Zimbabwe Amateur Radio Society

Zimbabwe Amateur Radio Society

Preamble

(Mashonaland Branch)

Iron Man road race

251h April 1999

We have been asked to provide rad io cover for the 1999 Iron man road race be run on Sunday 251h April 1999.

Starting from the Standard Chartered bank sports club at 05:30 sharp so we have to be in place and operating by 05:20 latest.

The race is run from the Standard Chartered bank Sports Club round a circuit to the north and north east and back to the Standard Chartered bank sports club , a distance of 65km. See map attached showing route .

There will be watering points and various marshalling points on the circuit.

A lead vehicle will be ahead of the riders which has the race clock on its roof. In this vehicle will be a radio operator and a doctor. A 2nd vehicle will follow the lead women runners and we will have a radio operator with this vehicle. An ambulance from Red Cross will also be available.

ZARS Objective

To provide radio cover and communication along the route for both information and safety cover.

To ensure that runnners are not taking advantage of short cuts, cheating etc and to provide some interest to the bystanders back at Standard Chartered bank sports club the radio stations will pass on information relating to the progress of the race. We will also provide feedback to the Marshall's at the various points on the circuit. This information will relate to the progress of the race and any other relevant information.

Please be aware of the fact that we are also providing safety cover and any emergency traffic will take priority. Please keep the overs short and allow breaks to enable any station with emergency traffic access to the frequencies.

A radio station will be set up at the finish line to which all the traffic will be passed. This station will also be operating the public address system for the public at Standard Chartered bank sports club and will be manned by Rocky and myself Z21KJR. Rocky will operate the station under the direction of Z21KJR and may come up on frequency at times.

Frequencies to be used fo r t he event

1 Harare repeater 145,650 RX Mobile & portable operation on 145.050 Tx the start and finish part of the

course and anv other point

2 Simplex fall back frequency for use by 145,500 Rx/Tx Frequency used by mobile I mobile and portable stations when the portable stations to relay station. repeater is out of range.

3 Simplex frequency from the relay point to 145,550 Rx/Tx This will be the frequency used the base station at Standard Chartered between Z21KJR and Z21KL for bank sports club. the relav. Please keep it clear.

5 MARS 165,0500 Rx KJR and KIR both have access 160,0500 Tx to this frequency and will

monitor and pass emergency traffic if required. Note this is MARS own emergency frequency and prior dispensation is required to access this repeater.

File ref : Raceorganisation4.doc Page 1 of 13

Zimbabwe Amateur Radio Society Method

1 Base/Control

Fred and Rocky will operate the base station as Z21 KJR situated at the finish line which will monitor both the Harare repeater and the fall back frequency of 145,500

All stations with direct access to the base will communicate via these frequencies.

It will also provide a link to MARS as required.

Medical personnel will be in attendance and can be mobilised as required.

2 Relay station

This station will be manned by Wynard Z21KL. He will be monitoring the simplex frequency 145,500 Rx/Tx and will relay back to the base station as required on the link frequency of 145,550 Rx/Tx. When the majority of the race has passes the top of the course this station will relocate to the Borrowdale brook area to provide cover to the other half of the course.

3 Sweeper

A followup vehicle will acts as sweeper and will pick up any person not able to complete the course.

4 Operators.

name call Fred Wilkinson Z21KJR

Nigle Tucker Z21KIR Joe C91CE Tony Des Sharpe Z21GH Wynard Z21KL Martin Stakesby Lewis Z21GY Rocky 725603

MARS radio room 01 or MARS.

PE boys assist on check points

Tony Thomas Z21 KV

position Base Station Base ;td operator. check point 1 I 4 check point 2 I 5

check point 3 I 6 link relay men lead women lead

????

Abriviated Call sign bravo sierra.

charley 1. charley 2.

charley 3. romeo 1. lima 1. lima 2.

Note; when at the check points PLEASE check if radio contact can be made, if not even via relay then please move to a high point on the course where contact can be made and operate from there. Notify base or relay of the change.

Race Rules for the runners.

All runners are to exhibit their race numbers at all times, the race organisers require the marshals to record race numbers to prevent cheating. Only runners displaying their race number will be considered official entrants.

Runners may not leave the course, approach or enter any motor vehicle. No personal seconding is permitted. No diesel motor vehicles or truck may accompany the runners.

Traffic marshals and police must be obeyed at all times.

Equipment

All station will require 1 or more pencils erasers etc., Clip board would be helpful , Radios with batteries fully charged Map of race course Vehicle ID sheet Sticky stuff Clock or watch Rain gear Binoculars if possible First aid box if you have one ZARS jacket On site in time (and a good pair of eyes ;-) )

File ref: Raceorganisation4.doc Page 2 of 13

Zimbabwe Amateur Radio Society Radio Traffic mode

Two vehicle communications identity sheets will be circulated with the final version of these notes which is to be placed in the windscreen of each vehicle. This is to facilitate ease of progress and identification by any of the race organisers. For those who have please use your ZARS jackets while operating in portable mode.

Radio traffic from the check points will consist of passing the numbers of the lead runners who have passed that point back to the base station . To facilitate this and to enable records to be kept a log sheet (see attached) will be used to record the numbers and some of the times. When the control station calls that check point the check point will then pass the numbers in the order from first on. Do Not transmit times, only runners numbers. To ensure that transmissions are kept short only transmit 10 consecutive numbers and then check that the receiving station has copied to that point. This break will allow any station with emergency traffic to break in , or the control station may request another check point station to pass information. When called again by the control station the check point station will continue by repeating the last number sent and then passing on the next 10 numbers. Note: If any runners race number is missed just enter xx into the sheet and pass the number to the control stations as "xx". We do not require that every runner in the race is recorded but wish to note the first 150 or so.

