Importance: 10%
The
notes from youth gathering planners
Fundraising
Budget factors to consider
- registration, hotel, food, team building activities and travel
- How are costs for adult leaders covered? How to distribute funds
- To everyone equally
- Need based
- According to participation (watch out for tax implications!). If people are getting âpaidâ for an event then it can considered employment by the IRS. Itâs not nonprofit then so be careful!
- Also you canât directly sponsor a kid because it wonât count as a tax write off. It has to be more general (x cost is what is needed to sponsor a student). If a sponsor directly pays for one person it is a payment not a donation. Fundraising best to practices
- how can you reach beyond your congregation?
- Marketing. What should be done inside or outside the congregation. Small fundraiser 4 weeks ahead get out info. Big fundraiser 8-10 weeks get info out.
- Are there requirements for participation?
- Make sure the expectations for participation in fundraising is clear from the get go.
Meals are popular way
Auctions, garage sales, bake sales, donation gifts for different levels of giving
Selling things fundraiser
Small business fair sponsored by the church
Envelop fundraiser good last option
A t shirt sale not just for the kids but also for the whole congregation. Also have a send off service where the whole congregation can wear their shirts
Travel
Decide about whether you want to DIY or use a travel agent
- more control, and could save some money, but you are it for figuring out hiccups
- Travel agent can figure stuff out and get things rebooked if stuff goes wrong but a little more price How could you coop travel with nearby churches? Need to make sure you have a good plan and working relationships
Air travel
- utilize group travel if your group is larger than 10-15. Needs set up with TSA but can be worth it
- Confirm TSA requirements and stuff kids need
- Make sure to have lots of extra time
- Plan and budget for ground transportation after flights
Rail
- book early use group sales
- Make sure you know how baggage works. Can check two bags for free
- Slower but could be used for team building and together time before and after gathering
- Also plan for late or missed trains
Road
- personal vehicles
- Double check insurance and driver requirements
- Make sure you have enough drivers
- Plan the route and where to stop before hand
- Plan car groupings and if there is a strategic break up or not
- Rental vehicles
- Make sure insurance will cover it from church
- Also make sure that you check in with vendor and donât get canceled or not have availability
- If they overbooked they are responsible for getting you in vehicles
- Charter bus
- Budget to tip appropriately
- Book early
- Provide accommodations for bus driver. Does not have to be at the same hotel but can be out where it is easier to park the bus.
- Plan route and stops and communicate that with the vendor before you book
- Reserve and budget for parking
- Some hotels will have paid parking some wonât
- Sometimes itâs cheaper to find non hotel parking
Risk Management
Offer students a primer on city sense
- donât go alone
- Donât walking with your face in your phone
- Stay alert and aware
- think about where your wallet and phone are and kept etc Background checks for adults
Donât put contact info on backpack because then not nice people can get in touch with them easily
Hydrate donât dydrate
More risk management risk management doc on gathering site
Logistics
Navigating The Gathering
- registration - leave adult with group and send others to registration and orientation
- donât have an orange group shirt so yav a are easy to identify
- morning Bible study, breakouts and interactive floor, mass events
Feeding Your Group
lots of good food
Premake reservations
Consider family groups eating together to make group size manageable
Instacart and DoorDash an option for getting premade food
Consider finding a grocery store to get snacks or other items