District Convention Operations (CO-1) (1997)

Download: PDF — District Convention Operations (CO-1) (1997)

District CONVENTION OPERATIONS

District CONVENTION

OPERATIONS

CO-1 5/97

No copies are to be made of any part of this manual or subsequent revisions. Only the brothers serving at a district convention for the current year should be given a copy of this manual and/or any revisions. They are the convention overseer, program overseer, rooming overseer, administration office assistant, chairman, and each department overseer. Twenty-two copies of any revisions will be sent to each convention overseer and are to be given to each of the above-mentioned brothers. When the committees select these brothers each year, if any do not have a copy of the manual, then the committees should order a manual for each of them on the Society's sign order form in the space provided. Each manual ordered will include a set of all revisions.

Table of Contents departmental Instructions 4-1

Accounts...4-1

Selection of Personnel and Identification...4-1

Bank Account...4-1

Preconvention Records...4-2

Multiple Conventions...4-2

Parking Tickets...4-2

Contributions for Surplus Items...4-3

Counting Money...4-3

Internal (Main and Change) Banks...4-3

Bank Deposits...4-3

Reconciling Bank Statements...4-4

Change Making...4-4

Check Cashing...4-4

Nonsufficient Funds—Cashed Checks...4-4

Contribution Boxes...4-5

Petty Cash...4-7

Convention Accounts Book...4-7

Receipts and Disbursements...4-8

Financial Report...4-8

Attendance and Baptism Record...4-8

Special Needs Room Requests...4-9

First Aid Records...4-9

Literature...4-9

Convention Forms...4-9

Surplus Checks...4-9

Submitting Records to the Society...4-9

Attendant...4-15

Attendance Count...4-15

Assisting Delegates to Find Seats...4-15

Seat Saving...4-16

Baby Strollers and Lawn Chairs...4-16

Elderly and Disabled...4-17

Dealing With Difficulties...4-17

Information Service...4-17

Picnic Containers...4-17

Watchmen...4-17

Baptism...4-18

Bookroom...4-18

Releases...4-19

Surplus Literature...4-19

Chairman...4-19

Drama Costumes and Props...4-20

Outlines, Manuscripts, and Audio Recordings...4-20

Spotlights...4-20

Cleaning...;...4-20

Recycling and Deposits...4-21

Rest Rooms...4-22 First Aid, Safety, and Assistance Arrangement 4-22

Safety 4-23

First Aid Log 4-24

Assistance Arrangement 4-24

Accident Notice Reports and Insurance Claims 4-24

Accident Investigation and Reporting 4-25

Property Loss Forms 4-27

Information 4-27

Information Boards 4-27

Installation 4-28

Lost & Found and Checkroom 4-28

Lost Items 4-28

Checkroom 4-28

News Service 4-29

Society News Service Kit 4-29

Interviews 4-30

Photographs 4-30

Parking 4-30

Platform 4-31

Public Address 4-31

Hearing Impaired 4-33

Recording and Broadcasting 4-33

Rooming 4-33

Sign 4-33

Society Sign Order 4-34

Stage 4-34

Trucking and Equipment 4-35

Returning Equipment 4-35

Society National Trucking and Equipment Pools 4-35

Society-Owned Tractors and Trailers 4-36

Section Trucking Coordinator 4-36

Insurance Requirements 4-36

Consignment of Convention Equipment 4-37

Trucking Expenses 4-37

Volunteer Service 4-38

Personal Recruiting 4-38

Congregation Recruiting 4-39

Conclusion 5-1

DISTRICT CONVENTION ORGANIZATION

IT IS thrilling to see the way Jehovah's people offer themselves willingly. (Ps. 110:3) This applies not only in the preaching work but also in organizing conventions to care for the brothers in a physical and spiritual way. It is truly heartwarming to see these individuals gladly volunteer their services to help make the conventions successful, working together in peace and unity, manifesting the fruitage of the spirit in all they do.—Gal. 5:22,23.

Over the years much has been learned relative to the successful operation of Watchtower Conventions. While not all of the knowledge acquired could possibly be printed, some of what has been learned is set out in these instructions as basic guidelines. We hope this information will help improve the operation of the conventions in a way that will simplify and unify department organization. This will make the work load lighter for those who volunteer and accomplish the purpose of the convention, which is to build the brothers up spiritually and to give a further witness throughout the field.

EACH year, six to eight months prior to the first convention, the Society selects and appoints by letter the three members of each Convention Committee, made up of a convention overseer, program overseer, and rooming overseer. They organize and oversee the operation of one or more conventions that year. If a brother is not used on the Convention Committee for a year or so, he should not feel he failed in some way. The Society desires to train others as well as spread out the responsibility. Of course, a brother may not be appointed for a time if he fails to respond after repeated counsel.

This assignment will require much time and effort, so those invited should prayerfully analyze their personal circumstances in regard to the time available and their family and congregational obligations and determine if they are in a position to accept the invitation to care for this assignment.—Luke 14:28.

Except for the chairman who is appointed by the Society, the committee is to select and appoint all department overseers and their assistants, including the administration office assistant. These selections should be completed and the brothers informed by January 15, so they will have adequate time to obtain volunteers and to organize fully their departments. Elders should be used if at all possible. They are responsible to make sure that all necessary arrangements are made for the successful operation of the convention. All correspondence and telephone calls to the Society should be directed to the Society's Convention Office by members of the Convention Committee only, not by department personnel.

While the convention, program, and rooming overseers are to show initiative in matters under their supervision, they should regularly consult with each other. Since each committee member shares equal responsibility for the operation of the convention, major matters should be discussed and decided by the committee with the convention overseer serving as chairman/coordinator. (Prov. 15:22) By humbly working together, the convention will receive unified direction and function smoothly.