The race organisers are interested in following the lead runners and also making a note of any sudden change in the order of the lead runners, i.e. A new runner unexpectedly appearing ??? in the lead pack. We will also try to find the notable runners i.e. oldest, youngest etc to pass on to the base station for general interest of the spectators.

The control stations will record the traffic on special group sheets and if one of the numbers is not copied a space will be left and the remaining numbers recorded. At the end of the of the transmission he will request the number to be re-sent by requesting the "number following "YYYY". Race numbers start from 500 , any other number is not part of the race. About 450 runners are expected to take part.

In the case of emergency traffic all transmission of numbers will be stopped until the emergency traffic has been completed. Please continue to record the numbers during this time, as the information will still have to be sent to the controlling base station at a later stage.

Call signs

Only identify your station at the beginning of every transmission . The control station needs to know who is calling because voice identification may at times be difficult. Do not repeater the calling station call sign as this adds congestion to the frequency. To also assist in keeping calls brief we have allocated abreviated call signs as an alternative to be used, The base station will give a list of ful l call signs at times to ensure we are compling with the rules.

Please! Please! Keep all transmissions short and traffic to the point of the exercise as the mobile stations will not necessarily be able to hear all traffic on the channel and making blind transmissions may block the base station from hearing other stations which could be transmitting. Allow a brief space between calls to monitor for any station requesting emergency traffic. In the case of a station calling in an emergency the base will respond first, if for any reason the base does not respond then a station who has communication with both the calling station and the base will act as a relay. If your message is urgent, call again stating you have urgent traffic. Check that you are not in a "dead spot" and cannot be heard.

A few pointers as a gentle reminder

Always acknowledge calls and instructions. This can be done by merely giving your call sign. Nothing disrupts the smooth flow of a message than to be greeted by dead silence in response to a message. If you cannot copy or respond to a call immediately, then tell the caller to repeat or stand by, otherwise acknowledge every call immediately.

Never acknowledge unless you understand the call or instruction. If you do not understand, ask the station to repeat the message and then make sure you have the instruction or message copied correctly before acknowledging. If you need a message repeated, then transmit "say again " do not use the word repeat as this can be heard as received when conditions are poor.

Should you have to leave your radio unattended for any reason , then leave a person monitoring on the frequency. A monitor can be a passer-by or any other person who can alert you should a call be put out for your station. Remember that the regulations allow you to talk to any other station in an emergency and that another person may operate your radio if life is at stake.

Always advise the control station that you are leaving your station and again when you return . The control station must be aware of your location at all times.

Pause during long messages and request verification from the other station by saying "roger so far over" wait for the station to acknowledge then proceed with your message.

File ref : Raceorganisation4.doc Page 3 of 13

Zimbabwe Amateur Radio Society Emergency traffic.

Emergency traffic will take priority over all other traffic. A doctor will be in the lead vehicle and Z21HA will be in the vehicle as radio operator. A Red Cross ambulance will also be in attendance and we are trying to ensure that radio comms is establish to this vehicle.

To faci litate emergency traffic Z21 KIR and Z21 KJR stations wi ll have the capability to directly call the MARS radio room. When either of the above stations has a declared emergency and the MARS radio room called MARS station will take control of the situation and the control station will revert to passing traffic to and from the MARS mobile units as required. PLEASE all other stations to maintain radio silence during the emergency unless another situation arises or they can assist in the traffic.

All emergency traffic must be controlled from the MARS radio room to ensure accurate information is passed on.

If any check point has an emergency situation PLEASE establish the following before calling in,

CALLING FOR ASSISTANCE

Once you have decided that help is needed, be it ambulance, fire etc. call for it immediately with the following information which must be passed on:

a. Your Call sign should the Emergency Services need to get back to you.

b. The exact location of the incident- the name of the road and nearest cross road or mileage peg.

c. An indication of the type and severity of the incident. e.g. A motor vehicle accident, 2 vehicles involved, 4 passengers trapped.

d. The number, sex and approximate ages of those involved and if possible the nature of their injuries.

e. Request special aid if you suspect heart attack, childbirth or any other similar condition.

f. Remain at the scene until help has arrived and you have handed over to the emergency crew.

g. The name of any official who is requesting the communication if not yourself.

h. If the person requiring ambulance service has medical aid cover

The control stations will record the information and may request clarification of any item, after which the required response will be undertake. Most important DO NOT PANIC. We are here to provide communications and must ensure that all required facts are accurate etc.

Emergency phone numbers

The following have cell phones and can pass messages to and from the net if requ ired

Fred Wilkinson number 011 604 838

Mars emergency number's 727540 & 734513 & 111 600 002

Finally

At the end of the day we are out to show them what we can do in a professiona l manner and most of all enjoy ourselves doing it.

File ref: Raceorganisation4.doc Page 4 of 13

Zimbabwe Amateur Radio Society

Runner / Time

Lead check point record sh~/ Point of record , c;z j,

-?; 7 2v v

)) / . v 7 ,-'( I 77 -")LJ.('

5!4-_ 2 '5Lt! \2-LL. ) z_.::: ~01 <) 5:'9 ~ -~-·-)

-

Runner Time comments

File ref : Raceorganisation4.doc

I 2-

I .z

SJ2.v v~ /.

C:~2_v VJ/'v L Cf 2v v l,J J 11 5:52 t>72.

70 9_ zc f-:. 7 _L?

(

~ £, <;-

Page 5 of 13

v J J