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Event Communications
for Public Service Events
Frank Bender K8FB
April 6, 2017
Presentation Objectives
• Inform amateurs what YARC, as an ARRL Special
Service Club, and our partners do to support
public events in the area through our unique
communications capabilities.
• Thank those of you who already participate in
public service event communications.
• Encourage YOU to join us.
• Encourage YOU to join ARES/RACES or volunteer
to coordinate one of our public service events.
What is Event Communications?
• Event Communications is utilizing amateur
radio to support the operation of public
events such as marathons, bike races, charity
runs/walks.
• YARC currently leads or supports event
communications for 14 public service events
every year.
Public Service
• FCC PART 97—AMATEUR RADIO SERVICE
– §97.1 Basis and purpose - (a) Recognition and
enhancement of the value of the amateur service
to the public as a voluntary noncommercial
communication service, particularly with respect
to providing emergency communications.
ARRL Special Service Club
• A club that exists to go above and beyond for
their communities and for Amateur Radio is what
defines a Special Service Club (SSC). They are the
leaders in their Amateur Radio communities who
provide active training classes, publicity programs
and actively pursue technical projects and
operating activities.
• YARC continues to be an ARRL Special Service
Club.
Objectives of Event Communications
• Help Ensure Safety – Aid stations report unsafe conditions, injuries, or racers who are unable to finish and who may need transportation.
• Ensure adequate logistics – In a dynamic environment, report needs for supply replenishment to support the event
• Track Last Racers – Track runners who may be struggling to finish and confirm completion of the race event
• Track First Racers – Report progress of the race by tracking first racers
• Coordinate with Multiple Organizations – The MARC is normally able to communicate and coordinate with multiple organizations supporting the event
Communications Benefits to Event
• Report emergency situations
• Provide centralized, reliable communications
throughout the event venue
• Get prompt aid for injured participants
• Initiate evacuation of participants who are
injured or unable to finish
• Report race progress
• Request replenishment of supplies at stations
Appreciation• Race organizers greatly appreciate the
contribution that amateur radio and our communicators provide to the success of their events
• We receive consistent feedback from our organizers on the professionalism of our hams
• Our mountain top repeaters provide capabilities that can equal or exceed local public safety communications capabilities
• A comparable commercial communications solution is unaffordable for these types of events
Benefits to Communicators• Emergency deployment simulation
• Confirm individual emergency preparedness
• Opportunity to interact with other supporting agencies such as police, fire, EMS, forest rangers.
• Field test your radio equipment
• Improve your communications skills
• Give back to the community
• Discover and enjoy new and interesting locations
• Meet other local amateur radio operators
• Depart with a sense of satisfaction
Communicator Responsibilities• Volunteer for events – our support cannot happen
without the participation of you, our public service event volunteers.
• Come prepared – Test your radio/antenna on the event frequencies before
you depart for the event
– Bring your radio equipment
– Bring supplies – food, snacks, water, lunch, chair
– Bathroom facilities sometimes are lacking or primitive – be prepared
• Arrive at your assignment on time
• Introduce yourself to the volunteers at your check point – Let them know that you can communicate their needs to the race organizers
Primary Communicator Responsibility
• Your primary responsibility is to fulfill your
duties as an event communicator
• You can assist the check point volunteers, if
you wish, as long as it does not interfere with
your communication responsibilities
Event Instructions
• After you have signed up for the event, the public service event organizer will send you assignment documents a week or two prior to the event
• The event documents will include:
– The communications plan – what frequencies that will be used during the event
– Radio equipment needs for each location
– Event maps
– Assignments and how to get there
– Responsibilities and other instructions
YARC Event Partners
• Yavapai County ARES/RACES –
– Supplies the Mobile Amateur Radio Communications (MARC) vehicle used by net control for most events
– Provides the net control operator for the MARC
– Provides additional volunteer communicators
• Verde Valley Amateur Radio Association and Coconino Amateur Radio Club often provide additional volunteer communicators
• You don’t need to be a YARC or ARES-RACES member to participate
• Volunteers often bring their spouses to assist
Volunteer• We can’t support these events without your assistance
• Depending on the size of the event, we can have the need for
several dozen communicators
• If at all possible, we have at least two communicators at each
station
• We pair up less experienced communicators with more
experienced communicators.
