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