Departments under AO

Accounts

  • Recruitment of trustworthy volunteers and captains

  • Availability of all recent accounting forms and letters

  • Coordinate with Attendant Dept. to assign two (2) brothers to be posted at the entrance doors at all times

  • Preparation of contribution boxes

  • Office equipments and supplies

  • Coordinate with C.O. regarding brother assigned to audit

  • Preparation of contribution acknowledgement letters if needed

  • Did you personally visit the department/workplace?

  • Comments/Observations/Suggestions

  • Did you discuss your comments/observations/suggestions to the overseer and/or assistants?

Attendants

  • Recruitment of qualified volunteers and captains

  • Brief orientation meeting – 15 minutes before the assembly site opens to the public

  • Attendants badge for identification

  • Ensure availability of CA program

  • Working flashlight for seating and corridor attendant

  • Identify and coordinate seat locations for baptism candidates and elderly/infirm

  • Assign volunteers for the accounts department

  • Assign volunteers to control access to stage, chairman’s office and admin office

  • Assign volunteers to assist during baptism

  • Assign volunteers to serve as watchmen at night to watch over equipments

  • Identify emergency exits/routes and create emergency evacuation plan

  • Get contact number of Fire and Police Departments in the area

  • Did you personally visit the department/workplace?

  • Comments/Observations/Suggestions

  • Did you discuss your comments/observations/suggestions to the overseer and/or assistants?

Baptism

  • Recruitment of qualified volunteers

  • Arrangement for the use of swimming pools

  • Arrangement for transportation if needed

  • Coordinate with Attendant for volunteers to support during baptism

  • Coordinate with Cleaning Dept. for volunteers to support during baptism and to assign at least two (2) volunteers per dressing room

  • Coordinate with First Aid to ensure two (2) qualified persons from First Aid will be present for the baptism

  • Create a Baptism plan/route to be shared to other supporting departments

  • Initiate coordination meeting with other departments

  • Did you personally visit the department/workplace?

  • Comments/Observations/Suggestions

  • Did you discuss your comments/observations/suggestions to the overseer and/or assistants?

Cleaning

  • Recruitment of qualified volunteers

  • Arrange pre and post CA cleaning

  • Assign congregations to clean of sections of the venue

  • Send letters to all congregations/groups/pre-groups to support the cleaning arrangement

  • Prepare cleaning materials

  • Assign volunteers to monitor restrooms regularly on supplies, spills and plumbing failures and to make sure children are not playing

  • Create arrangement for trash disposal

  • Brief orientation meeting with all volunteers before the CA

  • Did you personally visit the department/workplace?

  • Comments/Observations/Suggestions

  • Did you discuss your comments/observations/suggestions to the overseer and/or assistants?

First Aid

  • Recruitment of qualified volunteers - adult, exemplary and in good health

  • Secure a copy of license/certification of any medical professionals who will volunteer

  • Prepare incident entry/first aid log

  • Assign two (2) representatives to be present to monitor the entire baptism

  • Create volunteer schedule

  • Preparation of room and supplies including but not limited to: availability of telephone/mobile devices, map and contact numbers of the nearest hospital and contact or ambulance service

  • Did you personally visit the department/workplace?

  • Comments/Observations/Suggestions

  • Did you discuss your comments/observations/suggestions to the overseer and/or assistants?

Rooming

  • Recruitment of qualified volunteers and keymen

  • Search and identify suitable accommodation (Hotels/Resorts/Apartelle, etc) for the attendees

  • Search and identify suitable transportation options

  • Search and identify private-home accommodations for brothers who are in special fulltime service and those who have financial difficulty

  • Send letters to all congregations/group/pre-groups regarding list of accommodation & transportation options, arrangements and instructions

  • Create schedule to assign volunteers to meet and provide assistance to arriving brothers in various airports/ports if needed

  • Coordinate with Information Dept regarding details of where to stay and how to get to the venue

  • Arrange accommodation of Circuit Overseer

  • Arrange accommodation and airport transfers of Branch Representatives

  • Did you personally visit the department/workplace?

  • Comments/Observations/Suggestions

  • Did you discuss your comments/observations/suggestions to the overseer and/or assistants?

