View source for NETCamp Planning

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''Amanda Westervelt 20230528''



Mission

Vision

Values

# Planning Committee Individual and Sub-Committee Roles
## '''Event Coordinator''' - this is the person ultimately responsible for, among other things:
### Performing all duties not otherwise assigned or being performed by planning committee members
### Serving as the point of contact between the planning committee and PBEM
### Serving as the point of contact between the planning committee and the venue contact
### Facilitating all event planning and providing leadership and guidance
### Setting and leading planning committee meetings
### Facilitate the creation of a schedule for the planning process including
#### site visits
#### registration
#### meal plan sign-up (if food is offered)
#### class sign-up
### Supporting and resourcing the planning committee
### Ensuring the proper handling of finances
### Ensuring the safety of all staff and attendees
### Facilitating planning committee decision-making and conflict resolution
### Being the recipient and manager of attendee, staff, and instructor complaints and concerns
#### Providing any immediate response as needed
#### Preservation of these for the after action report (AAR)
#### Escalation as needed to PBEM NET staff
### Enforcing NET program and venue rules
## '''Safety Officer (SO)''' - during planning phase need only one of these. At camp need at least two (taking turns being on duty). '''Should have at minimum current adult first aid, CPR, and AED certification.'''
### Know and be ready to implement the Evacuation Plan using NETSquads
### Be prepared to provide and coordinate any first aid needed during the event
### Know the process for calling EMS, police, or the fire department to the venue if needed
### Know where the venue AED, fire extinguishers, campfire buckets and shovels, and first aid equipment is stored
### Monitor the emergency and TAC channels at the event
### Review any COVID or other current pandemic or health concern requirements / contingency planning
### Know fire danger status and help enforce and related open flame limitations
### Coordinate with PBEM on-site staff and injured person to complete any incident report if an injury occurs
### Other as needed
##  '''Public Information Officer (PIO)''' (optional)
### Assist in dissemination of NETCamp information
### Pace release and methods of release of event information to maximize interest and engagement
#### Among Portland NETs
#### Among regional CERT
#### With OEM, FEMA, and WA CERT; others as interest is present
### Assist/advise those writing event blurbs with content creation and dissemination
## '''Equity & Inclusion Officer'''
### Maintain awareness of and help direct dissemination of event info to reach all potential attendees
### Maintain awareness of and ensure access to the event for all potential attendees. Considerations include
#### Welcoming all gender identities
#### Welcoming all ethnic and cultural identities
#### Language barriers and access
#### Access for people experiencing hearing or visual impairment
#### Access for people experiencing physical disability
#### Consideration for folks who need to bring CPAP machines
#### Assistance for those needing refrigeration for medication
#### Accommodation and parking space assignment for attendees needing to sleep in their own campers due to health conditions or disability
#### And other
## '''Budget Coordinator'''
### Create budget with assistance of Event Coordinator and PBEM Liaison
### Adjust and provide financial guidance as event planning and preparation unfolds
## '''Registrar''' - this takes a lot of time, and ideally is managed by multiple planning committee members
### Registration Form creation
#### Photo release
#### Email address release to instructors
#### Decide if meal plan opt-in and/or payment happens here
### Registration collection and management
### Registration fee collection and tracking
### Accommodation assignment and tracking
### Registration confirmation email
#### Map of venue
#### Driving directions to venue
### Communication with / responding to inquiries from attendees, etc
#### Pre-event emails
##### 10 days out
###### Packing list
###### General information
##### 3 days out
###### Weather
######  Fire Status and related fire restrictions / cooking equipment allowed
######  Any last-minute class cancellations / event changes
## '''Food Coordinator''' - while planning meals can be done by one person, a team of at least three and ideally four to five folks should be available to staff the kitchen and share related responsibilities during the event. '''At the time of the event, these folks must have current food handlers cards.'''