The committee should be available in the convention city, as needed, during the weekend before the convention as well as the convention week. During the convention, at least two members of the committee must be on hand at all times when the building is opened until it is secured in the evening. As a caution, during the convention any necessary Regional Building Committee or Hospital Liaison Committee meetings should be kept to a minimum and not cause oversight of the convention to suffer.

If there is more than one committee serving in a city, the principle of good communication should apply in their dealings with one another. Matters such as stage design, department locations, and so forth, should be on the agenda at joint meetings when decisions are made that will be binding on all. The Convention Committee for the first convention should take the initiative to see that the first meeting is held.

At times, individuals come to the Administration or Chairman's Office with personal or congregational problems. Rather than get involved in these matters, it is advisable to help these persons to see the wisdom of approaching their own elders. They should be encouraged to listen to the program, as this may provide needed spiritual counsel to aid them in dealing with their problem.

Convention Committee members are selected because they are spiritual men and have a love for the truth and a desire to serve Jehovah and their brothers. All of them should be mindful of following Bible principles in dealing with others. If problems develop, they should try to be of assistance to the brothers in a mature, kind way so they will be able to work together in peace and unity.—1 Pet. 4:8-10.

CONVENTION OVERSEER

This qualified elder serves as the chairman/coordinator for the Convention Committee. As such, he functions similarly to the way the presiding overseer does in the congregation.

PROGRAM OVERSEER

The program overseer is to oversee matters related to the convention program. He will assume the responsibilities of the convention overseer in the event he is unable to fulfill his assignment during the convention.

Both he and the chairman will receive copies of all manuscripts and drama scripts. He will also receive a primary recording of each drama for use only on the convention program. Program information, titles of releases, and so forth, are confidential until presented from the platform. The convention overseer will give him the supply of Gilead and Bethel applications and letters to give to the chairman. Upon the conclusion of the convention(s), the program overseer will return drama and music recordings to the attention of the Society's Tape Duplicating Department and will destroy all outlines, manuscripts, and drama booklets used by him and the chairman. The chairman will give the unused Gilead and Bethel applications and letters back to the program overseer, who will return them to the attention of the Society's Convention Office. He should also immediately send any defective drama or music recordings clearly marked as such to the Society's Convention Office. See section on "Chairman" on page 4-19.

ROOMING OVERSEER

The rooming overseer should carefully study the Watchtower Convention Rooming Instructions sent by the Society each year and follow through accordingly.

The rooming overseer is to be located in the Administration Office with the convention and program overseers. A Rooming Department desk should be set up at an appropriate place in the facility for his assistant and keymen to handle routine rooming matters. Any problems for which they need assistance can be brought to the attention of the rooming overseer for handling.

The Convention Committee is to select an administration office assistant. He should be an elder that has previously served as a department overseer or handled a major role in the Rooming Department or Food Service Department. Additionally, you should feel that he would qualify to serve on a Convention Committee with additional training as administration office assistant. He should be a qualified elder so that when a member of the committee is not available, he can care for matters in harmony with their direction. Answering the telephone, giving direction, and handling problems of a minor nature in the Administration Office is an assignment that should be handled by a qualified brother.

He may be used to make out confidential reports and care for other responsible matters at the direction of the committee.

He can attend committee meetings so as to learn their thinking on matters and may even give input, but the committee will make the decisions. In this way he will be receiving fine training for greater responsibility in the future.

DIRECTION OF THE WORK

Each member of the committee will supervise the function of several convention departments through the respective overseers as shown in the chart on page 2-3.

No departments should be combined under one overseer or eliminated because a convention is small or is in an Assembly Hall. If there is not much work for a department, fewer volunteers are needed, and it is still good training for future growth.

Department overseers have the responsibility to organize their departments. However, the convention, program, and rooming overseers should regularly check with these brothers to see what their needs are, making sure that everything is functioning properly and is well organized. To do this properly will require that committee members make rounds each day during the convention to look for areas where they can help the brothers to improve their departmental operations in harmony with the Society's instructions.

District Convention Organization

SELECTING DEPARTMENT OVERSEERS AND ASSISTANTS

As soon as the Convention Committee has been appointed by the Society, they should meet to decide who will be invited to serve as department overseers and their assistants, except for the chairman, who is appointed by the Society. Department overseers may select their own key personnel. The list sent by the Society of all congregations assigned to each convention designates the area from which brothers may be selected for positions of oversight. Local brothers should be used for these positions of oversight instead of traveling overseers, whose primary work is visiting the congregations. Generally, it is not practical to invite brothers from outside the assigned area to serve at a convention. It is best to train and build the convention organization within the area assigned to that convention. If the services of a brother assigned to another convention become necessary, this needs to be approved by the Convention Committee from the convention he is assigned to attend. The circuit overseers have also been requested to send their current lists of circuit assembly personnel to the Convention Committee by mid-December as an additional source of volunteers.

If a brother used in the past as a department overseer is not qualified or suited for the assignment, it would be wise to select another individual. The same would be true for the assistant overseer.

At multiple-week conventions, except for the Society-appointed rooming coordinator, no other brother is to serve as a department coordinator. Each overseer is responsible for the direction and function of his department. However, it is important for the department overseers to share pertinent information with each other so that there will be a smooth transition from week to week.

Availability

Careful consideration must be given to the availability of each brother invited to serve as a department overseer or assistant not only during the convention but also for preconvention work. Brothers, especially department overseers, must be sufficiently available prior to the convention to care for their assignments effectively.

