How To 2010

How To

Organize Events

CHARITY EVENTS - SURREY RAYNET NOTES

The following are a few do’s and don’ts to be considered when organizing a new event, or indeed an existing one that has been appreciably altered.

Introduction

Of necessity RAYNET has to interface with the Organizer and the selected User Service, this may be St John Ambulance, or occasionally the British Red Cross, equally it could be any of the User Services listed in BR68.

Alternatively events can be classified as ‘training exercises’ and can be authorized by Emergency Planning Officers, either County or Borough.

For future website material take typical photos of the event

Things to Do:-

· To meet BR68 requirements, written approval to provide

radio communications for the event must be

obtained from a User Service (see the list in BR68)

· To provide radio links from RAYNET Control to RAYNET

outstations, located at marshal points, water-stops etc.

· Pass messages to/from the User Service for the event,

via the User Service Duty Officer and RAYNET Control.

· Pass welfare messages to/from the Organizer.

· RAYNET outstations to pass messages to/from the route

Marshals.

· Maintain logs of messages sent/received. Separate logs to

be kept for :-

Amateur band links

PMR-UK General channels and Leith Hill Repeater

PMR446 channels

Mobile Phone messages

· Maintain RAYNET State Board (manning log)

· ` RAYNET outstations to advise RAYNET Control of organizational vehicle movements on the route, i.e. medical, mechanic, lead, sweep etc.

· Insist on Set-Up meetings being at least one month before the event.

Ensure message prioritising is used.

Things NOT to DO.

· Event organisation. - That’s the Organizers responsibility.

· Risk Assessment – also the responsibility of the Organizer

and RAYNET should not comment on content.

· Directing traffic/marshalling. RAYNET passes messages!

· RAYNET not to make medical resource/logistic decisions

That’s the responsibility of the Medical Duty Officer.

· Do not locate a RAYNET outstation at a location without a marshal, unless for purposes of radio communication only.

2.

Set-Up Meeting's

The Organizer should provide the following:-

Estimated number of participants

Estimated route timings

Route map's with location of Start, Finish, Marshal points etc

Any Police/mobile marshal assistance

Any other relevant event information of interest to RAYNET.

Medical Service retained to cover the event. Duty Officer info

Surrey RAYNET Costs
There are several variables which need to be assessed before the total cost can be established.
The size of the RAYNET team to cover the event. This will depend on the number of outstations, and the size of the Control team required to operate the radio & telephone systems necessary for the event control.
In addition the total door to door vehicle mileage for the RAYNET team and the Control Van - Mercury. This alone can be an appreciable amount.
Donation
This is mainly a factor of the size of the event and the generosity of the event organiser.
In the past this has varied from £75 for the smallest local event to much higher amounts for events having over 1000 entrants with commensurate large income.

Miscellaneous Costs
These may involve set-up costs incurred in attending meetings, postage, telephone , printing and travel expenses.

Also the following topics should be reviewed:

Marshal locations

Whilst not the responsibility of RAYNET, we have, nevertheless, long experience of event coverage.

There is a ‘rule of thumb’ that seems viable where the maximum distance between Marshal points should be - 5Km for walks & 8Km for cycle rides.

These apply especially to off-road events, and these distances should be verbally suggested to the Organizer if necessary.

Where possible, ensure that off-road parking is available at outstation locations.

Medical Services

Route access for ambulances, especially for off-road events, may be a problem. This topic needs a full review as it may well affect the risk assessment, with possibly additional allocated resources.

Organizer

Ensure there is good communications, between Control and the organizer, at all times during the event. The allocation of a RAYNET ‘shadow’ may be a solution. Ensure all organisational matters are referred to the Organizer for early actioning.

RAYNET

The location of Control is usually at the Start/Finish on "out/return" events.

On events where start and finish are not co-sited, the use of RF Signal Path Prediction software to be used to position Control so that the minimum signal level to outstations is never worse than –140dB. The use of talk-through stations is always an option.

Where late appointment of Medical Services occurs, the event can be used as a "Training Exercise" with written approval provided by any emergency planning officer, County or Borough.

Sweep-Up Meeting

To be held as soon after the event as possible but certainly within one month of the event.

This meeting with the Organizer, and other involved parties, should review any problem(s) that arose, so that that corrections can be made for future events.

Edited by Brian G3OYU January 2007