list in the case that you do
not receive all of the tickets that you request
– Inform them that the location of your groups tickets
(Verizon, DC Armory) will be confirmed in early
November
Forms
Accommodations within ADW
Parishes and Child Protection Update
If you stay in a parish in the Archdiocese of Washington
1. Every adult traveling with your group must be in
compliance with your own diocesan child protection
program
2. A notarized form signed by your diocesan child
protection officer is required verifying compliance
with your own diocesan policies for every adult
seeking accommodations.
3. Youth leaders who do not have the notarized form
indicating the adults with the group are in
compliance with their own child protection policies
will be denied entry into the parish for overnight
lodging. There will be no exceptions.
Use of Image Waiver
• Acceptance of a ticket for the Youth Rally and Mass for
Life grants the Archdiocese of Washington permission to
use any image and likeness in any television broadcast,
photograph, video, internet site, audio-recording, and in
any and all of its publications, including website entries
(collectively “promotional materials”) without payment or
any other consideration.
• Please require and collect a signed “Use of Image
Waiver” from each participant, or, if the participant is a
minor, from each minor participant’s parent/guardian,
with the language included on the enclosed form.
• Each group leader must return to ADW one form stating
that you are in possession of a sheet for each individual
in the group after each ticket holder has returned his/her
waiver to you.
• Do not send a form for each individual
• Forms for you and your group can be found online.
Metro Tickets
• Groups with tickets to the DC Armory will need
to purchase Metro tickets in advance.
• Metro ticket purchase forms will be sent with
your tickets to the DC Armory.
• Please be sure that your groups order tickets for
the metro ahead of time, this greatly cuts down
on lines and waiting time the day of the event.
• More information can be found at:
www.wmata.com
Contact Youth
Leaders
Send Information
• Be sure to send the information about
requesting tickets to all youth leaders in
your diocese especially those not traveling
with your centralized trip.
• You will be contacted in early November
with a confirmation of the actual number of
tickets your diocese has been allotted and
which venue your group will be attending.
Supporting and Informing
Youth Leaders
1. Simply mailing or emailing the materials may
not be the most effective way to communicate
– you know your people and your diocese, use
what works!
2. Consider inviting Youth Leaders to an inperson meeting or hosting your own webinar
a. Pray together for the end of abortion and for the
success of the event
b. Review how the trip will occur and the opportunity to
inspire and motivate teens
c. Thank them for their hard work!
After Ticket Allotment
•
•
•
•
Please be sure to carefully read all communications sent after ticket
allocation – it is likely to contain important details regarding travel, entrance
to the buildings, etc and may be time sensitive.
You are an important part of this process and your dedication to timely and
effective communication with the Youth Leaders helps us tremendously!
Please review all of the materials sent to you and then communicate the
information to your youth leaders in the most effective manner possible.
If you have a question from a youth leader and are not sure how to respond
– please contact us personally and then respond to them with the answer.
Do NOT have them contact us – there are only two of us in the office and as
much as we would like to help we cannot field questions from every youth
minister across the nation. It is likely that others in your group may have
similar questions.
Please do not simply forward information sent from us to group leaders –
make sure that you personalize it with the information relevant to your
Diocese and understand all of the information and relevant deadlines for
groups traveling to the March.
As you are communicating with youth leaders…keep in mind!
Media Outreach & Credentials
• Our Communications office is always looking for
good stories regarding groups traveling to the
Youth Rally and national March. Please submit
stories to: communications@adw.org or 301853-4516.
• If your diocesan newspaper or other local media
outlets would like to participate in the Youth
Rally, they must contact the Communications
office prior to January 18 for information on
credentialing.
Stay Connected
1. Information at
www.youthrallyandmassforlife.org
2. Post your ideas on Facebook!
3. Encourage youth to make videos and
use social media to evangelize their
peers!
4. Twitter: #mass4life. Help us make the
Gospel of Life go viral!!
Determine the
number of
tickets you
will request
Decision Chart
How many tickets do you need?
Centralized trip?
Centralized trip?
