How do I secure spots for my youth?
Parish(es)/Schools register as a group. The main contact completes the online initial group registration form which should be based on actual commitments of youth and adults, or on a realistic projection and sends $125/participant deposit to the Archdiocese of Milwaukee.
What is the cost to attend NCYC?
The Archdiocese of Milwaukee charges parishes $565 per person attending. The rate is based on 4 to a room for youth and 2 to a room for adults with a diocese adult ratio of 6 youth to 1 adult. The cost includes, conference fees, round-trip bus transportation to and from Milwaukee, hotel accommodations, transportation to and from the convention center, daily continental breakfast, snacks on the bus, dinner Thursday night, and trading item. (Note: participants will be responsible for purchasing their own lunch and supper on Friday and Saturday during the conference.)
Groups may charge their own participants an amount different from the archdiocesan fee. For example, a parish might set a lower fee and then make up the balance through fundraising or parish support; or a group may set a higher fee for youth in order to offset the cost of sending a chaperone. The parish/school/organization may subsidize NCYC participants by covering part of the cost. The group may engage in fundraising, according to the parish/school/organization guidelines.
Charges may be charged for changes to registrations.
What are group leaders responsible for?
The Archdiocese of Milwaukee delegation consists of groups, each of which is organized by a parish, Catholic high school, or Catholic organization. Each group has a group leader (e.g., youth minister, campus minister or coordinator) responsible for promotion, communication, registration and supervision of their participants.
The group leader promotes NCYC, set/collects fees and forms, registers participants with the archdiocese and NCYC, pays the group fee, communicates with the archdiocesan coordinator, recruits adult chaperones, prepares youth for the pilgrimage, and leads the group during NCYC.
Groups may provide for other meals or additional trading items for their own participants based on their own plans and budgets.
Each parish/school/organization is responsible for paying the Archdiocese the total fee for the number of participants in the group.
Each parish/school/organization will determine its own participant fees, payment schedule, deadlines, fundraising opportunities and refund policy, and will communicate these to families and individuals.
Will there be a meeting for group leaders?
Yes, a group leader meeting will be held on August 12, 2019 at 10am at the Mary Mother of the Church Pastoral Center. All group leaders are encourgaed to attend.
There are also monthly webinars to help group leaders prepare for this pilgrimage. We strongly encourage Group Leaders to view and/or participate in the monthly webinars which can be found on the Group Leader Resource Page.
Do we need chaperones?
Groups must provide a proportionate number of adult chaperones (approximately 1 adult per 6 youth). The Archdiocese charges the parish/school/organization the same fee for adults as for youth participants.
Group leaders’s should be selective of additional adult chaperones. All chaperones must be 21 years of age or older. Both male and female chaperones should accompany groups bringing male and female participants. The Archdiocese of Milwaukee requires background checks and Safe Guarding our youth training for all adults. Chaperones should have the following qualities:
- Ability to model appropriate behavior
- Willingness to follow archdiocesan and NCYC rules
- Ability to fairly and consistently administer the rules among all teens
- Recognition that chaperones are to make it a safe and positive experience for all teens regardless of parish affiliation
- Flexibility, maturity, and spirit of cooperation
- A desire to have fun, hang out with teens, being flexible and have a sense of adventure
Who Should NOT be a chaperone?
The following characteristics generally do NOT make for ideal chaperones:
- Adults without excellent decision-making skills
- Adults who don’t like teenagers
- Adults who require high amounts of structure and are not flexible
- Adults who are not willing or able to follow rules
Will there be a Diocesan Gathering for chaperones?
All adults who are participating in the NCYC will gather for an informational meeting. This meeting will
include conversations about group expectations for behavior, planning for free time options, discussions
about the roles and responsibilities for chaperones, etc. We are offering two different meetings
dates/locations. The meetings will take place at 7pm September 26, 2019 at Our Lady of Lourdes in Milwaukee and October 1, 2019 at Good Shepherd Parish in Menomonee Falls.
When are group fees due?
The group fee, payable to the archdiocese, is paid in two (or more) installments.
The initial deposit, due by April 26th, serves to reserve participant spaces for the group. The deposit is non-refundable. The number should be based on actual commitments of youth and adults, or on a realistic projection. Commitments for transportation, hotel rooms and other purchases are made based on the projected numbers and deposits received.
The balance of the group fee is due October 1, 2019.
After we send in our initial registration numbers, can I make changes?
If a group reduces their number of participants following the deposit deadline, but before the registration deadline, the group does not receive a refund of deposits (nor a credit toward balance owed). But the group is not responsible for the balance of cancelled registrations or reserved spots.
There may be additional participant spots available after the deposit deadline. If there is space available and a group adds participants, the per-person fee remains in effect until the registration deadline.
Changes after the registration deadline (cancellations, substitutions or additions) will handled case by case. Every effort is made to treat participants, families, parishes, schools and organizations fairly and equitably.
What does Non-refundable mean?
Non-refundable means that the deposit amount will not be refunded if you have fewer participants than specified on your registration form. The deposit is used to make necessary pre-payments for lodging, transportation and conference fees.
What does non-transferable mean?
Non-transferable means that you may not apply the deposit amount toward your conference fee balance due if your registration total changes.
What are the Key Dates we should know?
- April 26 – Initial registration and deposit due
- August 12 - Group leader meeting at the Mary Mother of the Church Pastoral Center (10:00am-1:00pm)
- September 15 – Registration info and Consent forms due
- September 22 – Rooming lists/SEE Verification due
- September 26 - Adult Leader Meeting - Our Lady of Lourdes (7pm)
- October 1 – Final Payment due
- October 1 – Adult Leader Meeting - Good Shepherd (7pm)
- October 27 – ALL participant day of reflection (tentatively 12:00-4:00pm) at Mary Mother of the Church Pastoral Center
- November 21-24 - National Catholic Youth Conference
Where can I find promotional information?
Who do I contact if I have questions?