LCMS NATIONAL YOUTH GATHERING 2013

Saturday, June 29-Friday, July 5, San Antonio

Theme: LiveLove(d)

First Informational Meeting:

Total Estimated Cost Per Participant: $1,340

Estimated Cost Breakdown:

Registration$295

Hotel$290

Food$210

Travel$400

District Event$35

Sightseeing$100

Offering $10

Hotel:

Our hotel is chosen for us based on the region that we want to stay in. We will know which hotel we have in early Spring 2013. The estimated cost is based on an average 6-night stay with 3 people in each room.

Food:

This cost is based on $30 a day. We will try to get a hotel that offers a free continental breakfast. If we don’t, we will bring breakfast food with us to keep in our hotel rooms. It is possible that 1-2 meals will be provided outside this cost. Food money will be given to each participant in cash for each day. Participants are welcome to bring extra money for meal expenses.

Travel:

We will be flying to San Antonio, and the cost will vary depending on when we order tickets, which airline we choose, and if we can receive a group rate. Estimated cost is based on current airfare advertised at this time at the cheapest rate.

District Event:

This is an event that the Pacific Southwest District sponsors.

Requirements for Attending:

  1. Must be at least a 9th grade student in the 2013-2014 school year.
  2. Must turn in non-refundable $100 deposit, registration, and Covenant of Intent by Oct 7, 2012
  3. Must pay entire cost of gathering through fund-raising, donations, and/or out-of-pocket expenses.
  4. Must attend 7 of 9 NYG Bible study meetings (the last meeting in June is mandatory), and all fund-raisers.
  5. Must participate in a commissioning on the Sunday, June 23rd.

Registration Process:

  1. A non-refundable deposit of $100 is due Oct 7th, 2012.
  2. A copy of the “Youth Participant Worksheet” must be completed and turned in on Oct 7th, 2012.
  3. “NYG Covenant of Intent” signed by both parents and youth due Oct 7th, 2012.

**No registrations can be accepted after the deadline. Anyone interested after the deadline can be placed on a substitution list in case a registered participant cancels their registration.

Paying for the Gathering:

Participants can pay for their gathering in several ways:

  • Fund-raisers: See below for fund-raising guidelines.
  • Congregational donations/support: The congregation will provide financial support for each participant. The amount will depend on how many participants attend the gathering. These funds will be distributed equally among all NYG participants.
  • Personal donations: Congregation members may make personal donations toward our NYG trip. These funds will also be distributed equally among our participants unless designated to a specific person.
  • Out-of-pocket payments: Any remainder of the cost that is not made by the above methods must be paid by the participant.

To help families with the cost of the registration, we are providing an Expense Timeline for monthly payments into each participant’s account. This provides a monthly financial goal from the deadline for the deposit to the time of the trip:

September$100 deposit($100)

October$140($240)

November$140($380)

December$140($520)

January$140($660)

February$140($800)

March$140($940)

April$140($1,080)

May$140($1,220)

June$120($1,340)

This timeline is a guidelinefor families. Although maintaining the monthly amounts are not required, it is highly encouraged to help you keep up with the Gathering expense.

Be sure to consider that the above timeline may be adjusted somewhat once we have determined a fixed cost for hotel, transportation, etc.

CANCELLATIONS

  • If anyone cancels for any reason other than a family emergency or other extenuating circumstances, they will be required to pay the full amount up to the month they cancel. (For example, if one cancels their registration in January, they will be required to pay their account up to $660). It is highly encouraged that participants and their families strongly consider their schedules and commitment levels before registering.
  • All funds made to a person’s account, including those paid out of pocket, will be retained, regardless of the amount required for that month.

Fund-raising:

  • NYG participants will plan 3 fund-raising events between now and the gathering to assist families with the cost of the gathering. Participants will earn an hourly pay determined by the total amount of time worked by participants at the event and the total amount that was made at the event.
  • All participants are required to participate in these 3 fund-raising events, even if their total cost has been paid for.
  • 10% of the total earnings of any fund-raising event will automatically go toward the volunteer adults’ registration.
  • Participants are allowed to bring an additional person to work the event with them and earn an additional hourly pay. This is for the purpose of ensuring we have enough people to work a fund-raising event. In the event that they can’t attend the event, participants can provide a substitute to take their place. These positions may be a parent, family member, or fellow youth who is high school age or older.

All fund-raising events must fall within FCLC Youth Ministries policy:

  1. Only one of the three fund-raising events can target solely the congregation.
  2. All fund raising events must cease at least 2 weeks before the final deadline for payment.
  3. We will not sell items individually as a fund-raising project (i.e. door-to-door sales of Christmas wreaths, candy bars, etc.)
  4. No two fund-raising projects are to occur at the same time.
  5. Each fund-raiser must have a definite start-date and end-date.

**Any funding that is made over and above the total cost of the trip will not overflow back to the participant for another youth trip or program.

IMPORTANT DATES AND DEADLINES:

  • NYG Bible studies and meetings will happen every first Sunday of the month beginning in October, 6:00-7:30pm. (Excluding December)
  • Sun, Oct 7, 2012Due date for $100 non-refundable deposit and

registrations, first Bible study

  • Early Spring 2013 Hotel Confirmation
  • Sun, Feb 3, 2013Check In meeting with Parent/Participants
  • Sun, June 23, 2013Final meeting with parents
  • Sunday, June 9, 2013Final amount due

Why is the NYG planned over the Fourth of July holiday? This is the answer given from the NYG website:

Q: Why are the Gathering dates over the Fourth of July?

A: When considering a host city for the 2013 Gathering, San Antonio, Texas, was the obvious choice in regards to facilities, hotels and general city accommodations. Also, considered in the selection process was that through mid-June and mid-July, San Antonio’s only available dates for the Gatheringare July 1-5, 2013.

San Antonio city officials provided much needed guidance regarding the city’s' celebration of the Fourth. Through much prayer, discussion and consideration, Gathering plannersselected San Antonio and the available dates asthe best option for the Gathering. Gathering planners consider the Fourth as an important family holiday,and in 2013 it will be an opportunity to celebrate freedom found in Christ with many other Lutheran Christians. Also, Gathering plannersadjusted the youth to adultratio to allow more adults/parents to attend the event.As you begin to make your plans for summer 2013 whether it's church events, family vacations, family reunions, camps, service projects, etc., please make sure you start with putting July 1-5 on your calendar for attending the National Youth Gathering. We hope to see you there!