public service events the chance to hone our emergency communications skills and serve the community...

Public Service EventsPublic Service EventsThe Chance to Hone Our Emergency The Chance to Hone Our Emergency Communications Skills and Serve the Communications Skills and Serve the

CommunityCommunity

Developed byDeveloped byBryce Rumery, K1GAXBryce Rumery, K1GAX

Maine ARES Section Emergency CoordinatorMaine ARES Section Emergency Coordinator

Maine ARESMaine ARES

Public Service Public Service EventsEvents

What is a Public Service Event?What is a Public Service Event?– A Public Service or Special Event is a term A Public Service or Special Event is a term

coined by radio amateurs that refers to coined by radio amateurs that refers to activities where the public is in attendance as activities where the public is in attendance as observers and/or participants. They include observers and/or participants. They include sporting events such as marathons, sporting events such as marathons, bikeathons and boat races; fundraisers such as bikeathons and boat races; fundraisers such as walkathons, bike rides and fun runs; walkathons, bike rides and fun runs; celebrations such as parades; and exhibits at celebrations such as parades; and exhibits at fairs, malls and museums. These are all affairs fairs, malls and museums. These are all affairs of a preplanned, non-emergency nature.of a preplanned, non-emergency nature.

How is a Public Service Event similar How is a Public Service Event similar to emergency communications?to emergency communications?– Makes use of the same communications Makes use of the same communications

skills used in emergency skills used in emergency communicationscommunications

– Makes use of the same equipment and Makes use of the same equipment and frequencies used in emergency frequencies used in emergency communicationscommunications

– Utilizes the same people that are Utilizes the same people that are involved in emergency communicationsinvolved in emergency communications


How does a Public Service Event How does a Public Service Event differ from emergency differ from emergency communications?communications?– Is preplanned in natureIs preplanned in nature– Has a fixed durationHas a fixed duration– Is generally lower in stressIs generally lower in stress


Special events don’t just happen. Special events don’t just happen. They are well planned in advance. They are well planned in advance. Event organizers look to Amateur Event organizers look to Amateur Radio to provide a well coordinated Radio to provide a well coordinated and planned communications system and planned communications system to make their event a success.to make their event a success.


Special events are preplanned and Special events are preplanned and non-emergency in nature. The non-emergency in nature. The important word here is important word here is preplannedpreplanned. . As the event is preplanned so must As the event is preplanned so must our communications effort. Just our communications effort. Just ‘showing up’ at a special event with ‘showing up’ at a special event with a group of radio amateurs and a group of radio amateurs and equipment just won’t cut it. equipment just won’t cut it.


““Planning on the fly” is not the way Planning on the fly” is not the way to give a good impression of Amateur to give a good impression of Amateur Radio. It is up to you as an Amateur Radio. It is up to you as an Amateur Radio operator to be a part of the Radio operator to be a part of the effort to make the event a success.effort to make the event a success.


Before The EventBefore The Event


The first step is to volunteerThe first step is to volunteer– Event communications coordinators do not Event communications coordinators do not

have mind reader in their job descriptionhave mind reader in their job description If they don’t know you are coming, they cannot If they don’t know you are coming, they cannot

effectively plan the communications eventeffectively plan the communications event Listen for public service event announcements on Listen for public service event announcements on

the air, on nets, in club newsletters and on the air, on nets, in club newsletters and on internet web sites, e-mail, etc..internet web sites, e-mail, etc..

Once you plan to help out with an event, contact Once you plan to help out with an event, contact the event communications coordinator the event communications coordinator


After volunteeringAfter volunteering– The communications coordinator will let The communications coordinator will let

you know the particulars of the eventyou know the particulars of the event– Take notes when you are talking with Take notes when you are talking with

themthem Be sure and understand when and where to Be sure and understand when and where to

show up and with what equipmentshow up and with what equipment Be sure to let the them know if you are not Be sure to let the them know if you are not

able to stay for the whole eventable to stay for the whole event Try to let the them know if you are not going Try to let the them know if you are not going

to be able to make it for any reason as soon to be able to make it for any reason as soon as possible prior to the event as possible prior to the event


Prior To The Prior To The EventEvent


Try to know as much about the event in Try to know as much about the event in advance as you canadvance as you can

