Volunteers

Gathering Ambassadors should plan to arrive in San Antonio on Friday, June 30, 2028, mid-day. We will begin training that evening. The Gathering will conclude on Friday, July 7 at noon. Most Gathering Ambassadors will finish their Gathering roles by 1 pm on the final day of the Gathering.

Job assignments will be shared at least one month prior to the Gathering. Some roles require extra pre-Gathering training and those Ambassadors will be notified earlier than others. Gathering roles are always subject to change, even as late as when you arrive in San Antonio.

A Gathering Ambassador is “on call” all throughout the Gathering. There are many needs that pop up along the way throughout the Gathering. You may be asked to serve in small “extra” ways that are outside of your assigned roles to help ease some pressure points that may occur during the Gathering.

If you would like to arrive early or stay late at your own expense, you must make those arrangements through the Youth Gathering Office. This communication will occur through the Gathering Ambassador Registration process. If you are not able to commit to the full Ambassador time period, Team Flex may be a good volunteer option for you.

Yes, your spouse may register for $750. Please note, Gathering Ambassadors have a very full schedule—duties at your hotel, one or two shifts a day working at various jobs, and other Gathering Ambassador roles throughout the day. With the need for flexibility and the demands of service at the Gathering, it is not possible to plan “vacation-type” activities during your time of service. Your spouse may rarely see you and we cannot arrange a volunteer schedule to accommodate specific personal schedules.

Yes. Registering your spouse for $750 will enable them to receive a wristband and participate in all aspects of the Gathering. This fee is a reduced rate for the cost of the hotel and Gathering registration. We will plan for you to stay in the same room.

Your children are not allowed to accompany you to the Gathering. (We hope children aged 14 or older will register with your congregation to attend the event.) Please understand that the focus of the Gathering is designed for high school youth and is not necessarily child-friendly. We cannot promise a schedule that would allow you to provide your children the proper care and supervision they need. Nursing mothers are also unlikely to be able to arrange availability for a regular feeding schedule. As a Gathering Ambassador, your volunteer role requires an “on call” status, and should a family need arise, your ability to fulfill your responsibilities as a Gathering Ambassador would be impacted.

With payment of your $435 registration fee, the Gathering provides the following items for all Gathering Ambassadors:

1. Gathering registration (includes registration items, the Gathering program, and secondary insurance).

2. Hotel accommodations for seven nights (June 30–July 7) in your assigned Gathering hotel, double occupancy. Unless additional plans have been made, Ambassadors will check out of the hotel on the final day of the Gathering, July 7.

3. A maximum $400 travel transportation credit to cover travel to and from the Gathering. The credit will be handled this way:

   1. If flying, the Youth Gathering Office will purchase your airline ticket. If your transportation costs exceed $400, you will be responsible for contributing to the remainder of the cost. We ask that Gathering Ambassadors do this in an effort to be good stewards of Gathering volunteer and participant registration fees.

   2. If driving, the Gathering reimburses the lowest of the following transportation costs (maximum of $400):

      1. 67 cents (or current LCMS rate) per mile for the round trip (Married couples who drive will be reimbursed mileage for only ONE person, or the maximum amount of $400.)

      2. The cost of the lowest 90-day advance purchase round-trip airfare available during the Gathering (airfare cost to be provided by the Youth Gathering Office).

Note: The Gathering Ambassador Registration Form asks you to indicate how you plan to travel to and from the Gathering, i.e., drive or fly. If any information in your transportation plan changes, please contact the Youth Gathering Office (nygregistration@lcms.org) immediately.

Upon notification of your acceptance to serve as a Gathering Ambassador, instructions will be shared via email on how to pay your $435 registration fee.

To ensure that Gathering Ambassadors are able to arrive at the appropriate time and that Gathering dollars are used wisely, airfare is purchased as early as possible.

1. The cost of your transportation to and from your home airport.

2. The cost of parking at the airport.

3. The cost of some meals.

Gathering Ambassadors are selected individually and not as teams or couples. They are placed in hotels based on the Gathering’s need to mix veterans and rookies, differing talents/skills, etc. To maximize the number of rooms available for youth, Gathering Ambassadors of the same gender are housed together. If your spouse is serving as a Gathering Ambassador you will be assigned to the same room. It is unlikely you will be given the same work shifts or assigned area. We cannot accommodate requests to serve together. This is a great opportunity to broaden your relationships with some exceptional new people. In order to serve the Gathering, a great deal of flexibility is needed.

We cannot arrange to place you at the same hotel as your youth group. Your time commitment as a Gathering Ambassador would not allow time to assist them. Plan to visit with them in your off time. You cannot serve as a church group adult leader while serving as a Gathering Ambassador.  

Yes, you are able to pay for a single room. The rate for a single room for the duration of the Gathering is $750.

If your YAV arrives early with you, and you have paid for a single room, then the YAV may stay with you only on non-Gathering nights. YAVs are required to stay in YAV housing during the days of the Gathering.