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# AV / Media / Worship Team Meeting Agenda
**Date:** March 5th, 2026
**Participants:** Apostle Daniel, Esther, Cliff, Adolfo, Alicia
## Agenda
1. **Overview of Gathering planning**
a. Schedule outline
### 2. Worship Team
* **Leader:** Pastor Cliff.
* **Team Composition:**
* Participants coming from **Florida (USA)**.
* International participants to be incorporated:
* **Mr. John (Rwanda):** Worshiper and instrumentalist.
* **Patience (Uganda):** Worship leader (Pastor Richard's wife).
* **Egypt:** List of names provided, to be reviewed.
* **Discussion:**
* **Unified Team:** Goal is to have one integrated team that operates every day and unites around the purpose of worship.
* **Leading:** Patience (Pastor Richard's wife) is being considered to take a forefront role.
* **Pre-Gathering Meeting:**
* **Date:** March 30th (Morning).
* **Note:** Potential conflict with Pastor David's leadership meetings; aim to hold worship team meeting in the morning to avoid overlap.
* **Daily Routine:** Allot time for the team to meet daily for prayer, practice sessions, and to discuss objectives for the week.
* **Songs/Repertoire:**
* **Original Songs:** Three original "family" songs to be recorded and sent out for the team to learn.
* **Song List:** Gidu to provide the full list of songs (expected today).
* **Common Songs:** Other well-known songs will be included in the repertoire.
* **AV Expectations / Needs:**
* **Language:** Worship will be conducted in English.
* **Lyrics/Slides:** Need for slides with translated lyrics in other languages (for non-English speakers).
* **Keyboard:** Yamaha PSR-E473 (on-site).
* **Mixer Board:** 14-channel or 8-channel (on-site, verify exact count).
* **Microphones:**
* One cordless/wireless microphone provided on-site.
* Additional microphones to be sourced from Esther's church.
* **Speakers & Monitors:**
* Standing speakers (on-site).
* Two additional monitors to be sourced from Bishop Commandi's Church.
* **Viola:** Sister Leakem (bringing her own).
* **Guitars:**
* Pastor Samuel providing 1 guitar and 1 bass.
* Team members bringing additional personal guitars (e.g., lead).
* **Drums:** Drum set (on-site).
### 3. AV Team
* **Team Size:** 8 members (from Esther's media team).
* **Key Personnel:**
* **Esther:** Local AV leader.
* **Brian:** In charge of live streaming and recording (primary contact for Adolfo).
* **Adolfo:** Focused on live stream quality, translation infrastructure, and recording integrity.
* **Jhonas:** Attending and willing to assist with AV/Media tasks.
* **Roles:**
* **Camera Operators:** Multiple members stationed on cameras.
* **Control Room Operators:** Handling switching and systems.
* **Status:** Esther confirmed the team is sufficient and well-trained in their roles.
* **Capabilities:**
* **Simultaneous Recording:** Ability to record both the Main Hall and the Breakout Room meetings at the same time.
* **Translation Support:**
* **Target Languages:** Spanish, French, Swahili, and Arabic.
* **Remote Strategy:** Utilizing Zoom translation rooms to allow for remote translators and spread the load.
* **Challenges/Considerations:**
* **Coordination:** Managing multiple translators across different rooms/locations.
* **Internet Reliability:** Critical risk if connection fails; 5G router is intended to mitigate this.
* **In-Person Experience:** Need to decide if on-site attendees will use headphones/Zoom for translation.
* **Timing:** The speaker at the front needs to manage timing/pacing to allow for translation delivery.
* **Requirements (Equipment):**
* **Cameras:** 3 total (2 stable cameras from Esther's side + 1 extra camera brought by Adolfo).
* **Audio Interface:** Provided by Adolfo.
* **Internet/Connectivity:**
* **Dedicated 5G Router:** Purchased specifically for live streaming.
* **Plan:** 100 Mbps upload speed package.
* **Usage:** Connection will be restricted for live streaming only to ensure stability.
* **Misc:** Adolfo to bring a camera and audio interface as discussed previously.
### 4. Media Team
* **Key Personnel:**
* **Rafe (Rife):** Assisting with AV and Media.
* **Mark:** Photography, video, and video editing.
* **Roles:**
* **Photography:** Mark (primary).
* **Meeting Recordings:** Capability to handle both halls.
* **Video Editing:** Mark to assist with post-meeting edits/distribution.
## Meeting Notes
### 1. Overview of Gathering Planning (Schedule Outline)
* **Duration:** Monday through Sunday.
* **Monday Evening (Arrival):**
* Fellowship dinner once everyone arrives.
* Welcome ceremony/meeting (led by local teams).
* *AV Note:* Need to decide if this will be broadcasted.
* **Daily Flow (Tuesday - Friday):**
* **07:00 - 08:00:** Breakfast.
* **08:00 - 09:00:** Prayer (Transcript mentioned "2018-2019", likely 08:00-09:00 given context).
* **09:00 - 09:30:** Morning meetings begin.
* **Morning Session:** Ministry to the Lord (Worship & Fellowship), followed by Teaching/Preaching.
* **Morning Tea:** Follows teaching.
* **Post-Tea:** Further session.
* **Lunch Break.**
* **Afternoon:** Varied activities (Panels, discussions, youth/children activities). Potential for breakout sessions.
* **Evening/Late Afternoon:** Second time of worship and further teaching.
* **Saturday (Safari & Teaching):**
* Safari/Adventure Day for many participants.
* Ongoing Meetings for those not on safari (primarily local people).
* Focus: Teaching on the "Gospel of the Kingdom".
* *Coordination Note:* Need to manage AV/Media for both the adventure day and the local meetings.
* **Sunday (Final Full Day):**
* Different structure from the rest of the week.
* Activities: Communion, Ministry to the Lord, Time of Prophecy, and "open to the Lord" sessions.
* Fellowship dinner and farewell at the end.
* *Note:* Some participants may leave earlier on Sunday.
* **Key Requirement:** At least two times of worship per day.
### Venue Details
* **Main Hall:** Primary meeting place.
* **Capacity:** 200 people (comfortably seated).
* **Current Registration:** 176 people (all-inclusive: Kenya and international).
* **Layout:** Podium area at the front; AV team setup area at the back.
* **Secondary/Breakout Room:** Capacity: 100 people.
* **Note:** Capability needed to run two sessions simultaneously with different focuses.
*(To be updated with further details)*