WYD Krakow 2016 Guidelines for pilgrim registration

Transcription

1 WYD Krakow 2016 Guidelines for pilgrim registration Welcome to the registration system for WYD 2016 in Krakow! Before beginning the registration process, we ask you to read these simple instructions very carefully. Some basics Registration will be done by groups of pilgrims. Each group will be coordinated and represented by a leader and a second leader. Both of these must be over 18 years of age. Only bishops and volunteers need to register individually, and this is done separately (these special sections can be accessed from the homepage). The suggested age range for WYD participation is from 14 to 30 years of age 1. Each minor must be entrusted to the care of an adult person who is deemed to be sufficiently mature and responsible, with the prior written consent of the minor s parents or legal guardian (a person with responsibility for minors may have no more than 10 underage participants under his/her care). The consent form to be completed by parents or legal guardians can be downloaded in the second phase of registration (the person in charge of minors must have the consent forms with him/her at all the main WYD events). The procedure for the registration of pilgrim groups has two phases: Phase 1 and Phase 2. Phase 1: In the first phase of registration it will be possible to give an estimated number of group members ranging from 1 to 5,000 (this is 1 Bishops conferences and movements, associations or communities can set a different age range for young people participating in WYD within their organization.

2 called a macrogroup ). The group leader must fill in all four parts of the blue Pilgrim Registration form that can be accessed from the homepage register.wyd.va. Groups can register well in advance because the first phase only asks for some general data. These are: where the group is coming from, the leader s name and contact details, the estimated number of participants, language, etc. No contributions of any kind are requested in phase 1. All organisations including bishops conferences, movements, associations, communities, dioceses and parishes will use this first phase to state their intention of participating in WYD. They can give a rough indication of the total number of pilgrims coming with them so that the Krakow Local Organising Committee (COL) can prepare adequate facilities for hospitality and events. Registration is not only for large organised groups. It is also for small groups of people who decide to take part together or for individuals coming without a group. All use the same registration form. Nonetheless, it is better if individuals and very small groups can join national, diocesan, parish or other established groups. It is also possible to register international groups made up of pilgrims from different countries who wish to attend WYD together. At the end of this first phase of registration, the group leader (or second leader) will be issued with an account with which to access a reserved area. Here they will be able to complete or change some of the data already entered. They can begin the second phase of registration once their application has been validated by the COL. Validation of phase 1 registrations by the COL will take no more than 3 days. Important: Since the group account and subsequent communication will be sent via , it is essential that leaders be very careful when entering their address (not certified ). They should also check their frequently and make sure that messages received

3 have not been stored in the spam folder. Phase 2: When leaders access the reserved area, if the group they registered in the first phase does not exceed 150 participants in number, they may decide to continue to the second phase of registration as a single group. Then they can confirm or modify the data that has already been entered and add further details. If there are more than 150 in the group, the leader will have to subdivide the pilgrims into several subgroups. Each subgroup can have no more than 150 members and must have a leader and a second leader. In order to carry out this operation, the name, surname and address of the leader and second leader of each subgroup are needed (only one subgroup can have the same leader and second leader as the phase 1 macrogroup). The activation of subgroups can be done in stages as the required data becomes available. Each subgroup will be assigned an account to access their reserved area. The registration code number they will receive will then have to be used as a reference in all communications with the COL in Krakow and with the Pontifical Council for the Laity (PCL), and also in remittance information for bank transfers and payments. The green forms for phase 2 of registration are to be completed with further information either by the subgroup leader or by the macrogroup leader, each via their reserved area. The leader must also choose the pilgrim package ( that best answers to the needs of the subgroup (with or without accommodation, with or without meals, etc.). The leader must arrange for payment of contributions by bank transfer or credit card, according to instructions that will be provided during the procedure. A contribution of 10 euro per person to the Solidarity Fund will also be requested. This is to help young people from more

4 disadvantaged countries to participate in World Youth Day. It is also possible to register as an international group in this second phase. Each subgroup will enter one date of arrival and departure for its members and all in the group will choose the same pilgrim package. The COL in Krakow will try to assign a subgroup to one catechesis venue and, when accommodation is requested, to the same building or neighbourhood. In order to facilitate the organisation and hospitality at WYD, some specific data will be requested regarding priests, pilgrims with a disability and pilgrims who need a visa to enter Poland. For group members under the age of 18, group leaders will have to download a Parental Consent Form for each of them to be signed by their parents or legal guardians. After completing the registration process and payment of contributions for the packages, the leader (or second leader) will print a voucher which must be presented upon arrival in Krakow at the checkin point indicated on the voucher. They will then receive the pilgrim kits to be distributed to members of their group, along with the documentation and anything else needed for participation in WYD. N.B. The total number of participants estimated by the macrogroup leader in phase 1 of the registration process should be as accurate as possible, but it is only a guide. Therefore, when you come to phase 2 and it is seen that there is a lower number of pilgrims than previously estimated, it is possible to activate a lower number of subgroups and/or enter a lower number of pilgrims in each subgroup. When a subgroup has completed payment of contributions for pilgrim packages, registration is considered to be concluded. However, changes can be made by following a procedure to reopen registration. EXAMPLES:

5 A. Large groups (more than 150 people) Example 1: The representative of diocese X fills in the phase 1 form (blue) to show that about 4,000 young people from the diocese intend to come to WYD. They will be organised by their parishes. At this point, the diocesan leader only needs to collect a few details about these groups (the name, surname and address of the leader and second leader). The diocesan leader can then, through a reserved area, activate an account for each subgroup through which they can proceed with phase 2 (green form). They must respect the limit of 150 pilgrims. Example 2: A bishops conference estimates that 20,000 young people from their country will take part. They assign 4 leaders to register 4 macrogroups of 5,000 pilgrims each. It would be a good idea to give names to the groups that will easily connect them, for example, CEF 01, CEF 02, CEF 03 and CEF 04). Each macrogroup will then subdivide into subgroups belonging to different dioceses. The leader of each macrogroup will then proceed as in example 1: collect a few details about these groups (the name, surname and address of the leader and second leader) and activate an account for each subgroup through which they can proceed with phase 2 (green form). They must respect the limit of 150 pilgrims. If several groups come from the same diocese, they should use names that will easily connect them, for example, Dublin Diocese 01, Dublin Diocese 02, etc.). Example 3: The leader of an international movement, association or community could open a macrogroup of, say, 1,500 pilgrims from different countries. International can be selected in the country field of the registration form. This person then locates a leader and second leader for each subgroup and activates an account for them so that they can proceed to phase 2 of the registration process (green form). They must respect the limit of 150 pilgrims in each group. Subgroups can also be either national or international. They should use names for

6 the group that will easily identify them with the movement or association, for example, FIAC 01, FIAC 02, etc. N.B. For catechesis participation, each international group will have to select a language used by most of the group members. Likewise, as only one date of arrival and departure can be selected by each subgroup, they will have to select the dates that apply to the majority of participants. (In any case, it would be advisable for subgroup members to be as homogenous as possible in their travel arrangements). Of course, international movements, associations and communities may also choose to register their groups as part of their national, diocesan or parish organisation. B. Small groups (less than 150 people) The leader registers the group in phase 1. If the members of the group choose the same pilgrim package and have the same date of arrival and departure, the leader can proceed to phase 2 registration as a single group. Otherwise, the macrogroup will have to subdivide into smaller subgroups according to their date of arrival and departure and choice of pilgrim package, and then proceed as above.