Departments under AAO

News Service/Information

  • Recruitment of qualified volunteers

  • Identify and communicate with local radio, televisions or newspapers in the circuit territory

  • Submission of news releases to media

  • Ensure available information regarding where to eat, how to go around the city, how to get to the venue and other valuable information for the attendees

  • Coordinate with Rooming Dept. regarding information on accommodation, etc.

  • Creation of venue layout

  • Create schedule of volunteers to be stationed at the Information table at all times

  • Did you personally visit the department/workplace?

  • Comments/Observations/Suggestions

  • Did you discuss your comments/observations/suggestions to the overseer and/or assistants?

Parking

  • Recruitment of mature brothers to volunteer – elders or ministerial servants

  • Prepare parking badge for all volunteers/captains

  • Creation of parking layout and traffic flow

  • Prepare traffic signages if needed

  • Create schedule of volunteers/captains in pairs and working in rotation to monitor parking areas in the entire CA program

  • Brief orientation meeting – 15 minutes before the assembly site opens to the public

  • Did you personally visit the department/workplace?

  • Comments/Observations/Suggestions

  • Did you discuss your comments/observations/suggestions to the overseer and/or assistants?

Platform

  • Recruitment of volunteers who are exemplary in their conduct, dress and grooming

  • Arrangement of appropriate props, furniture and stage lighting based on platform requirements

  • Ensure availability of clocks/timers easily readable by the speakers Coordinate with Attendant Dept. to assign volunteers to control access of the stage

  • Coordinate and work with Stage and Installation Dept. in designing and building a stage and decorate it

  • Coordinate and work with Stage and Installation Dept. in designing, printing and installation of signs for yeartext and assembly theme

  • Did you personally visit the department/workplace?

  • Comments/Observations/Suggestions

  • Did you discuss your comments/observations/suggestions to the overseer and/or assistants?

Stage/Installation

  • Recruitment of qualified volunteers

  • Coordinate and work with Platform Dept. in designing and building a stage and decorate it

  • Coordinate and work with Platform Dept. in designing, printing and installation of signs for year text and assembly theme

  • Planning of disassembly of stage and packing of equipments

  • Did you personally visit the department/workplace?

  • Comments/Observations/Suggestions

  • Did you discuss your comments/observations/suggestions to the overseer and/or assistants?

Audio/Video

  • Recruitment of mature brothers to volunteer – elders or ministerial servants

  • Create an A/V layout for the venue

  • Ensure availability of sound system equipment including wires, speakers, etc. (separate list) Ensure availability of video equipment including cables projectors, etc (separate list)

  • Ensure availability of mic and mic stands based on the requirement of the platform layout of the program

  • Create a schedule of assignment for operators, cameramen, brothers to monitor sound equipment and quality at all times, brothers to support walkthroughs, recording, etc.

  • Coordinate with Platform Dept. re directions of C.O. regarding requirements of program parts

  • Installation of monitors to Chairman’s and Admin office if needed

  • Schedule and assignment for installation, testing, inventory of equipments, packing, etc.

  • Prepare emergency options, generators, etc, in case of power interruption or emergency

  • Brief orientation meeting with all volunteers 15 mins before the venue will be open to the public

  • Did you personally visit the department/workplace?

  • Comments/Observations/Suggestions

  • Did you discuss your comments/observations/suggestions to the overseer and/or assistants?

Lost & Found/Coatroom

  • Recruitment of qualified volunteers

  • Preparation of number system for luggage and/or parcels

  • Did you personally visit the department/workplace?

  • Comments/Observations/Suggestions

  • Did you discuss your comments/observations/suggestions to the overseer and/or assistants?

Admin Office

  • Office supplies and equipment (computers, printers, etc) Preparation of venue of business meeting

  • Coordinate with A/V Dept. regarding sound system for business meeting

The templates available in our Public Library have been created by our customers and employees to help get you started using SafetyCulture's solutions. The templates are intended to be used as hypothetical examples only and should not be used as a substitute for professional advice. You should seek your own professional advice to determine if the use of a template is permissible in your workplace or jurisdiction. Any ratings or scores displayed in our Public Library have not been verified by SafetyCulture for accuracy. Users of our platform may provide a rating or score that is incorrect or misleading. You should independently determine whether the template is suitable for your circumstances. You can use our Public Library to search based on criteria such as industry and subject matter. Search results are based on their relevance to your search and other criteria. We may feature checklists based on subject matters we think may be of interest to our customers.