Yes
No
Contact parishes and schools and ask them to
submit the number of tickets they will require.
Based on requests and/or
bus seat availability,
determine how many tickets
you will request.
Determine how many tickets
you will need based upon
number requested.
Submit ticket request to the Department of
Life Issues no later than October 10th
Ticket Request
1. Do not overestimate the number of tickets that
you need! Tickets not used by your group will
prevent other young people from attending!
2. Tickets to particular venues will be given out
on a rotating basis (Verizon then Armory, etc)
3. We can not guarantee that you will receive the
number of tickets that you request.
4. Upon determining the number of tickets you
will request, submit that number to the
Archdiocese of Washington.
•
•
http://diocesanrequest15.eventbrite.com
A password will be emailed to Diocesan Liaisons
Remember!
• This step is a REQUEST for tickets NOT an actual order.
• Requests received after October 10th will not receive an
allotment but may be placed on a waiting list
• Your allotment will be determined using the number that
you request this year and previous history of your groups
attendance.
• You will be contacted in early November with the actual
number of tickets your group will receive. Your numbers
may very well be cut.
• Ticket requests will not be considered in the order
received, therefore please take your time and ensure
that you have the most accurate count possible.
FAQ’s
• Do we need to include priests or deacons
in our ticket numbers?
• What about sisters or other religious?
• Seminarians?
• Can you assist us in finding lodging?
Distribution
Plan
How will you distribute the tickets?
Received all requested tickets?
Received all requested tickets?
Yes
No
Upon receipt of tickets,
distribute to parishes and
schools or hand out tickets on
the bus.
Distribute tickets to groups in the
manner you previously determined (first
come, etc). *You may want to ask the
youth leaders to give you another count
in case their numbers have decreased.
Distribute tickets to those on your waiting list in
the event of cancellations. Please help us to
ensure that all tickets are used!
If you have unused tickets that you are unable to distribute, please return
them to the Archdiocese of Washington Department of Life Issues.
Distribution
1. You will be contacted with your ticket allotment
in early November
2. Your tickets will arrive in early December
3. When you receive your tickets:
a. Important details will be sent to you with your tickets
b. Please ensure that all group leaders have details on
entering the building and traveling in the city the
morning of the Youth Rally and Mass and National
March. This information will be sent with the tickets.
c. Additional information will be posted at –
www.youthrallyandmassforlife.org
Important Reminders
• We can not guarantee that you will receive the
number of tickets you request.
• Do not overestimate!
• Please give us the number of any special needs
seating that you may need!
• It is your responsibility to make sure that all of
your tickets are distributed.
• Do NOT throw away extra tickets. Please use
your waiting list to distribute them.
• In the event, that there are unused tickets,
please return them to us as soon as possible!
In Review
Important Steps
1. Determine Trip – Centralized or Decentralized.
2. Decide on a registration plan, prepare
materials and set deadlines.
3. Contact youth leaders in your parishes and
schools.*
4. Determine how many tickets your diocese will
request.
5. Plan for distribution/waiting list.
6. Distribute tickets/ensure all allotted tickets are
used.
* Keep in mind unique groups in your diocese that may also want tickets. Such as,
Eastern Rite Catholic groups, religious communities who do youth ministry, etc.
Important Deadlines
1. Ticket requests must be made no later than
October 10th. Set an earlier deadline for your
parishes/schools to give yourself time to
determine your request.
http://diocesanrequest15.eventbrite.com
2. Ticket allotments will be given to your group by
early November
3. Your tickets will be mailed to you by December
Working together
• Thank you for your part in making this the
best Youth Rally yet!
• And thank you for your tireless efforts in
proclaiming the dignity of life!!
• We are here to support you! Please
contact us anytime!
Thank you for your help! We look
forward to working with you.
Christa Lopiccolo
Executive Director
Michelle Sesny
Program Coordinator
Questions?
youthrally@adw.org
301-853-4555 or 301-853-5318
www.youthrallyandmassforlife.org
www.facebook.com/youthrallyandmassforlife