### Meal planning
### Meal plan sign-up (opt. coordination with registration)
### Kitchen work scheduling & certification
### Grocery shopping
### Cooking coordination
### Dishwashing and clean-up coordination
## '''Training Coordinator''' - the training coordination role can be one of the most time intense roles next to the Event Coordinator role. It is advised that this person have the support of at least one other planning committee member to assist both in planning and during the event.
### Class topic selection
### Coordination with PBEM NET staff for topic and instructor approval
### Coordination with PBEM NET and anyone else necessary when pushing traditional NET boundaries to provide new training content
### Instructor selection, preparation, coordination, and support before, during, and after the event
### Class scheduling and session planning
### Enrollment form creation
### Managing class enrollment
### Managing cancelled classes and registrant class shifts
### Coordination supply distribution to instructors
### Coordination of welcoming and guiding instructors to their class locations
### General instructor and student support
### Coordination of finding, bringing, distributing, setting up, gathering, and return of A/V and other teaching equipment and supplies
### Providing or coordinating other staff to provide instructors with technical support
## Website Manager
### Update information on the website such as
#### Event date and location
#### Timing of registration, etc.
#### Notice when accommodation options fill
#### Etc.
### Create payment portal, coordinating with Friends of Portland NET
### Activate registration form, meal sign-up, and class sign-up pages and links when it's time
### Etc.
## Exercise Coordinator
### Plan Sunday’s exercise
#### Design scenario
#### Determine exercise type
##### Station based - rotation type
##### Team based - deployment type
##### Something else
#### Prepare Master Scenario Events List (MSEL) including any injects
### Schedule and prepare exercise staff / instructors
#### At least one safety officer
#### Instructors / leaders for any stations
### Lead exercise 
#### Prepare any documentation for players
#### Run introduction
#### Run hotwash
## NETSquad Coordinator / Radio Coordinator
### Create ICS 205 communications plan 
#### For the event including emergency and TAC channels for staff
#### For NETSquads assigning a FRS/GMRS channel to each
### Plan NETSquad radio exercise schedule including Personnel Accountability Report (PAR) checks
### NETSquad assignment of registrants
#### Considering attendance duration so teams don't add or lose members
#### Considering language accommodations, if appropriate
## Headquarters (HQ) Staff (rotating during all but lights-out hours)
### Staff HQ to be available and provide a single, welcoming, reliable, knowleagable, and visible point of contact for attendee support
### Greet attendees, instructors, staff, etc. and provide direction as needed
### Make sure everyone signs in when they arrive and signs out when the leave
### Distribute and explain...
#### Parking Placards
#### NETSquad / registration packets
#### Name tags
#### Maps
#### Etc.
### Share accommodation assignments and provide directions
### Manage any equipment lending programs such as
#### FRS/GMRS radios
#### Batteries
#### Tents
### Provide answers and refer folks needing help to appropriate other staff on things such as
#### Medication storage
#### Kitchen locations
#### Bathroom locations
#### Parking directions
#### Accommodation locations
#### Class, event, and staff meeting schedules
#### First aid
#### Etc.
# The NETCamp Planning Calendar
## Vision Meeting (October of the year before)
## Venue Meeting (November of the year before)
## Planning Committee Meetings 
### Monthly until 3 months out
### Bi-weekly until 1 month out
### Weekly for the last month 
### As needed during the last two weeks, with 
### A final meeting 2 days before the event
## As-needed, pre-event Sub-Committee Meetings
####
#PBEM Liaison(s) will be available to support the NETCamp Planning Committee  - one or more PBEM employees who provide Bureau support regarding, among other things:
## Budget
## Instructor approval
## Training topic approval for new or otherwise boundary-pushing training
## Vendor coordination for, among other things:
### Busses
### Interpreters
### Translation Services
### Instructor payment
## Supply provisions, such as
### Staff vests,
### Pop-up shelters,
### First aid kits and injury report forms,
### Interpreter headsets,
### Projectors / screens,
### NET banners,
### Rescue Randy,
### Sked,
### NET flag
## Program support
## Event publicity
## 

# 1.      Set-up and testing
# 2.      Instructor assistance and problem-solving
# c.      Exercise Coordinator
#                                                              i.     Lead exercise
#                                                            ii.     Lead hot wash
# d.      Meal Coordinator / Kitchen Boss
# e.      Radio Coordinator
#                                                              i.     NETSquad leadership
#                                                            ii.     Monitoring emergency and staff channels
#