From Megawiki

Contents 1 Executive summary 1.1 Event Mission 1.1.1 Coordinators Corner 1.2 Suggested Reading 1.2.1 Race Points of contact 1.2.1.1 Racine, County of frequencies 1.2.2 example protocols 1.2.2.1 Last Minute Thoughts 1.2.3 First example 1.2.4 Example 2: Inter-tactical exchange 1.2.5 Final thoughts 1.3 Technical improvements 1.4 Evaluation 1.4.1 Swim phase 1.4.2 Bike Phase 1.4.3 Run phase 1.5 Appendix 1 1.5.1 General Log of comments 1.6 General comments

Executive summary

Event Mission

• Provide communications for health and welfare of event at critical tactical locations.
• Provide high level of progress of race, first male and female runner numbers, and also when SAG-2 clears station. Runners will have ORANGE bands and Runner Numbers posted on them. Net control will most likely release you from station then.
• Serve agencies ( Police and event coordinators) as dictated by mission.
• Practice communications in a controlled planned environment, such as events like this.

Coordinators Corner

Overall, the event was a success. Like every event some improvements can be made. Every plan or event should have well laid out details on what is being accomplished. Without these, the event will be disarray. As to providing communications, I think hams did show very good effort minding some technical issues to provide communications on a large scale covering almost half the county. With a very high heat index. Most Hams did long hours in the heat and came prepared. Technical issues can be overcome fairly easily, procedural ones sometimes take a longer track, depending on the issue.

A high level progress of the race went well in the first two phases, and broke down as the heat and emergencies hit. But at that time everyone was on the running track of the race. Groups of 10-20 were dropping out because of heat exhaustion. I know for a fact the event coordinators would have faired much better by ensuring communications that was provided, on the sag wagon’s and other areas.

The hams did very well to provide inter-agency communications, as noted by the SGT Bill Masmon. All phases were coordinated and tied together by the Hams. Kudos for all who made this happen! We did practice communications in a planned environment. Therefore setting reasonable goals and achievement was made, next year we should be experiencing a even better result.

More improvements are mentioned below, Everyone did show up on to their assigned post this is a good example of people knowing where and what to do. We didn’t even have a planning meeting, that was one of my goals, because everyone was so far and scattered. It did work fairly well, I am recommending advance planning meetings of 1-2, 2-3 months prior to get everything lined up.

Suggested Reading

Ham scope of event frequency plan example protocol documents, personnel assignments, maps, contact lists.

Race Points of contact

Contacts listing
Who	Title	Cell	CONTACT PRIORITY
JIM MARKSTROM	A.E.C	262-909-3996	1
CATHY MARKSTROM	HAM CO-ORD	262-909-9609	2
SHANNON KUREK	HFP RACING PRES	PRIVATE	1
SCOTT ERDMAN	HFP VOL CO-ORD	PRIVATE	2
ADAM SMITH	RACINE CONV & VISITOR	PRIVATE	3
KEITH OWSLEY	MEDICAL CO-ORD	PRIVATE	1
SGT BILL MASMON CITY OF RACINE	EVENT COMMANDER MOBILE COMMAND VEH	N/A	1

Racine, County of frequencies

Racine County Frequencies

example protocols

• The pro-word Break, will be used with Tactical callsign in Emergency situations.

Example Break Break , AID-1, TRAFFIC.

NCS: Aid-1 Rodger, GO. Etc.

Last Minute Thoughts

Remember in absence of other communications we are the last line, agencies such as Racine, Sheriff, Coast guard, etc. can, and may utilize us as needed for immediate preservation of life and property.

Net control and event EC will help guide you! That is their job.

Note: An after event debrief meeting will be held at the next appropriate time. Feel free to email / Call KB9MMA afterwards for the above.

If you have a note on positive criticism, on something to improve after the fact, note it and bring it to that meeting, and NOT the event NET. The day of is to DO not to analyze. Plus others will be listening!

First example

(First runner announcements, and SAG-2 report clearing station)

AID-1: Net Control, AID-1, … N0CAL

NCS : AID-1 go ahead, WB9RGO

AID-1: I would like to report first male runner #42, AID-1 back to net control, N0CAL.

NCS: Rodger, I will relay that information to MC-1.

NCS: MC-1, This is Net Control.

MC-1: Net control, MC-1 Go ahead, N9RGX

NCS: Please copy first male Runner #42 has passed AID-1 Station, NCS-1, WB9RGO.

MC-1: Rodger, Net control, MC-1, N9RGX.

(notice you use your TACTICAL call, and use your call on first transmission (also every ten minutes when exchanging traffic, and at the end.)

Example 2: Inter-tactical exchange

AID-1: Net Control, AID-1, with traffic for SAG-1, N0CAL

NCS: Aid-1 go ahead, WB9RGO (NCS may ask you to standby).

