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 (fhb47@hotmail.com)

• 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?