Use of Regular Pioneers

It should be kept in mind that the objective of the pioneers is to advance the Kingdom work in the field and our desire is that pioneers be mainly involved in that work. Thus, when help is needed for convention-related work, effort should be made to locate those who are not in full-time service. Occasionally, it may be necessary to use regular pioneers in convention-related work due to not being able to locate others who are available. Before inviting regular pioneers to do convention-related work, their body of elders should be consulted to make sure they feel the pioneer is in a position to accept the invitation. If not, then they should not be used.

If problems arise in regard to the use of regular pioneers in convention-related work, bodies of elders and/or the Convention Committee should feel free to write the Society's Convention Office.

Crediting Pioneer Time

A regular pioneer must share in the field ministry each month. If regular pioneers are invited to do convention work, the committee should give them the following items the Society supplies: (1) A copy of the note of instruction to pioneers and (2) the Society's letter "TO CONGREGATION SECRETARY" in a sealed envelope. Also, at the end of each month they were used in convention-related work, they should be given (3) a Field Service Report form (S-4) with the number of hours spent in convention-related work shown on the back of the form and signed by a committee member.

The congregation secretary will credit the pioneer on his Congregation's Publisher Record card with his total field service time plus time spent in convention-related work, up to a total of 90 hours for any month he is used in pre- or postconvention work. Pioneers should not be allowed to count time for convention-related work during the days they attend their own convention. It would be well for any regular pioneers called in to have the above points explained to them in advance.

Use of Special Pioneers and Traveling Overseers

A traveling overseer may be appointed by the Society to serve as a committee member, if needed, or as chairman. However, the Society's objective is to train local brothers to serve on committees and free traveling overseers for their primary work of serving congregations. Also, special pioneers are not to be taken from their primary assignment in the field without good reason. Use of special pioneers at any time for convention work must be approved by the Society prior to inviting them to serve.

The request for special pioneers should include their names, the dates they are to serve, the reason they are needed, and the assignment planned for them. The Society will determine if they can be freed from their assignment to make their services available for convention work and will advise the committee. If the Society approves, then the committee can write and let them know of their assignment and that it is with the Society's approval if they wish to accept it.

Preconvention Work

A form is provided to the committee by the Society for requesting dates for any traveling overseers who are appointed to serve on the committee, but not for chairmen, who only serve the week of the convention. The date of arrival for those called in will always be on Tuesday by 1:00 p.m. If any traveling overseer called in is needed to serve beyond Sunday of the convention, it is preferable to have him serve only two full days, Monday and Tuesday. If he is needed for a full week afterward, he would be released on Sunday afternoon. Rather than doing several weeks of preconvention work, it may be better to call him in for an "island week" a month or two prior to the convention, then have him return to his circuit and begin full-time preconvention work a week or so prior to the convention. If he is called in for an "island week," these dates are also to be shown on the form. The form is to be returned no later than the specified date so the traveling overseer can have time to arrange for substitutes, vacations, and so forth. He should not be away from his circuit for long periods but may use a day or so from time to time for necessary convention work while serving congregations during the months prior to the convention.

Those appointed as chairmen should report to the convention committee on Tuesday by 1:00 p.m. the week of the convention to care for their assignment. They will be released Sunday after the convention.

Caring for Expenses

A traveling overseer appointed by the Society to work at a convention may submit his convention-related expenses to the convention. They would include what he would normally turn in to a congregation that week. Unless he is serving as the chairman, he can request to attend another district convention to listen to the program. His expenses, if requested, for an additional convention will be cared for by the Society, not the convention. A traveling overseer may choose to volunteer during the convention; however, he will not be entitled to attend another convention. Traveling overseers not appointed by the Society to work at a convention will submit their expenses to the Society, not the convention.

Qualifications to Serve

For a brother to be a department overseer or an assistant overseer in the convention organization, he should be an elder. If the committee wishes to use a brother not presently appointed as an elder in the local congregation due to his just having moved from one congregation to another, it would be well to check with his congregation elders first to see if he received a favorable letter from his previous congregation. If so, then he could be used. The same basic Scriptural requirements for oversight in the congregation will apply to the convention organization. Unbaptized persons may volunteer to work but cannot have a position of oversight.

It is important that all of those in oversight, whether Convention Committee members, department overseers, or anyone in the convention organization, should give instructions in a loving manner. The brothers appointed to serve in these assignments should be ones showing the fruitage of the spirit.—Ex. 18:21; Gal. 5:22,23.

We want to be sure that all volunteers leave the convention happy for having the privilege of attending and serving in the convention organization. A harsh word could easily mar an otherwise fine theocratic experience that one would have had. There are many new ones accepting the truth and some may become anxious or hurried, but if responsible brothers handle matters in a mild-tempered way, displaying the fruitage of the spirit, it will serve as a fine witness even to such new ones. Those who are department overseers are not to be viewed as bosses, nor should they act like such. Volunteer workers should never be afraid to talk to an overseer or to key personnel about a convention matter, nor should the committee be offended if someone approaches them about a problem or makes a suggestion.

Use of Sisters

Good judgment should be exercised in using sisters in departments and offices where their husbands are located. Neither the Convention Committee nor the department overseers should give their wives a work assignment where they would be supervising or directing others. There is no objection if the wives work in the same department with their husbands, providing their assignments are in keeping with what is stated here.

Convention Personnel Report Form

In harmony with the need for training brothers for future use on Convention Committees, it should be explained to the eight brothers who are requested to fill out the Convention Personnel Report forms (CO-53) that part of their assignment is to observe closely and report on any department overseers or other brothers they feel are qualified to be on a committee or have that potential with training. Space is provided for this on the form. Therefore, as soon as the forms are received, the convention overseer should have someone type in the names, addresses, and statistics on each form (do not photocopy) and give them immediately to those designated to fill them out. Each one should be instructed to complete and mail the form, not a photocopy, directly to the Society, marking their envelope to the attention of the Convention Office, no later than one week after the convention.

