Circuit Preparation

• Document No.

• Type of Audit

  Pre-Assembly

  Day of Assembly

• Type of Assembly

  CA-CO

  CA-BR

• Conducted on

  Date

• Prepared by

• Venue/Location
  Address

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?

  Yes

  No

• Comments/Observations/Suggestions

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

  Yes

  No

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?

  Yes

  No

• Comments/Observations/Suggestions

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

  Yes

  No

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?

  Yes

  No

• Comments/Observations/Suggestions

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

  Yes

  No

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?

  Yes

  No

• Comments/Observations/Suggestions

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

  Yes

  No

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?

  Yes

  No

• Comments/Observations/Suggestions

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

  Yes

  No

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?

  Yes

  No

• Comments/Observations/Suggestions

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

  Yes

  No

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?

  Yes

  No

• Comments/Observations/Suggestions

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

  Yes

  No

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?

  Yes

  No

• Comments/Observations/Suggestions

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

  Yes

  No

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?

  Yes

  No

• Comments/Observations/Suggestions

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

  Yes

  No

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?

  Yes

  No

• Comments/Observations/Suggestions

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

  Yes

  No

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?

  Yes

  No

• Comments/Observations/Suggestions

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

  Yes

  No

Lost & Found/Coatroom

• Recruitment of qualified volunteers

• Preparation of number system for luggage and/or parcels

• Did you personally visit the department/workplace?

  Yes

  No

• Comments/Observations/Suggestions

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

  Yes

  No

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