Treat every public service event as Treat every public service event as emergency communications trainingemergency communications training– Have the equipment with you that you might Have the equipment with you that you might

use in an emergencyuse in an emergency– Bring any equipment recommended by the Bring any equipment recommended by the

event communications coordinatorevent communications coordinator– Don’t be afraid to let the event Don’t be afraid to let the event

communications coordinator know what communications coordinator know what equipment you are lacking equipment you are lacking


Make sure your equipment is in good Make sure your equipment is in good working orderworking order– Check your equipment out Check your equipment out beforebefore the event the event– Do not Do not “assume” it’s working properly “assume” it’s working properly– Be certain you know how your equipment Be certain you know how your equipment

operatesoperates Review the equipment manuals if you’re unsureReview the equipment manuals if you’re unsure Have a copy of your equipment manual(s) with Have a copy of your equipment manual(s) with

youyou Preprogram event frequencies into your Preprogram event frequencies into your

equipmentequipment


Public Service EventsPublic Service Events

Before you leave for the event:Before you leave for the event:– Have a checklistHave a checklist

The checklist should have on it everything The checklist should have on it everything you plan to takeyou plan to take

– Be sure you have all the equipment you Be sure you have all the equipment you need with youneed with you Most events depend on you to provide your Most events depend on you to provide your

own equipmentown equipment Extra equipment is not usually available at Extra equipment is not usually available at

the eventthe event

– Arrive with what you need and be ready Arrive with what you need and be ready to operateto operate

Watch the weather forecast in the Watch the weather forecast in the days just prior to the eventdays just prior to the event– Most public service events go off ‘rain or Most public service events go off ‘rain or

shine’shine’– Be sure to have the appropriate clothing Be sure to have the appropriate clothing

for the eventfor the event No need to be uncomfortable when you can No need to be uncomfortable when you can

plan in advanceplan in advance


The Day Of The The Day Of The EventEvent


Arrive on time (or before)Arrive on time (or before) Arrive in a presentable conditionArrive in a presentable condition

– You don’t have to arrive in ‘white tie and You don’t have to arrive in ‘white tie and tails’ but give a good impression of tails’ but give a good impression of Amateur RadioAmateur Radio

– First impressions are importantFirst impressions are important– A sloppy appearance can give the event A sloppy appearance can give the event

organizers, officials and staff the organizers, officials and staff the impression of a sloppy job (no matter how impression of a sloppy job (no matter how good the communications) good the communications)


Upon arrival, report to the event Upon arrival, report to the event communications coordinatorcommunications coordinator– They should provide you maps or They should provide you maps or

directions for the eventdirections for the event– They will provide you with information They will provide you with information

about the event (repeaters/simplex about the event (repeaters/simplex frequencies) and give you an frequencies) and give you an assignmentassignment


The Event BriefingThe Event Briefing– Listen to what is saidListen to what is said

Important information is given out about the Important information is given out about the event and our part in itevent and our part in it

Chatting and “horsing around” during the Chatting and “horsing around” during the briefing only slows things down and requires briefing only slows things down and requires repeatsrepeats

Understand your part in the eventUnderstand your part in the event Don’t be afraid to ask questions if you don’t Don’t be afraid to ask questions if you don’t

understand somethingunderstand something


Operating In the Operating In the EventEvent


Know who the net control station is Know who the net control station is and what their tactical call sign isand what their tactical call sign is

Find out where other stations are Find out where other stations are located and what their tactical call located and what their tactical call signs aresigns are

If any special identification is provided, If any special identification is provided, wear itwear it– Event officials and staff have usually been Event officials and staff have usually been

told how to identify event communications told how to identify event communications personnel. They will be looking for the personnel. They will be looking for the distinctive clothing or badges provided distinctive clothing or badges provided


When you arrive at your assigned When you arrive at your assigned location, introduce yourself to the on location, introduce yourself to the on site event staff and let them know your site event staff and let them know your functionfunction

After your arrival, report into the net After your arrival, report into the net control station that you are in placecontrol station that you are in place

Your primary job is communicationsYour primary job is communications– It’s alright to help out with other event It’s alright to help out with other event

tasks at your assigned location as long as tasks at your assigned location as long as it does not interfere with your primary jobit does not interfere with your primary job