If the one making out the report feels a brother he is reporting on is seriously lacking in a certain respect, he should speak to the brother about his deficiency before making the report. He should show in the space provided on the report what counsel was given and the brother's reaction to it if it involved his attitude or fruits of the spirit.

Though not required, if any committee member feels there are points of interest or suggestions relative to the facilities or functions of the convention he would like to make, he may send in a separate brief report to the attention of the Society's Convention Office.

Preconvention Work

No date for the convention headquarters to open full-time is being set, since much of the work is done from the time the Convention Committee is appointed until the convention begins. Very few persons, if any, will be needed full-time during the week or two prior to the convention, thus eliminating the need for housing, food, and so forth. However, diligent attention must be given to good organization. We do not want to build up an unnecessarily large full-time preconvention staff nor have the office open full-time if not needed. Sometimes for smaller and well-organized larger conventions in facilities used from year to year, it is not necessary for any full-time preconvention work to be done. It may only require some evenings and weekends a week or two prior to the convention. If we can arrange to simplify and care for the work in less time, this should be done.

During preconvention work, as is done during the convention, volunteers should care for their own food needs. Usually, they can have breakfast at home and bring a lunch with them. If a day to clean the facility being used is planned, the brothers and sisters should be encouraged to bring their own food, since none will be provided by the convention or local congregations.

Preconvention Facilities

Usually a Kingdom Hall is used for the preconvention headquarters. However, in some places the preconvention arrangements have almost crowded out the local congregation. The Convention Committee should wisely determine what is practical and feasible under the circumstances. If some additional space has to be obtained for gathering equipment or for the installation department, the brothers may have other space available that can be used. The convention will want to offer to care for any additional expenses incurred by the local congregation because of the preconvention work (such as electricity, telephone, and paper goods) and should have an understanding with the local elders regarding this before finalizing the use of their Kingdom Hall.

Preconvention Mail

Often, whether a Kingdom Hall can be used for preconvention work or not, it can be used for the preconvention address where mail can be directed. If there are multiple conventions in the same city, it is not necessary that they use the same preconvention address. Each should use the most practical address for their operation. However, if a Kingdom Hall is not used for preconvention work or is not practical as a mailing address, perhaps a brother who has a business or personal post office box may be willing to let it be used as the address to which all convention mail can be directed. If the committee feels this is not practical and wishes to use a private home address, this will be allowable if the brother is in full agreement for his address to be used in this way.

At times the Society or others must send communications on important matters during the week or so prior to the convention(s). Therefore, it is important to have someone check for mail at the rooming headquarters address every day during the last week or two until the first day of each convention.

Preconvention Meetings

Since the initial hotel rooming work is begun over a year prior to the convention, there is normally no need to have a rooming or another special meeting. Of course, if the committee feels it is necessary, they may arrange a meeting with department overseers and their assistants a few months before the convention. The purpose is to be sure everything is coming along properly in preparation for each respective department and impart additional necessary instructions. If such a meeting is arranged, it should not last more than one hour. Then the committee members could split up and individually cover any necessary instructions with the respective department overseers they supervise. This should require only a few minutes with each department overseer, and he can leave as soon as the information regarding his department has been covered. Traveling overseers not serving on the committee should not be invited to such meetings, nor should food be served. There is no need to have family members attend, sing songs, or give a number of Bible talks about conventions and so forth, but just care for the necessary business at hand regarding the operation of the convention.

On rare occasions, for a large convention, especially at a new facility, the committee may feel they need to meet with congregation secretaries to impart instructions and provide them with their parking tickets, and so forth. This will be all right as long as such meetings are kept short and do not require the secretaries to travel long distances. Perhaps the committee could travel to two or three locations in order to reduce travel for the majority. Such meetings do not appear to be necessary every year.

ADMINISTRATION CARD

The Administration card (CO-19b) is not to be worn but is to be kept in the pocket and used like an identification card to get into restricted areas, except for the Accounts Department.

ALCOHOLIC BEVERAGES

These should not be brought to the convention site, in view of the fact that it becomes our Kingdom Hall during the days of the convention.

ANNOUNCEMENTS

All announcements must have the approval of at least one member of the Convention Committee. These should be prepared by the Administration Office or convention department overseers.

Announcements should not be made asking for baptism candidates or those who have heard favorable comments from outsiders to report to the News Service Department for personal interviews. This can be done privately by approaching those involved or who likely would hear such things. No doubt one or two announcements during the convention regarding liquidation of flowers, carpet, lumber, or other surplus items will be sufficient. Since the district convention programs no longer contain the location of various departments, in the first announcement period on the first day, it should be stated that if anyone needs directions to any convention department, he should check at the Information Department or ask an attendant. If a convention has another language group meeting in conjunction with it, their peak attendance should be announced during the final attendance announcement on Sunday afternoon.

An announcement as follows should be made during the Friday and Sunday morning announcement periods: "According to current tax laws, anyone making a contribution of $250.00 or more in cash, checks, or property on a specific day must have an acknowledgment letter in order to claim a deduction on his tax return. Anyone wishing to make such a contribution and claim a tax deduction should go to the Convention Administration Office and will be given an acknowledgment letter upon making the donation." The acknowledgment should be prepared by someone in the Administration Office on convention letterhead in accord with the sample letter shown in Figure 1 on page 3-2. It should be signed by the convention overseer, or one or two others he authorizes, and given to the donor after verifying the amount of the contribution and making sure the donor immediately deposits it in a contribution box.

Also, on Friday and Sunday mornings, an announcement should be made that anyone making donations by check should make their checks payable to "Watchtower."

