[Home]

Often LARA is called upon to provide communication services in the field both in an emergency and non-emergency basis. During an emergency there are reference guides and protocols set as to how Amateur Radio Operators should provide communications and how they should conduct themselves.

However, during non-emergency events such as community events, there are no set standards or protocol other than those dictated by Industry Canada as licensing conditions. In order for LARA members to present themselves in a professional manner to the public and other amateur operators, guidelines and a standard operating procedure should be followed.

To that end the following " Field Standard Operating Procedure" has been developed to assist LARA members in providing communications in a professional manner and putting forward the proper image for amateur radio operators.

When a request is received to provide communications for a community or other type of event a committee should be struck to deal with the originator of the request and organize LARA’s response to the request. Depending on the size of the event the committee could be made up of multiple individuals or a single individual.

The committee should meet with the event coordinator on site to determine the scope of communications that are needed and other pertinent details. Things such as parking, washroom facilities, security, communicator positioning, timing and dates should be discussed and documented.

Once the site visit is complete the committee will be able to determine the number of communicators required. Coverage for rest breaks must be considered. For instance if it is deemed that five communicators are required then six should be on site. The extra communicator will cover for others as they need breaks or be available if extra duties come up that were not planned for.

If staffing exceeds the required number by more than one, consider double staffing

positions to ensure everyone gets involved (buddy system) especially if

inexperienced members are present. They should be matched up to seasoned

members to gain experience.

Once the number of volunteer communicators required is determined a request for

volunteers should be sent out to all LARA members explaining the event, dates, times

expected conditions, call signs to be used and equipment required. A reasonable

length of time should be allowed for members to respond.

A schedule should then be established based on the number of volunteers and a copy

of that schedule sent to each volunteer. One week prior to the event the volunteers

should be contacted to remind them of their commitment.

After the communicators are arranged and scheduled the Event Coordinator should be

notified advising him/her of the arrangements and requirements on their behalf.

The site visit will determine what type of communications equipment will be required. At most community events VHF handheld radios will suffice. Each communicator should have a HT transceiver that is compatible for the use of repeater frequency access codes and have a spare fully charged battery.

In some cases, due to distances and locations, mobile VHF radios of higher output may be required. Again these radios should be capable of inputting repeater frequency access codes. If mobile VHF radios are required then the volunteer staffing will be required to have vehicles with radios in them or portable units that can be installed in a vehicle.

Due to the possibility of radio equipment failing, if possible, spare equipment should be available on site, especially VHF handhelds. Further a sanitizer wipe of some sort should be available in the event a communicator has to use a piece of equipment other than their own to reduce the possibility of spreading infection.

While operating in the field LARA members should wear their LARA vests and name

tags. Also if possible the LARA banner should be displayed.

At the site visit determine what frequency is to be used. If possible simplex frequencies should be used instead of duplex repeater frequencies. By using simplex frequencies, repeater frequencies are not tied up for extended periods of time allowing for use by others as recommended by Industry Canada. Primary and secondary frequencies should be established.

If the event is small and over a short time period station call signs should be used at

the start of a transmission and at the end of a transmission as required by Industry

Canada.

If the event is of a larger nature and takes place over an extended time period then

Tactical call signs can be used. When Tactical call signs are used a net controller

must be established and that individual must announce the station call signs of all the

volunteers involved prior to the transmissions beginning and every 30 minutes

thereafter as required by Industry Canada. Once the transmissions are completed the net controller will sign off all of the station call signs and clear the frequency.

If Tactical call signs are to be used they should be established prior to the event starting and stated in the notification to the volunteer members.

 

POLICY DATE February 24, 2007 REVISION 00 REVISED