AID-1: SAG-1, AID-1 , Can you please stop by with spare antenna, also what is your ETA with other supplies?

SAG-1: AID-1, SAG-1 Rodger, I am on my way with items, will be there in 15 Min estimated., KB9MMA.

AID-1: AID-1, SAG-1 Thank You, Back to Net control, N0CAL

NCS: Net control standing by, WB9RGO.

Final thoughts

• Work as a member of a team, and be willing to take direction from others.
• Volunteers need to be able to think and act quickly, under the stress and pressure.
• Practice emergency communication skills. (Events like this help us practice in controlled conditions.)
• A positive attitude it impacts others you interact with.
• You are not a "first responder.", 99% of the time you are relaying information.
• The only decisions you can make are those affecting your own health and safety.
• You cannot do it all.
• It is advisable, not to talk to the press, please refer to them to the Media-1 ham liaison or net control.
• You are not covered by, any insurance, this is NOT a declared emergency!
• Use good judgment!
• Have fun and learn, don’t worry too much about making mistakes

Technical improvements

• Installation of a emergency receive link site on 147.27 repeater – pending ARES assist if necessary.
• VCR/ARES obtain a ½ dual band antenna and portable mount - Done and tested.
• VCR/ARES obtain a Dual band radio for Net controls
• Emergency powered
• VCR/ARES obtain hand held radios for hams that don’t have them - Done
• VCR/ARES – co-ordinate building of ½ wave antennas for hams that are active in organizations. (j-poles). – 3/28/06
• VCR/ARES – have a continuing emergency preparedness plan and activities through the year.
• VCR/ARES – start-up a digital group to promote Digital communications between hams and served agencies
• Deploy Digital solutions as in events for testing Winlink 2k / APRS.
• Utilize alternative radio communications to avoid shadowing. (GMRS, CB, ETC.)

Evaluation

Swim phase

The boat phase went pretty much flawlessly, we were providing communications to the coast guard, sheriff boats, and even event coordinator before we thought we would be needed. Everyone was on station and got picked up, and checked-in . Some confusion on boat tactical signs, and a Lakeshore crossbander into the 27 repeater would have been good, perhaps this can be used for the 220 link. I give this part of the event a A+++.

Bike Phase

This is where communications were needed the most! This phase is the most challenging in my mind! People going everywhere!

The coverage aid stations was pretty much all the coverage we had, and also my ham sag.

I recommend strongly that all hams be familiar with protocol being used. I am recommending to practice net control protocol this on wed night nets. A larger net control base is needed and will be worked on. One net control is too long for an event, but WB9RGO did a good job.

I do recommend sending a Separate " non coordinator sag out next year. This could be the BIKE coordinator person. This delivered food and water to hams at AID stations.

APRS or Winlink 2k may be utilized next year, with RCARES digital group involvement It could possibly fly 2006 year. But with less than a week to plan.....

Next year I am recommending three helper sub-co-ordinators.

Run phase

110 Degrees! Heat index Runners were dropping like flies in droves.

Hams seemed to be on the cool side here. We did take on some heat exhaustion by 2:30 in the afternoon. KB9ZPV did a good job shadowing the EMS, which was utilized.

One thing to note when calling in protocol on help Make sure to give an exact cross street location. More detailed route maps should be requested for our stations so they can tell where things are happening from event coordinator.

Again a cross band repeater link should be setup along the Lakeshore for better receive coverage. Simplex drills are recommended also.

Appendix 1

Post discussion net meeting on the air.

General Log of comments

• K9JKA – Really nice, learned about triathlon
• N9RGX – More time to plan large event = Jan
• WA9JMO – Racine county planning, lack of communication on visitor’s bureau.
• KB9ZPV – Good detail on Maps, improved over last year.

Boat

• KC9GKS – Confirm / check tactical calls other agencies are using for their IE BOAT –1 = is boat one..
• WB9USI – more boats next year for coverage.
• N9NMR – HT along lake, need cross bander into repeater / simplex frequency

Bike

• KB9ZPV – Medical Locate riders / need built in protocols for describing at least a cross road and better yet an Address where participants were for 911 reports.

Antennas - 25 watt ½ wave or better and spare battery.

• KC9FUT- Use cell phone or phone if nearby as back-up
• N9NMR - Tactical format needs to be practiced.

General comments

• K9RI - 220 Link helped for coverage on lake and outlying areas
• K9JKA – Tactical calls / perhaps logistics net for race?
• N9NMR – Keep track of event , log traffic so you don’t have to work off memory
• KB9ZPV – Allow new NCS to participate and gain experience.

• KB9MMA- Achieved general health and welfare targets, improvements can be obviously made, did it with half of people and is good example on what you can do with limited resources.