The following information has been used successfully for years on Public Service events, and is designed to be used as the outline for communicating with Radio Control and other members of the crew on the weekend of the event.
One of the primary purposes of the Communications Team is to become the HUB of the ride when information is needed to be relayed from one individual or group to another. The Communications Team has access to all of the members of the event and is able to in one form or another, relay information that is needed. This can be critical in a time of crisis and your understanding of the communications protocol is essential as each of you play a key role in keeping the communications moving!
During the weekend of the event you will hear the Communications Team referred to as Radio Control. You may also hear us referred to as Radio Base, or Aids Ride Dispatch, we will answer to any & all of these! Another important role that Radio Control plays during the event is that we are in direct contact with the Emergency Services Departments for each town that the event goes through. Further we also have our own Emergency Medical Services Team for the ride.
TOLL FREE NUMBER:
- This number is YOUR PRIMARY WAY TO REACH H2B during the weekend of the ride. It will be listed everywhere and is currently the contact number on the H2B Web Site. Look closely it’s really easy to remember!
1-877-422-2453 (H2B-BIKE)
- This number is also a good number to give your family & friends on the weekend of the event, should they need to reach you with an urgent message.
- We will also use this number to convey information to the public, volunteers, crew & riders, should that need arise to get out information to the masses. (An example of this would be Severe weather)
- For those of you who will not have a 2-way radio this number will be a vital part of how you will be able to call in and get questions answered, Although we use this for Emergencies we have several call takers and want each of you to feel comfortable to use it, to communicate!
2-WAY RADIO'S:
- As part of the crew you may be issued a mobile radio, Hand-Held Radio or both. Don’t worry if your suppose to have one of these you will know in advanced, if you feel you should have one please check with your Crew Captain, if they agree they will add you to their communications equipment list.
- ANYONE who will be issued a 2-way will be required to check it out the morning of the event at the communications table set up at registration. You will need to have an ID with you and be prepared to leave some type of card as collateral in place of the radio; this would be some type of ATM, Credit Card or Picture ID. This will be placed in a sealed envelope and returned to you at the Cape Inn at the finish of the ride on Sat. There will be a table set up for you to return your radio equipment at the holding area and claim your envelope with your collateral.
- Some of you will be in a crew position that needs a radio that might prefer to have a lapel microphone attached to it. This is an ext. speaker that you can clip on your shirt to make it easier to hear. If you think you’re going to need one of these please let your Crew Captain know this so that they can add this to their list of radio equipment.
EMERGENCY COMMUNICATIONS:
In the history of this event, as acting communications coordinator I have never had the need to activate Emergency Communication Operating procedures. I would love to keep it this way! However, it’s vital that each of you know your role and how to handle an emergency! It’s important that you know that the Communications Team & Emergency Medical Staff have years of experience in working with these types of events and when the time has come for us to spring into action we have been prepared. Part of this preparation is making sure that each of you knows the role you play and how you can help.
WHEN AN EMERGENCY HAPPENS REMEMBER THESE STEPS!
- If you have a 2-way radio call for radio control and state "your name and/or ID (SAG2 or pit stop 3 crew member) I have an emergency situation". (radio control this is the SAG 3 I have an emergency situation, please come in)
- Call 911
- If you do not have a 2-way radio and you have a cell phone with a signal call Radio Control on the Emergency Toll Free! 1-877-H2B-Bike Remember we are in contact with local safety Departments. Also remember we have our own Emergency Medical Services Team that is out on the route patrolling. These Vehicles will be marked with the letters ER in the windows followed by their unit number (ER1) Emergency Response 1.
Do your best to stay calm. Radio Control will clear the airwaves of all radio traffic going out over the air, So that you can provide us with the emergency information.
WHAT INFORMATION WE ARE GOING TO WANT TO KNOW:
- Who you are & who is injured? A Rider or Crew # (Do your best to not use the name of the Rider or Crew but rather their ID. For confidentiality reasons)
- What your location is. I know we are traveling many times in unfamiliar areas but always do your best to be mindful when you enter a new town or cross a major Rt. This can be VITAL when trying to get help to you!
- What is the emergency? To the best of your ability describe to Radio Control what has happened. Details are very helpful to pass on.
- NEVER EVER move a rider or crew member that is down and appears to be severally injured. Certain Medical Precaution need to be taken by trained medical staff before moving an injured person. Do your best to keep the injured person calm and let them know that help is on the way.
- If the injury happens on a roadway do your best to protect yourself and the injured party. If you have access to a vehicle, park it behind the injured person approximately 30 ft. back. Allowing yourself and them protection by the vehicle!
- Stay calm; remember both the Event Emergency Services and the local town Emergency Services are en-route to assist you!
Congratulations you have done your part in making sure that Safety and Communications have been carried out properly!
BRIEF RADIO OVERVIEW:
- We will explain in more detail how to use your radio the day it is issued to you, but here is just a brief overview of what you can expect.
- These 2-way radios work in 2 modes, the 1st is direct radio to radio and the second is via a tower that is located in Miles Standish Monument State Park between Carver & Plymouth.
- Direct Radio to Radio communications is always done on Ch.1 We will be on this channel most of the time. When you need to reach someone.
- Ch. 2 is use when we are trying to talk at greater distances. You can switch to channel 2 when know you are past, Norwell/Hanover area. Remember if you can’t reach anyone using Ch. 2 ALWAYS SWITCH BACK TO CH. 1.
THE RADIO CHANNEL LAYOUT IS AS FOLLOWS:
- Channel 1 is Radio to Radio and used most of the time
- Channel 2 is used for Distance and is using a tower in Carver/ Plymouth. This is helpful when needing to speak to someone who may already be in P-Town and you are in Bourne!
- Channel 3 is a spare channel. This channel is helpful when you need to carry on a lengthy conversation between 2 or more people over the radio. Always remember if you switch to channel 3 to switch back to ch.1! Otherwise Radio Control won’t be able to reach you!
- Channel 4 is also a spare channel and will be used more for those already in P-Town for setting up.
Well that’s it! I look forward to volunteering with each and every one of you and to a successful and safe ride again this year! Should you have any question before the ride feel free to contact me by email at ejm@ringcentral.com
EJ Mandigo
Harbor to the Bay
Communications Coordinator
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