Responsibilities of a public service event team member

Responsibilities of a public service event team member

WARA’s public service events use on location radio teams to serve as the eyes and ears for the Net Control station. The Net Control station is usually located near the event officials and can often directly relay messages or dispatch first aid.

Volunteer early

When a call for volunteers for an event is emailed from the Public Service Director and you would like to participate, respond early. This allows a quick preparation of the position roster.

Attend training

Some public service events have a training session. This could be either an in person meeting, or an uploaded video. If this is your first or second time participating in the event, you should attend or watch the video.

Read the procedure documents

All of the public service events have procedure documents that include the communications plan. Read through them twice: once when you receive them and again the evening before the event. If there is something you don’t understand, ask for clarification as others may have the same questions. Your input leads to better documentation.

Program the frequencies

Program the frequencies into your radios. Many of the communication plans use repeaters different from the main WARA repeater as a back up. As it can be difficult to program the frequency, offset and tone directly into a radio in the field, it is best to program them well ahead of time. These new memories should be tested in advance. Also practice recalling the frequencies a day or two in advance as infrequently used activities on your radio can be forgotten in the field.

Assemble your kit

Forgetting an important piece of kit out in the field can be uncomfortable or embarrassing. The best practice is to use a checklist. Historically, a hand written “commonplace book” was used for lists like this. Today, cell phone applications such as Anylist, Joplin, a spreadsheet, or a personal wiki built with .html files can be used.

Each of the following event webpages has a customized suggested kit list: 

Check the weather forecast the night before and consider modifying your extra clothing.

Be punctual

Before the day of the event, ensure you check a map route to your location and have considered parking. On the day of the event, leave early enough to allow for potential heavy or diverted traffic to arrive at your station early. Turn on your amateur radio and listen to the activity as you proceed towards your station. If you encounter delays, call Net Control and advise them of your expected arrival time. This call should also alert your partner, who may already be on station.

Check in

Upon arrival at your designated station, attempt to locate your partner. Look around the area for other volunteers supporting the event and make a mental note of their progress or status. If you are the first on location, use the primary frequency and call net control with your callsign advising them that you have arrived.

Examples:

  • “Net control, this is VA7BZA and I’m on station at Yates.”
  • “Yates this is Net Control, I have you logged at Yates.”

Net Control should be notified each time a new radio operator joins (using their own radio to verify correct operation) or leaves a station so the list of operators at each station can be maintained.

  • “Net Control, Yates”
  • “Go ahead Yates”
  • “This is VA7IKZ also signing on at Yates”
  • “Acknowledging VA7IKZ is also on net”

Event progress

Depending upon the event, Net Control may ask your station to report the arrival of the first participants. When they pass your position, give a report such as:

  • “Net Control, Yates, lead runners passing”
  • “Net Control acknowledges lead runners passing Yates”

Keep an ear tuned for calls to your station. Net Control may have a query or instructions at any time.

Monitor the participants passing by your station. Watch for any laggards who may be in either personal distress or may have an equipment failure. It’s common to observe participants with minor ailments slowing them down, but they are determined to finish the course and do not require any aid. If you see anyone in distress, alert your partner while you approach the person to inquire if they require assistance. If they are uninjured and do not wish to continue, offer them a ride in the pick up van. If they are injured, proceed to the medical section below.

Medical issues

Each event has slightly different instructions for injuries. Ensure you read the document that refers to medical assistance before you take up your position.

If a participant suddenly collapses in obvious major distress, here are the Royal Victoria Marathon instructions:

  • In an emergency, stay with the patient and call 9-1-1. If able, another person should radio or call Medical Dispatch. Making both calls at the same time allows for the quickest possible response.
  • Always obtain the bib number of any runner in distress and provide it to 9-1-1 and Medical Dispatch.

If a non-emergency response is required to assess a participant contact Net Control with the available information. They will dispatch appropriate medical aid quickly.

Departure

Radio teams stationed along the course route may stand down once the lanterne rouge or police escort passes by. This is the official tail end of the event and any runners, walkers or riders unable to keep up are considered off the course. Runners and walkers must use the sidewalks. Bypassed participants no longer have the benefit of traffic control or aid station support.

Assess the bypassed participants for any signs of distress. Most are cheerful and determined to finish. If they appear exhausted, offer them a ride back to the starting point in the pick up van.

Once your station has been passed by, call in to net control and request permission to stand down. For some events, net control may assign early finish stations to other positions. When net control stands you down, you may then turn off your radio and depart.

Don’ts

Do not become directly involved in traffic control. This is a specialized task that requires training that we are not part of. If you see a problem, report it to the local Traffic Control Technicians, if present, or to Net Control: they will arrange for a resolution.

Do not administer medical procedures beyond first aid. Call for medical assistance instead as highly trained medical personnel are close at hand.

Do not share the private medical information of participants.

Continuous improvement

As the event unfolds, consider improvements that can be made to our procedures and documentation. Make notes as they occur. If you have suggestions, compose an email shortly after you return home. Proof read it a few hours later then send it to the Public Service email address.

BC Good Samaritan Act

“A person who renders emergency medical services or aid to an ill, injured or unconscious person, at the immediate scene of an accident or emergency that has caused the illness, injury or unconsciousness, is not liable for damages for injury to or death of that person caused by the person’s act or omission in rendering the medical services or aid unless that person is grossly negligent.”

References