Parade Guides at Barricades: Difference between revisions

Revision as of 18:06, 5 June 2023

Parade Guides at the Portland Rose Festival

Video: Presentation on Parade Guide responsibilities. May 31, 2023.

Beginning with the 2023 Rose Festival, Portland NET and the Portland Rose Festival are working together to keep Portland's most prominent celebration safe by recruiting volunteers as Parade Guides. Parade Guides monitor vehicular traffic at barricades and serve as a general information source for paradegoers. This is a planned event deployment NET/PBEM reserves for the Rose Festival; NET does not generally deploy for Parade Guide responsibilities for any other event.

This article serves as a general job aid and volunteer position description for volunteers (both NET and non-NET) serving as Parade Guides.

Please do not feel intimidated by the amount of information on this page! It is intended to answer all anticipated questions so you feel confident going into your volunteer shift. If you read this article and still have a question, email: jeremy.vankeuren@portlandoregon.gov.

Map for all 2023 Parades (zoom out for full view): https://pdx.maps.arcgis.com/apps/mapviewer/index.html?webmap=135d13bd4bee4959be81ba05b6e6950a

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Background

Volunteer Guides deploy to each of the Rose Festival's parades: the Starlight Parade, the Junior Parade, and the Grand Floral Parade. Each Parade Guide will receive via email an Operations Plan that includes relevant contact information, check-in locations, radio frequencies, and other details specific to each event. Event-specific information is NOT included in this article; if a Parade Guide has not received their Operations Plan three days before the event, they should email jeremy.vankeuren@portlandoregon.gov to request it.

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Mission


Volunteer Guides help keep Portland Rose Festival events safe and fun by actively managing street closure barricades. Volunteers will help act as "eyes and ears" around the parade route and work with our on-site safety team to report any incidents. Responsibilities include: Ensure the safety of parade participants and guests by actively managing street closure barricades; Greet people and welcome them to the parade; Assist parade participants through entry & exit areas; Report incidents to the safety team on site; Guide community members in wayfinding around the parade area.

We encourage NET volunteers to treat this as a tactical radio comms exercise as well, and to bring an FRS/GMRS radio. Radio frequencies will be included in the event Operations Plan.

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Volunteer Coordination Center (VCC)

Checking in at the Volunteer Coordination Center

Each parade will include at least one Volunteer Coordination Center (VCC) to coordinate volunteers and their communications. The location of a Coordination Center will be included in the Operations Plan. Parade Guides should plan an in-person check in at the Coordination Center where they will receive their assignment, any parade materials they may need, and to check they have everything they need (including answers to questions).

Roles at a Coordination Center will include:

Parade Guide Lead: This person (a PBEM staffer) effectively serves as the Incident Commander for Parade Guides. They will have an 800 MHz radio to communicate with the Portland Emergency Coordination Center (ECC).
Check-in/Check-out: Specializes in checking in the Parade Guides when they arrive at the post and giving them their barricade assignment. When a Parade Guide checks out, the person(s) in this role can accept the check-out either in person or by radio.
Tactical Radio Lead: Monitors the FRS frequency Parade Guides are speaking on and moves the frequency if necessary.
Runners: Volunteer who can run critical messages to a barricade if the Parade Guide at a location is not available by cell phone or radio. Runners will also take over for Parade Guides who need to leave post to use the restroom.

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What To Expect: The Operations Plan

All Parade Guide volunteers should expect to receive an electronic copy of the Operations Plan no more than three days before your shift, and a hard copy will be provided to you when you check in on parade day. Please do not request a copy of the Operations Plan if the parade is more than three days off.

The Operations Plan is a single page document that has the following mission critical information:

Parade day timeline, including check-in and check-out times;
Location of restrooms for volunteers;
Location of the Volunteer Coordination Center;
Relevant parade day phone numbers (e.g. cell phone numbers of personnel in the Coordination Center);
Tactical radio frequencies;
Lists of required and recommended equipment;
Review of radio protocols;
Review of emergency procedures.

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Parade Guides at the Portland Rose Festival

What To Expect: Parade Day

Before leaving home

Before leaving home for your volunteer shift:

Have your route from home planned. If you're driving, where will you park your vehicle while volunteering? (Recommended parking options for you will be provided via email before your shift) How much time will you need to get from your home to check in at the Coordination Center?
If you're taking the bus, plan your trip with TriMet at https://trimet.org/home/planner.
Check your equipment and make sure you have everything you want. We recommend having it prepped and ready to go the night before.
If you have a smartphone, have this article loaded up on your browser so you can reference it as needed.
Use the bathroom before you leave home. Portable restrooms will be available to volunteers near most posts, but fewer bathroom breaks minimizes the effort moving Parade Guides around to cover unstaffed barricades.

