Public Service Events The Chance to Hone Our Emergency Communications Skills and Serve the Community Developed by Bryce Rumery, K1GAX Maine ARES Section Emergency Coordinator Maine ARES

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

How is a Public Service Event similar to emergency communications? How is a Public Service Event similar to emergency communications? –Makes use of the same communications skills used in emergency communications –Makes use of the same equipment and frequencies used in emergency communications –Utilizes the same people that are involved in emergency communications Public Service Events

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

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

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

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

Before The Event Public Service Events

The first step is to volunteer The first step is to volunteer –Event communications coordinators do not have mind reader in their job description  If they don’t know you are coming, they cannot effectively plan the communications event  Listen for public service event announcements on the air, on nets, in club newsletters and on internet web sites, , etc..  Once you plan to help out with an event, contact the event communications coordinator Public Service Events

After volunteering After volunteering –The communications coordinator will let you know the particulars of the event –Take notes when you are talking with them  Be sure and understand when and where to show up and with what equipment  Be sure to let the them know if you are not able to stay for the whole event  Try to let the them know if you are not going to be able to make it for any reason as soon as possible prior to the event Public Service Events

Prior To The Event Public Service Events

Try to know as much about the event in advance as you can Try to know as much about the event in advance as you can Treat every public service event as emergency communications training Treat every public service event as emergency communications training –Have the equipment with you that you might use in an emergency –Bring any equipment recommended by the event communications coordinator –Don’t be afraid to let the event communications coordinator know what equipment you are lacking Public Service Events

Make sure your equipment is in good working order Make sure your equipment is in good working order –Check your equipment out before the event –Do not “assume” it’s working properly –Be certain you know how your equipment operates  Review the equipment manuals if you’re unsure  Have a copy of your equipment manual(s) with you  Preprogram event frequencies into your equipment Public Service Events

Before you leave for the event: Before you leave for the event: –Have a checklist  The checklist should have on it everything you plan to take –Be sure you have all the equipment you need with you  Most events depend on you to provide your own equipment  Extra equipment is not usually available at the event –Arrive with what you need and be ready to operate

Watch the weather forecast in the days just prior to the event Watch the weather forecast in the days just prior to the event –Most public service events go off ‘rain or shine’ –Be sure to have the appropriate clothing for the event  No need to be uncomfortable when you can plan in advance Public Service Events

The Day Of The Event Public Service Events

Arrive on time (or before) Arrive on time (or before) Arrive in a presentable condition Arrive in a presentable condition –You don’t have to arrive in ‘white tie and tails’ but give a good impression of Amateur Radio –First impressions are important –A sloppy appearance can give the event organizers, officials and staff the impression of a sloppy job (no matter how good the communications) Public Service Events

Upon arrival, report to the event communications coordinator Upon arrival, report to the event communications coordinator –They should provide you maps or directions for the event –They will provide you with information about the event (repeaters/simplex frequencies) and give you an assignment Public Service Events

The Event Briefing The Event Briefing –Listen to what is said  Important information is given out about the event and our part in it  Chatting and “horsing around” during the briefing only slows things down and requires repeats  Understand your part in the event  Don’t be afraid to ask questions if you don’t understand something Public Service Events

Operating In the Event Public Service Events

Know who the net control station is and what their tactical call sign is Know who the net control station is and what their tactical call sign is Find out where other stations are located and what their tactical call signs are Find out where other stations are located and what their tactical call signs are If any special identification is provided, wear it If any special identification is provided, wear it –Event officials and staff have usually been told how to identify event communications personnel. They will be looking for the distinctive clothing or badges provided Public Service Events

When you arrive at your assigned location, introduce yourself to the on site event staff and let them know your function When you arrive at your assigned location, introduce yourself to the on site event staff and let them know your function After your arrival, report into the net control station that you are in place After your arrival, report into the net control station that you are in place Your primary job is communications Your primary job is communications –It’s alright to help out with other event tasks at your assigned location as long as it does not interfere with your primary job Public Service Events

The event net is usually directed The event net is usually directed –Go through the net control station with your communications Listen more than you transmit Listen more than you transmit –There are others that need to use the frequency –Others may have more pressing business than you do Public Service Events

Keep your transmissions short and to the point Keep your transmissions short and to the point –Don’t add anything that does not apply to what you need to say –Don’t editorialize –Don’t engage in chit-chat –Don’t report things that are not event oriented –Stay focused on the event Public Service Events

Make your transmissions clear Make your transmissions clear –Use plain language  Avoid codes and jargon –Plan your transmissions in advance  Don’t think on the air –Say what you mean  Don’t add things that detract from what you are saying Public Service Events

If you have an emergency If you have an emergency –Call the NCS with your tactical call sign and the word “Emergency” –All other stations, excepting the NCS, should remain silent –Report the nature of the emergency, your exact location and what is needed at your location –Report the emergency in a calm manner Public Service Events

Use Tactical Call Signs Use Tactical Call Signs –Identifies your location no matter who is operating –Lets the event staff know where you are located Public Service Events

Identify properly Identify properly –Tactical call signs do not identify your station  The FCC requires you identify your station at the end of your transmission or series of transmissions or every 10 minutes  Do not over identify. It only wastes time.  It is suggested at the end of your transmission or series of transmissions you identify with your tactical call sign and your FCC call sign (example: Start/Finish, K1GAX) which satisfies FCC requirements Public Service Events

Keep the NCS informed Keep the NCS informed –Report to the NCS when you arrive at your assigned location –Report to the NCS when you are fully operational –Report those items that the NCS requires  Listen to what the NCS is asking for –Do not leave your post without advising the NCS Public Service Events

Keep the NCS informed Keep the NCS informed –Report to the NCS if you will be away from your radio for any period of time –Report to the NCS when you return –Request permission to close your station before you close your station –Report to the NCS when you are closing your station Public Service Events

After The Event Public Service Events

Return all materials (badges, vests, etc.) to the event communications coordinator or the NCS Return all materials (badges, vests, etc.) to the event communications coordinator or the NCS Let the communications coordinator know of any problems that were encountered at your location Let the communications coordinator know of any problems that were encountered at your location –Make any suggestions for improvements you might have  The information is essential to improving the event and event communications in the future Public Service Events

Conclusion Conclusion –No two public service event operations are going to be the same. – Amateur Radio is a hobby activity, but if we exercise professionalism we show the public that Amateur Radio is something special, which is what it’s all about. Public Service Events

Enjoy honing your emergency communications skills in a non stressful environment! Presented by Maine ARES Public Service Events