The event net is usually directedThe event net is usually directed– Go through the net control station with Go through the net control station with

your communicationsyour communications Listen more than you transmitListen more than you transmit

– There are others that need to use the There are others that need to use the frequencyfrequency

– Others may have more pressing Others may have more pressing business than you dobusiness than you do


Keep your transmissions short and to Keep your transmissions short and to the pointthe point– Don’t add anything that does not apply Don’t add anything that does not apply

to what you need to say to what you need to say – Don’t editorializeDon’t editorialize– Don’t engage in chit-chatDon’t engage in chit-chat– Don’t report things that are not event Don’t report things that are not event

orientedoriented– Stay focused on the eventStay focused on the event


Make your transmissions clearMake your transmissions clear– Use plain languageUse plain language

Avoid codes and jargonAvoid codes and jargon

– Plan your transmissions in advancePlan your transmissions in advance Don’t think on the airDon’t think on the air

– Say what you meanSay what you mean Don’t add things that detract from what you Don’t add things that detract from what you

are sayingare saying


If you have an emergencyIf you have an emergency– Call the NCS with your tactical call sign Call the NCS with your tactical call sign

and the word “Emergency”and the word “Emergency”– All other stations, excepting the NCS, All other stations, excepting the NCS,

should remain silentshould remain silent– Report the nature of the emergency, Report the nature of the emergency,

your exact location and what is needed your exact location and what is needed at your locationat your location

– Report the emergency in a calm mannerReport the emergency in a calm manner


Use Tactical Call SignsUse Tactical Call Signs– Identifies your location no matter who is Identifies your location no matter who is

operatingoperating– Lets the event staff know where you are Lets the event staff know where you are

locatedlocated


Identify properlyIdentify properly– Tactical call signs do not identify your Tactical call signs do not identify your

stationstation The FCC requires you identify your station at The FCC requires you identify your station at

the end of your transmission or series of the end of your transmission or series of transmissions or every 10 minutestransmissions or every 10 minutes

Do not over identify. It only wastes time.Do not over identify. It only wastes time. It is suggested at the end of your It is suggested at the end of your

transmission or series of transmissions you transmission or series of transmissions you identify with your tactical call sign and your identify with your tactical call sign and your FCC call sign (example: Start/Finish, K1GAX) FCC call sign (example: Start/Finish, K1GAX) which satisfies FCC requirementswhich satisfies FCC requirements


Keep the NCS informedKeep the NCS informed– Report to the NCS when you arrive at Report to the NCS when you arrive at

your assigned locationyour assigned location– Report to the NCS when you are fully Report to the NCS when you are fully

operationaloperational– Report those items that the NCS Report those items that the NCS

requiresrequires Listen to what the NCS is asking forListen to what the NCS is asking for

– Do not leave your post without advising Do not leave your post without advising the NCSthe NCS


Keep the NCS informedKeep the NCS informed– Report to the NCS if you will be away Report to the NCS if you will be away

from your radio for any period of timefrom your radio for any period of time– Report to the NCS when you returnReport to the NCS when you return– Request permission to close your station Request permission to close your station

beforebefore you close your station you close your station– Report to the NCS when you are closing Report to the NCS when you are closing

your stationyour station


After The EventAfter The Event


Return all materials (badges, vests, Return all materials (badges, vests, etc.) to the event communications etc.) to the event communications coordinator or the NCScoordinator or the NCS

Let the communications coordinator Let the communications coordinator know of any problems that were know of any problems that were encountered at your locationencountered at your location– Make any suggestions for improvements Make any suggestions for improvements

you might haveyou might have The information is essential to improving the The information is essential to improving the

event and event communications in the event and event communications in the futurefuture


ConclusionConclusion– No two public service event operations No two public service event operations

are going to be the same.are going to be the same.– Amateur Radio is a hobby activity, but if Amateur Radio is a hobby activity, but if

we exercise professionalism we show we exercise professionalism we show the public that Amateur Radio is the public that Amateur Radio is something special, which something special, which is is what it’s all what it’s all about.about.


Enjoy honing your Enjoy honing your emergency communications emergency communications

skills in a non stressful skills in a non stressful environment!environment!

Presented by Maine ARESPresented by Maine ARES


public service events the chance to hone our emergency communications skills and serve the community...

Documents

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