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Checking In: Volunteer Coordination Center (VCC)

Every Parade Guide should check in at the appointed time and location (the VCC) specified on the Operations Plan. When you check in, you can expect:

To receive a hard copy of the Operations Plan, including your own map and assignment as needed;
A reflective vest if you are not a NET volunteer and don't already have one;
Bottled water if needed;
An FRS radio if we have any spare and you don't already have one;
Your questions answered.

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Situational awareness and monitoring for threats can keep you alive and possibly get you a sandwich.

Post procedures

Once you receive your assignment at the VCC, please walk to your barricade and post up nearby. Portland Police officers will patrol the parade areas and may stop by and introduce themselves to you.

As a general rule, Parade Guides remain at their posts unless otherwise directed by Coordination Center. If you need to leave your post (e.g. for a bathroom break), contact the Coordination Center to request a runner to take over for you while you are gone.

Be aware of your surroundings: Always be aware of your surroundings and the parade route. Pay attention to where the parade is coming from and where it's going. Always stay alert and keep an eye out for potential hazards. If you notice something that could be dangerous, notify the Volunteer Coordination Center immediately.
Know emergency procedures: Be familiar with the emergency procedures in case of an accident or an emergency situation. Know who to contact and what to do in such situations.
Communicate with the public: If someone is trying to cross the barricade, communicate with them and explain the reason for the barricade. Be firm but polite, and ensure that people understand the importance of not driving through the barricade. Remember that you should not physically try to stop anyone from going through a barricade.

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Hazard considerations

Parade Guides should stay alert for hazards that can put the safety of attendees and volunteers at risk. Those hazards might include:

Driver behavior: Confused and misdirected drivers can become unruly and may try to cross a barricade. It's important to stay alert and communicate effectively to ensure that everyone remains safe.
Inclement weather: Portland weather can be unpredictable, and sudden changes in weather conditions can pose a hazard to Parade Guides. Heat exhaustion, dehydration, hypothermia, and other weather-related hazards can be a concern.
Medical emergencies: During the parade, there may be medical emergencies that require immediate attention. It's important to know the emergency procedures and know how to bring medical responders to someone experiencing a medical emergency.
Intoxication: Some parade attendees may become intoxicated, leading to unruly behavior and potential safety hazards. It's important to monitor the crowd and report any suspicious or dangerous behavior.
Poor communication: Poor communication can lead to confusion and accidents. It is essential to have clear communication channels with the Volunteer Coordination Center and know how to reach them by radio or by cell phone.

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- Managing a Vehicle Stopped at Your Post -

Video: A 3-minute primer on empathy by Brené Brown

If an unauthorized vehicle stops at your post, the driver is possibly confused and/or angry (not to mention cognitively overloaded); approach the situation with both caution and empathy and call for support if you feel you need it. NEVER try to keep a vehicle stopped by putting yourself in front of it.

At all times, position yourself so you are not directly in front of the vehicle or side mirrors that could clip you if the vehicle suddenly took off.
While addressing the driver, maintain your situational awareness.
Have a script ready for initiating conversation (e.g. "Hello! I'm sorry, but this road is closed. Can I help you find an alternate route?")
Drivers getting frustrated and argumentative is not uncommon. If a driver says they should be able to drive through because there is not apparent traffic, explain that pedestrians and service vehicles are not expecting traffic on the route and they could easily end up in a collision.
At all times possible, try not to simply tell the driver they're in the wrong place and need to turn around...that could spark a confrontation. Instead, talk with the driver about where they need to go and help them with directions to get there. Your Operations Plan will come with a QR code that the driver can scan and will bring up a map on a smartphone of the parade routes.
You do not need to note and report details on the vehicle, or take photos, unless they go through the barricade.
If a driver threatens you or you feel threatened, your job is done. End engagement, stand back and contact the Volunteer Coordination Center for support.
As they leave your post, stand well away from the moving vehicle and stay aware of how/where it's moving until it has left your post.

