Leading a pilgrimage group goes smoothly when you work backwards from your departure date. Twelve weeks out, confirm the trip and your pilgrims; six to eight weeks out, sort documents, payments and group shirts; three weeks out, place your final orders; in the last week, pray, pack and gather everyone's intentions.
At a glance
- 12 weeks: confirm dates, operator and your pilgrim list
- 8 weeks: documents, insurance, payment deadlines
- 6 weeks: start your group shirt order
- 3 weeks: last day to order shirts so they arrive in time
- Final week: intentions, packing, meeting point
12 weeks before departure
- Confirm your dates, itinerary and tour operator in writing.
- Ask your pastor whether a priest will travel with the group, and agree on announcements for the parish bulletin.
- Start a simple pilgrim list: name, email, phone and emergency contact.
- Set the group's payment schedule and deadlines with your operator.
- If cost is a worry for some pilgrims, plan a fundraiser now. See our pilgrimage fundraising ideas.
8 weeks before departure
- Ask every pilgrim to check their passport now. Entry rules depend on nationality, so each person should confirm the requirements for every country on the route, including any connections, on official government websites.
- Share the operator's information on travel insurance and medical needs.
- Collect dietary needs and mobility concerns, especially for the climbs up Apparition Hill and Cross Mountain.
- Send a short packing guide. You can share ours: what to pack and wear for Medjugorje.
6 weeks before departure: start your group shirt order
Matching shirts make your group easy to find at airports and outside St. James Church. Starting now leaves time for questions and late joiners.
- Choose your pieces: a tee, a hoodie for cool evenings, or a full kit.
- Decide who pays: each pilgrim on a shared link, or you for everyone.
- Decide whether to add your parish name and year ($8.99 per piece).
- Send the group order form. We send a preview of your private group page within 2 business days.
- Share the link and the size guide with your pilgrims.
Not sure of the budget? See what matching pilgrimage shirts cost per person. Groups of 20 or more get 20% off.
4 weeks before departure
- Send a reminder to pilgrims who have not ordered their shirt or paid the operator.
- Confirm final numbers with your operator.
- Begin spiritual preparation together: a group Rosary, an evening of Confession before you leave, or a short reflection each week.
Leader tip: set your group's own shirt deadline a few days before the real one, so late orders still arrive before you fly.
3 weeks before departure: order deadline
- This is the last day to order shirts and hoodies. Production and shipping take about 2 weeks.
- Close the shirt link and confirm every pilgrim has ordered.
- Share the final itinerary, flight times and the meeting point at the airport.
The final week
- Collect prayer intentions from the parish and from families who cannot travel.
- Send a last checklist: passport, medications, adapter, rosary, a warm layer and walking shoes.
- Ask everyone to wear their group shirt on travel day so you can find each other at the gate.
- Make a contact sheet with every pilgrim's phone number and share it with your co-leader.
After you return
- Share photos and stories with the parish.
- Thank everyone who gave or prayed for the trip.
- Write down what worked for next year's group.
Start your group's shirts
One private link for your whole group, every size, delivered before you fly. Groups of 20 or more get 20% off. Start your group order.
Questions? Write to hello@go2mary.com. Hablamos español.
Always follow your tour operator's own timeline and requirements, as programs differ.