• This is a great and non-intimidating opportunity for new hams
to exercise and expand their skills
• If you feel your radio equipment is not adequate, don’t let that
stop you from volunteering.
• The large majority of locations don’t require a special vehicle
• If you are really into the events, we can use you to plan and
organize one of the communication events.
Public Service Events
• Spring Events
– Sedona Marathon – early February – Frank K8FB
– Whiskey Basin Trail Run – April 8 – Frank K8FB
– Whiskey Off Road Bike Event – April 28, 29, 30 –Frank K8FB
– Whiskey Row Marathon – May 6 - John WB9VGJ
– Chino Grinder – May 6 – Bob KC8BOB
– Mountain Mayhem – May 20 – Dottie WF7DSA
– Yarnell Memorial Run – June 3 – Doug N0DAJ
Public Service Events
• Fall Events
– March of Dimes Walk – September – Organizer TBD
– Skull Valley Loop Bike Challenge – September –
Organizer TBD
– Groom Creek Classic – September – Organizer TBD
– Bradshaw Grinder – September 23 – Bob KC8BOB
– Prescott Road Rally – October 6 & 7 – Bob WB7RRQ
– Man/ Horse Race – October 7 – Frank K8FB
– Diabetes Walkathon – October – John WB9VGJ
Who Has Participated?
• Stand up and be recognized
Who Has Participated?
• Who has participated five or more times?
Who Has Participated?
• Thank you for volunteering to support these
events.
What You Can Do
• Volunteer - Try working an event
• Never worked an event or you feel you don’t
have the right equipment? – No problem
• Most aid stations are easy to get to and don’t
require a special vehicle
• Really into it?
– Join ARES/RACES (www.k7yca.org)
– Volunteer to organize an event
How to Sign Up
• Sign up at the monthly YARC club meetings.
• Contact one of the event coordinators
• Contact Frank Bender K8FB ([email protected])
• Go to www.k7yca.org, select “Calendar” and then select “Event Application” – you don’t have to be an ARES/RACES member.
• You will receive assignment documents a week or two prior to the event via email.
Safety
• At the event, as well as travelling to and from
the event, your own safety is your number
one priority
• Never do anything that you feel
uncomfortable doing
• Communicators are NOT to direct traffic
• Let net control know if you have been asked to
do something where you feel uncomfortable
Event Insurance
• You are responsible for your own medical
insurance in case of injury or illness
• YARC has ARRL insurance which protects you if
sued by a third party (someone not participating
in the actual event)
• The ARRL insurance covers members and non-
members who are participating in club activities.
• For additional details, go to
http://www.w7yrc.org/yarc-club-liability-
insurance/
Mobile Amateur Radio
Communications (MARC) Vehicle
MARC Net Control
• Joe Thomas KD6IDN –
assisting Net Control
• Rob Redford KG7LMI –Net
Control and MARC driver
• Normally monitor four
VHF and UHF frequencies
simultaneously , in
addition to public safety
frequencies.
Sedona Marathon – 3400 Runners
5K, 10K, Half and Full Marathons
Sedona Marathon
Whiskey Basin Trail Run – April 8
Prescott Circle Trail - 87K, 57K, 31K, 10K
Whiskey Off Road Bike Event 4/28 to 4/30
3 Days – 1850 Riders - Pro-Am Event
15, 30, 50 Mile, Criterium Races
Whiskey Off Road Bike Event
Whiskey Off Road Bike Event
Whiskey Row Marathon – May 6
10K, Half and Full Marathons
Whiskey Row Marathon
Chino Grinder – May 6 – 108 Mile Bike Event
Chino Valley to Elk Ridge Ski Area /Return
Chino Grinder
Groom Creek Mountain Mayhem - May 20
4 Sets of 10 and 20 Mile Bike Races
QUESTIONS?