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- EMERGENCY PROCEDURES -

When an emergency happens, stay calm and remember that YOU are the eyes and ears for professionals until they arrive. Do not try to resolve an emergency by treating a patient or putting yourself in harm's way. We need you to gather information and transmit that data to the Volunteer Coordination Center so that responders can resolve the situation quickly and safely. For all emergency communications, the first thing to be ready to say when asked is which post number you are located at.

If you are on radio and need to report an emergency, use the proword "EMERGENCY!" on the radio to draw attention to your message. You can also use "BREAK! BREAK! BREAK!", but "EMERGECY!" is preferred.

- Emergency Medical -

A medical emergency is any medical condition you would call 911 for. That may include persons who are unconscious, not breathing, having trouble breathing, bleeding, or experiencing chest pains.

If you observe a medical emergency:

FIRST, very quickly ask others in the crowd to assist the person experiencing the emergency (if they're not already);
SECOND, contact Volunteer Coordination Center (use the Communications protocols).
THIRD, be prepared to answer the following questions:
- Best location: cross streets / below building sign / address or name of nearest building & directional (e.g. SE corner)
- Gender: male / female / trans / unknown;
- Descriptor of patient: e.g. blue hat / sunglasses / Scooby Doo t-shirt / etc.
- Approximate age: infant / child / teenager / young adult / middle aged adult / elderly
- Chief medical complaint: e.g. dizzy / chest pain / twisted ankle / fall / etc.

Your most important job is to provide information; do not render aid. This may feel counterintuitive, but it is the best way to help someone experiencing an emergency.

- Vehicle Through Barricade -

If a vehicle drives through your barricade:

Yell a warning/blow a whistle in the same direction the vehicle is heading if people are in immediate danger and need to take cover;
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Video: RUN > HIDE > FIGHT
- Remain at your post and contact the Volunteer Coordination Center;
- Keep eyes on the vehicle for as long as you can, paying attention to
  - Vehicle appearance (color, make, model, license plate)
  - Approximate speed
  - Direction of travel
  - Appearance/behavior of driver
  - Good tips on vehicle identification HERE
- Do not attempt to stop the vehicle yourself and do not place yourself in danger to get identifying information.
- Active Threat -

A violent attack on the parade is highly unlikely; but sadly, not impossible.
- In the event of an active shooter, follow RUN > HIDE > FIGHT guidance (see video to the right);
- If an explosive device detonates, leave the area immediately and encourage others to do the same. A secondary device may be near the site of the first explosion intended to maximize casualties.
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Communications Protocols

The biggest challenge in this event will be the coordination of communications. There are three levels of communications:
1. The Portland Emergency Coordination Center (ECC): The ECC is connected to, and coordinating, all elements of the parade. It is staffed with public safety and emergency management professionals overseeing the "big picture". The VCC is in direct communication with the ECC.
2. The Volunteer Coordination Center (VCC): The VCC is receiving communications from both the ECC and all of the Parade Guides. It is led by a PBEM volunteer manager.
3. The Parade Guides: The Parade Guides will receive communications only from the VCC.
Communications will be challenging because with varying levels of volunteer skill/experience, we have to mix different means of communications and the VCC has to coordinate all of them. The VCC has to exchange messages via FRS radio, SMS (texting), and cell phone from up to 90 Parade Guides. Please be patient when communicating with the VCC since the personnel there are listening for emergencies on multiple channels while communicating with you.
IMPORTANT: If you are a volunteer with multiple means of communicating with the VCC (for example, you have both an FRS radio and a cell phone), use them in this order:
1. FIRST try to reach the VCC by RADIO;
2. If that doesn't work or you don't have a radio, try by TEXTING your contact at the VCC.
3. Finally, if all else fails, CALL your VCC contact via cell phone. This should be used as a last resort.
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WHEN should you contact the VCC?

In order to keep channels clear for emergency radio traffic, you should contact the VCC only to:
- Report an emergency.
- Request support for managing a vehicle at your barricade.
- Request non-emergency medical response.
- Report something suspicious.
- Request a runner so you can take a bathroom break or to get needed supplies, such as water.
- To get an answer for a paradegoer on a question.
- To request your check out so you can go home.
When in doubt, contact us. But, you should not report routine interactions with paradegoers or drivers.
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Communications basics