Figure 1. Sample Donation Acknowledgment Letter

BUSINESS CARDS

If needed, Watchtower Convention business cards can be obtained personally by members of the Convention Committees, contract representatives, regular rooming negotiators, and News Service overseers. The Society's logo should not be used.A sample copy of any card that has been printed should be sent to the Society's Convention Office.

CONVENTION STATIONERY

A supply of convention letterhead and envelopes will be mailed each year by December 1 to the brother who is coordinating the rooming work for the convention(s) in each city. Whether the city has multiple conventions or not, he should immediately give each convention overseer his share of the supply of letterhead and envelopes as soon as they are received, in accord with the quantities shown for each on the packing list enclosed with the shipment. This will permit the Recommended Lodging List(s) and correspondence to the congregations to be prepared by each convention.

Society convention letterhead is not to be printed locally.

Please do not go to the expense of printing or photocopying the headquarters address on the letterhead. The address should be part of the master copy when photocopying multiple letters to congregations, and so forth, and typed on individual letters. You may have the return address printed on the envelopes, stamp them, or attach a preprinted label. If additional letterhead and/or envelopes are needed, they should be requested through the Society's Convention Office.

Convention stationery should be used for official business only. There is no need to waste time and stationery by writing letters reiterating instructions in Society letters or Our Kingdom Ministry articles. It is also inappropriate to use it for personal letters, poems, cartoons signature lists, and greetings to preconvention workers at other conventions. Time, materials, and postage are involved, and this is not a proper use of the Society's assets.

All letters on Watchtower Convention letterhead must be approved by a member of the Convention Committee or someone designated by them so as to make sure that instructions, requests, and directions are not duplicated or sent out without authorization. The words "WATCHTOWER CONVENTION" should be typed in uppercase where a signature is normally placed on such letters.

DISABLED

The Convention Committee should arrange for an area near a convenient entrance where the disabled and elderly may be dropped off and/or have parking set aside close to an entrance where they can park and enter the building, if available. Also, they are not to be relegated to a remote section in the audience but given a convenient location that is easy to reach. They are to be able to see the platform and have rest rooms easily accessible if possible. No doubt relatives, those who bring them, or others from their congregation can assist with their needs. Efforts should be made for these to have seats next to or near the one(s) they are assisting. The attendants should carefully monitor these arrangements.

ELDERLY

In addition to a convenient drop-off and/or close parking area for the elderly, the Convention Committee should arrange for an organized saving of seats for those who are 65 years of age and over. This can be done by reserving sufficient seating in the most accessible and convenient locations either on the floor or near the corridor where they enter the seating area, and so forth. An announcement should be made so everyone will be informed of what has been arranged, and the attendants are to supervise such seating areas.

EQUIPMENT

Prior to renting or purchasing equipment, the Convention Committee should obtain approval from the Society's Convention Office. It is best to borrow equipment rather than rent or buy it. Often it is not practical to buy expensive items that will only be used one week and then have to be stored the rest of the year. If certain equipment must be purchased or rented, the Society may already have a good source or may have guidelines for standardizing such equipment with what is already being used in convention operations.

The Society requires an accounting from the Convention Committee for the funds they handle, but we trust our brothers and leave it up to the discretion of the Convention Committee to decide what smaller things must be obtained for the convention operation.

FINANCES

The purpose of the convention is to provide spiritual food for the brothers to build them up. Everything else is secondary to that purpose. We want to give a fine witness to the Kingdom and help people come closer to Jehovah God. No doubt everyone who listens to a convention program will be thankful to Jehovah for the rich spiritual food that he has provided and will be moved to contribute accordingly. Of course, Convention Committees will want to be very careful in regard to spending money so as not to waste such contributed funds that are needed to care for the worldwide work.

Convention funds may not be used for travel or other expenses of anyone to attend the convention or to share on the program. If someone is invited from Bethel or elsewhere, he must pay his own travel expense or the expense must be cared for from some other unsolicited private source. Individuals in the dramas are to absorb the cost of their costumes and makeup, if any. The local convention organization may assist with prop expenses from convention funds, if necessary, and the program overseer should be consulted prior to purchasing any items for which reimbursement is required.

FORMS

Each convention will be shipped a supply of convention forms addressed to the Convention Committee to be used as outlined in the Society's instructions. If any forms (not letterhead) the Society supplies run short, they may be photocopied (or printed, if inexpensive) as needed. Since these forms are consigned annually and at times are revised, they should be discarded after the convention season. Badge cards and holders will not be sent, since they are obtained in the congregations.

In the above shipment, there will also be an envelope with two copies of the following forms, which can be duplicated as needed:

Attendant's Instructions (CO-23) (Spanish: CO-23-S)

Equipment Record and Receipt (CO-30)

Delivery Order (CO-31)

Purchase Order (CO-52)

Transfer of Literature (S(d)-19)

PARKING

If a parking area is controlled by the building and a charge is made by the management for parking, then the Society endeavors to get it included in the contract without additional cost. If this is not possible, we negotiate a buyout for a reasonable flat fee. If this is done, the convention would run the parking lot with its own volunteers and the Society will advise the committee by letter how much the parking contribution should be, which helps defray convention expenses. This contribution will normally be well below, never higher than, what the building charges per vehicle for an event and would include in-and-out privileges.

A supply of parking tickets can be ordered from the Society on the sign order form sent to each Convention Committee.—See section on "Parking Tickets" on page 4-2.

Parking Lots

If parking facilities not controlled by the building are bought out by the contract representative or Convention Committee and operated by the convention, it is necessary that they be included in the Society's liability insurance. The following information is to be sent to the attention of the Society's Convention Office:

Name of owner and names of all parties to be named insured.

Address or location of premises to be insured.

Dates to be covered.

Number of cars lot will accommodate.

Owner/operator federal Employer Identification Number.

PROGRAMS

As soon as available, a few programs will be sent in advance to each committee for use by the departments. Each department may be given a copy of the program prior to the convention. Later, the attendants will give programs from the regular shipment to the delegates as they arrive at the convention. The program overseer will provide the Information Department, News Service Department, and each member of the Governing Body in attendance a copy of the convention program with the name of the speaker for each part typed on it.

PROPER LANGUAGE

Proper language should be used at all times. Since convention personnel, including committees, are chosen due to their spiritual qualifications, it is important that each keep in mind the following Scriptural admonition: 1 Peter 5:2-4; Ephesians 4:29; and 1 Corinthians 10:31,32. If anyone is heard using improper language, they should be taken aside and lovingly counseled.

SECURITY OF EQUIPMENT AND SUPPLIES

Some conventions have lost supplies and expensive equipment belonging to the Society and/or local brothers by thievery. Equipment has been lost at night and between conventions where we use the building two or more weeks in a row. It is the responsibility of each department to assign brothers to watch the equipment, money, and so forth, under their supervision carefully. It is best not to leave expensive items in the building all night or during the interval between conventions unless we are watching them at all times. Worldly guards have been known to steal the things they are guarding. It is important to be conscious of this, since the Society does not have insurance for such losses.

SIGN LANGUAGE

Separate American Sign Language (ASL) conventions are arranged for the United States. No arrangements should be made for Signed English at any of these conventions.

No provisions are to be made for sign language interpreting at any other conventions. If a deaf person shows up at a hearing convention with a signer, it is only allowable for one-on-one interpreting seated side by side, not in front of one or more persons.

If a person who is deaf and blind is in attendance at any convention, then the committee may allow for tactile interpreting if a qualified interpreter is available.

SPECIAL COMFORTS AND PRIVILEGES

If feasible, a room or an enclosed area with chairs, tables, and sound should be arranged for mothers caring for their babies. This should not necessitate the building of elaborate costly rooms or the renting of trailers.

Some persons who are claustrophobic or quite ill or who have allergies to perfumes and chemicals often want a special section or room set aside for them to sit in. This is not to be done, since there is no practical way to care for their needs.—See May 1996 Our Kingdom Ministry, page 5, paragraph 21.

If a specific contribution is required for parking, it is reasonable that volunteers, including department overseers, contribute like everyone else. We expect Convention Committees to use discernment in cases of special needs, where a volunteer works at multiple conventions, or where a brother has volunteered his vehicle for convention use, and so forth. Special parking for administration is not necessary. Just a few reserved spaces for the convention operation are needed in addition to those for disabled, if available.

TELEPHONES

Telephone installation costs continue to escalate. Therefore, good judgment should be used in the number of lines installed at the preconvention headquarters, as well as at the facility Perhaps there is already an existing phone that can be used, thus not requiring the installation of additional lines. Some telephone companies have a call-forwarding service that allows a telephone number to be switched elsewhere in the city. Sometimes this is less expensive than installing a temporary phone at the facility if they will let the convention use an existing phone. All options should be checked and the least expensive one selected that adequately cares for the needs of the convention.

Convention telephones should not be used for general volunteer service recruiting by departments, and so forth. All calls, especially long distance, should be kept short and carefully monitored to avoid excessive charges. Normally, cellular phones are very expensive to operate. In view of this, it is suggested that for convention business, such use be very limited whether one wishes to be reimbursed or not. Telephone switching equipment should not be rented or purchased without checking with the Society's Convention Office. See section on "Equipment" on page 3-3.

THANK-YOU LETTERS

It is good to send thank-you letters to companies, city departments, management, building personnel, and so forth, who gave outstanding service on behalf of the convention. However, it is not recommended that thank-you letters be sent to volunteers, whether they have a large or small assignment.

Appreciation can be expressed to them personally as we work with them or as part of other correspondence. Sending official thank-you letters can become burdensome, since they come to be expected by those receiving them and can cause hurt to others who do not. Of course, the committee may occasionally wish to send an official expression of appreciation for an outstanding or unusual contribution of goods or services made by a brother or sister. We leave this to the judgment of the Convention Committee.

VIDEO RECORDING

It is permissible for persons to videotape the program as long as it does not distract others. No provisions will be made by the convention for this, and the Convention Committee should make sure that any brothers choosing to videotape do not use lights or electric outlets, set up equipment in aisles or exits, nor stand in front of the stage. The news media may videotape under the supervision of the News Service Department. No FM or AM broadcasting or closed-circuit TV is to be used at district conventions without the approval of the Society.

DEPARTMENTAL INSTRUCTIONS

ACCOUNTS

The following are Accounts Department procedures to be implemented at district conventions. No deviation from these instructions should be made, even though the brothers have served for many years and are very trustworthy. As an aid in following proper accounting procedures, a sample Convention Accounts Book (CO(d)-56a-e) is shown at the end of this section.

Part of necessary convention business is handling large sums of money. (Acts 6:3) To reduce the possibility of brothers coming under suspicion, at least two persons should be together with convention funds at all times in harmony with the principles found at 2 Corinthians 8:19-21.

Selection of Personnel and Identification

All Accounts Department personnel should be recruited and known by the department overseer or keymen, rather than using unknown volunteers. Care should be exercised to use only mature, spiritual persons. This recruiting system is explained later under the section "Volunteer Service."

The Accounts Department must make up some form of identification for their personnel, which can be carried in their pockets to identify themselves. The Administration card cannot be used as authorization to enter Accounts Department areas. It is good to have the Accounts Department in as private a location as possible with an adequate number of watchmen they personally recruit stationed there.

Bank Account

If starting funds are needed several months in advance of the convention and are not available from parking tickets or a local source without interest, the amount needed may be requested from the Society's Convention Office.

When opening the bank account, effort should be made to obtain an interest-bearing checking account, perhaps with a savings account linked to it. If possible, service charges should be waived. If the bank will not waive the charges, perhaps an account not bearing interest can be obtained without service charges. It may be necessary to go to a number of banks to find one willing to do this. A smaller checkbook is recommended rather than a large costly one.

All information required on the bank signature forms should be filled in as fully as possible for an unincorporated, nonprofit organization account in the name of Watchtower Convention. Our federal Employer Identification Number (EIN) for bank accounts is 11-3092221 and must be put on the bank signature papers where designated. This number must be provided so as not to cause tax complications for the individual signers. This identification number is confidential and should be used only for bank accounts. Three persons serving at that convention(s), including the convention overseer and accounts overseer, should be authorized to sign, with any one signature sufficient to validate checks.

If there are no boxes to check on the bank signature papers showing that we are an "exempt," nonprofit organization or a statement that we are not subject to backup withholding, then an asterisk () should be put beside the Employer Identification Number on the form and the following sentence written in an open space below the asterisk: " This account is held by an organization exempt under Internal Revenue Code 501(c)(3)."

If a Form W-9 accompanies the bank signature papers, the word "Exempt" should be written in the space provided under Part II that states: "For Payees Exempt From Backup Withholding."

As soon as the bank account is opened, photocopies of all the fully completed and signed bank signature papers that were submitted to the bank to open the account should be sent to the Society's Convention Office by the convention overseer after carefully checking them with these instructions. If the account is reactivated from the previous year, the Society's Convention Office is to be sent a letter by the convention overseer stating this, advising if the signatures remain the same, as well as providing the account number. If any signatures were changed, a copy of any forms that were altered must be included. These matters should be cared for several months prior to the convention.

Banks require that anyone depositing $10,000 or more in cash on one day give their name and Social Security number as a "cash transaction requirement," which is permissible. However, in view of this, it is imperative that the bank deposit record shows the federal Employer Identification Number and "Watchtower Convention" as the depositing entity. This is important so the brothers involved are not personally charged with depositing this money.

Preeonvention Records

Prior to the convention, all money received should immediately be recorded in ink in a ledger (i.e., columnar pad). Each week the total of these receipts is to be entered in the Society's Convention Accounts Book. At no time is a brother to work alone on these matters. After the convention, this preconvention ledger is to be sent to the Society with the financial records.

Multiple Conventions

For each group of conventions with a different convention overseer, a separate bank account, Convention Accounts Book, Vouchers, and Receipts, are to be used. Each convention is to pay the bills it incurs. It is recommended that multiple conventions combine thenbuying of stage materials, flowers, baptism pool, and so forth. However, there is no need to prorate these expenses for each convention. For example, the first convention can pay for the stage materials, and the last one can receive the contributions for them. This would also apply to other similar items.

Parking Tickets

If so advised by the Society, the convention will make parking tickets available to the publishers through the congregations for a specific contribution. The Accounts Department will prepare and send an order form to each congregation to use when ordering parking tickets. The congregations will take orders, collect the money, and send a congregation check to the convention to cover the order. The congregations should be instructed to send their check to the convention headquarters address shown on the order form. Any convention letter should use the word "contribution" when referring to the amount for each parking ticket. Since parking tickets are available for a specific contribution, they should be secured as if they were money.

Contributions for Surplus Items

There is no charge for literature or other items at conventions. Flowers, carpet, pools, lumber, and other surplus items may be liquidated for suggested contributions by marking them accordingly. While we are not selling them,the contributions should be placed in a nearby contribution box for that purpose. Conventions are not legally obligated to let persons take these items unless the suggested contribution is made. When such surplus items are liquidated, the total amount of the contributions received should be recorded in the "Other" column on the Receipts page (CO(d)-56a) with a notation identifying the item(s) in the "Transaction" column.

Counting Money

The accounts overseer is personally to prenumber in ink all the Receipt forms (CO-40) in duplicate (an original and a carbon copy bearing the same number). When money is received in the Accounts Department, several brothers will work together at the counting table. They should be informed of the source of the money and, as it is counted, fill out in ink a prenumbered Receipt form in duplicate. The carbon copy of this Receipt is to be sent to the Administration Office immediately. The original should be retained by the Accounts Department. If an error is later found in the original count, then both copies of the Receipt form should be corrected, with both the Administration and Accounts departments initialing the correction. If more checks are received than lines are provided on the Receipt form, then an adding machine tape with all checks accounted for may be stapled to the original form instead of entering them individually. In this case, a verification tape should be stapled to the duplicate Receipt form. No one is permitted to take money off any counting table until it has been counted, verified, and recorded on the Receipt forms. Also, no book bags, purses, and so forth, are to be permitted around or under the counting tables when money is being counted and recorded on the Receipt forms. An overseer is to be assigned for each table, and he is to see that all these instructions are followed.

Internal (Main and Change) Banks

All Accounts Departments have a main bank, and some have a change bank. Both are to be attended by at least two brothers at all times. These brothers will appreciate having someone present with them so as to avoid suspicion.

Bank Deposits

When deposits are prepared, each slip should reflect the sum total of a number of Receipt forms, rather than just depositing surplus money on hand. Thus, it will be easy to check errors when auditing the accounts book. As deposits are made, these Receipt forms can be marked accordingly. The date on each check received must be noted so that postdated checks are not deposited until the date shown. This ensures that the funds will be available for the bank to honor the check.

All money received should always be counted, receipted, recorded in the accounts book that day, and deposited in the bank, if possible, or put in a secure place overnight. This reduces cause for suspicion or temptation.

Reconciling Bank Statements

Each bank statement is to be reconciled as soon as received to be sure it balances with the check stub record and the Convention Accounts Book. Not only is this a required procedure but it is used by the Society to audit the accounts and must be included in the records sent to the Society.

Change Making

No official provision for making change should be made. If anyone comes to the Administration Office with large bills and requests they be changed, it may be done. However, such an arrangement should not be advertised.

Check Cashing

In emergency cases checks may be cashed at the Administration Office. However, the person should bring an elder or a traveling overseer who knows him to vouch for the check, providing his name, address, phone number, and signature. It should be explained to the elder or traveling overseer that by vouching for the check, he is responsible for the amount if the check does not clear the bank. This makes it easier to get reimbursed if the check does not clear. If the person cannot find an elder, the committee will have to decide if they will cash the check or not. In any event, the name of the person's congregation should be recorded for future reference.

Nonsufficient Funds—Cashed Checks

If a cashed check does not clear, all avenues of getting it made good should be tried, including getting in touch with the body of elders involved, prior to sending the checks to the Society. Any cashed checks not made good that are sent to the Society with the financial records should be accompanied with a complete summary as to what efforts have already been made to collect each one. This will assist the Society to pursue them further. These checks are to be handled more vigorously than contribution checks that did not clear the bank.

Nonsufficient Funds—Contribution Checks

When a contribution check does not clear the bank, the convention should kindly write or call the person one time if an address or a phone number is available to see if he wishes to make the check good. If only the congregation is known, the presiding overseer can be asked to check kindly with the person once to see if he wishes to make the check good. If so, the person should be directed to send the funds to the convention address, appropriately marked as replacing his previous check. If there was a bank service charge to the convention for handling the check, the person should be given a chance to make that good at least, since the convention was charged for depositing his check. Then, in October when the accounts records are sent to the Society, the accounts book Disbursements page (CO(d)-56b) should clearly show each check that did not clear and show in a Voucher (CO-47) whether or not the person was reached. Any checks made good would show separately on the Receipts page with the notation that it is a recovered nonsufficient funds check. A sample letter for use when requesting such reimbursement is shown in Figure 2.

WATCHTOWER

BIBLE AND TRACT SOCIETY OF NEW YORK, INC.

WATCHTOWER CONVENTION

(ADDRESS)

(DATE)

(SAMPLE NON-SUFFICIENT FUNDS CONTRIBUTION CHECK LETTER)

(NAME & ADDRESS)

Dear (Name of Contributor):

Enclosed is a photocopy of your check that has been returned to us unpaid by the bank in the amount of . (plus a service charge to our account of, making a total of $_)

Our records show that this check was a donation and if it is still your desire to make this contribution, please use the enclosed self-addressed envelope for this purpose. You will also find below the address and telephone number where you can contact our representative caring for this matter. We would appreciate your caring for this right away since our records must be forwarded to the Society very soon.

Your thoughtfulness in making this contribution is appreciated and we send an expression of our warm Christian love.

Sincerely,

WATCHTOWER CONVENTION

Figure 2. Sample Nonsufficient Funds Contribution Check Letter

Contribution Boxes

The Society consigns prefabricated cardboard contribution boxes to each convention in quantities of slightly more than 1 for every 200 attendees, except for conventions in Assembly Halls, which will use the permanent boxes. The boxes are only printed in English or Spanish. Where multiple conventions are using the same facility, the supply will go to the first convention in each language. Only the Society's boxes should be used and stored locally each year until they become soiled or broken. Any needed replacements will be sent by the Society with the literature shipments. If there is a supply of contribution boxes in or near the convention city, the Society will send a slip to the first convention using the boxes, indicating where the local supply is stored. The boxes fold flat when not in use and

take up very little storage space.

When using the boxes, the three bottom flaps are to be positioned flat against each other so no coins will drop out. No tape is to be used on them except to reinforce the front end of the tuck flaps neatly with smooth plastic shipping tape so they will not become frayed and hard to insert. The boxes should be kept neat and clean.

Each box should have a permanent number on the bottom and be assigned to a specific person who signs for it when he takes it. The boxes must never be left unattended. They should be placed in strategic locations, not only in the seating areas but also in the corridors, near entrances and exits, and so forth, but must not block traffic. At the Bookroom and at literature distribution points, there should be sufficient boxes nearby so they are visible and convenient for delegates to contribute if they desire. The number of boxes put out each day should be at least 1 for every 200 persons in attendance. One qualified and dependable volunteer is to be assigned to watch each box.

The first shift should put their boxes out as soon as the doors open each day and remain until the song for the first session begins. The next shift should put their boxes out during the closing song for the morning session until halfway through the noon intermission. The next shift will relieve those on each box halfway through the noon intermission and remain until the song for the afternoon program begins. The final shift will bring their boxes out during the closing song for the afternoon program and stay until the crowd has left that area for the evening. During the noon break, no one on the first noon shift should leave their assigned location until their replacement, with proper identification, arrives. Key accounting personnel with such identification can take replacement volunteers around to relieve those watching boxes. Each one should sign a list showing they were relieved of their numbered box and show the name and signature of the replacement person so it is known who is to watch it and return it. As a suggestion, two sets of volunteers could rotate to every other shift, and in this way they would work only two shifts each day. Only brothers, no sisters, should be assigned to boxes that are placed in more isolated or open areas. Strategically place a few boxes at appropriate entrances and exits all day long, even during the program, for those who come late and leave early. It should be arranged for those watching these boxes to be able to hear the program.

…