For message clarity and speed, please use these talking protocols when communicating with the VCC (whether by radio or by cell phone; not applicable for text).
1. Begin with naming who you are trying to reach, followed by identifying your barricade number; this is the "Hey you, it's me" approach to comms. For example, let's say Barricade 12 was calling the VCC. The conversation would go like this:
  - "VCC this is Barricade P25"
  - "Barricade P25, VCC, go ahead" (or, VCC may say "Standby", asking you to hold your message...in that case, wait until the VCC says "Barricade P25 go ahead")
  - Proceed with your message.
2. Next, depending on your message, use one of the following radio scripts:
  - "A car ran my post at Barricade [NUMBER]": Used to to communicate a vehicle that crossed a barricade at speed, and/or appears to present a threat.
  - "I have an emergency at Barricade [NUMBER] and I need [police/medical]": Used to communicate an emergency at a post that needs a response.
  - "A vehicle has bypassed my post at Barricade [NUMBER]": Used to communicate that a vehicle has driven around the barriers, as in the case of a frustrated or disoriented driver, but does not appear to be overtly threatening.
3. After using the radio script, stand by to receive a reply form the Coordination Post to acknowledge and receive clarifying questions.
Eight tips for radio communications:

Please keep radio conversations brief.
1. Think about what you need to say BEFORE you say it.
2. Listen first: Don't talk over others, wait until others finish and the frequency is clear.
3. Press button *beeps/pause/speak/pause/release button
4. Keep it short and sweet (KISS)
5. Use plain, simple language. No radio jargon.
6. Answer questions directly; do not explain or elaborate unless instructed to.
7. Acknowledge all transmissions to you to avoid repetition and wasting time.
8. Speak across the microphone, not into it. Use a normal speaking voice and shield the microphone from the wind even if your surroundings are loud.
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Radio Use

If you are using an FRS/GMRS radio, please be sure to:
- Check the Operations Plan for which frequencies the Coordination Post will be using. There will be two: an emergency frequency, and a non-emergency frequency (to request coverage during a bathroom break, for example, and for routine check-ins). Have your radio set to the emergency frequency.
- Be prepared to change frequencies at the direction of the Coordination Post. FRS/GMRS frequencies are public and it's not impossible for our chosen frequency getting hijacked by 12-year-olds making fart jokes (this has actually happened). Listen for the Coordination Post requesting you to move frequencies. If all frequencies are crowded, the Coordination Post may ask for communications to be moved to cell phones.
- When talking, press the push-to-talk button, wait two seconds, and then speak.
- If the FRS frequencies get hijacked, the VCC will direct all Parade Guides to move to the backup frequencies by saying "All Parade Guides, VCC, move to backup". The backup frequencies themselves will not be announced on air; they will be in the Ops Plan.
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Checking Out

Parade Guides follow "rolling check-outs". When a Parade Guide sees the police vehicles at the tail of the parade, they will generally wait five minutes and then:
- Move the barricade to the side of the road;
- Contact the VCC to check out.
If you do not have anything to return to the VCC, such as a reflective vest, you can check out by radio/SMS/cell. Wait to receive acknowledgement; please do not leave post until your check-out is acknowledged. Otherwise, the VCC has to waste time trying to contact you to make sure you're safe and on your way home.
If you have materials to return to the Volunteer Coordination Center, please check out in person. Or, check out by radio/SMS/cell and then return the materials to the Rose Festival Office during business hours inside week after your shift (we may need what you're returning for the next parade).
Inside the week after your shift, expect a brief feedback survey. Please complete it! Your feedback helps us shape procedures for future events.
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Parade Guide Equipment

Required equipment

The following items are REQUIRED so that Parade Guides can complete their volunteer shifts safely and effectively.
1. Your personal cell phone: Your cell phone is your communications lifeline and you will use it to call 911 if needed. The Parade Guide Coordination Center should have your cell phone number so they can call you from the post.
2. Weather-appropriate and proper attire: You should wear comfortable clothes and shoes that allow you to stand for long periods. Considerations:
  - Barricade positions are unsheltered and directly in the weather! Please be sure to stay informed of the weather forecast for the day of your posting and dress appropriately. If you are staffing the barricade in hot weather, wear light-colored clothing and a hat to protect yourself from the sun. In cold and wet weather, layer up.
  - NET volunteers should wear their reflective NET vest and NET ID. Hard hats and full response kits are not required.
  - Besides NET logos or approved CERT logos, no shirts, sweat shirts, jackets, or caps with any law enforcement, fire, medical, or emergency preparedness organizations.
  - Footwear should be closed-toe; preferably comfortable and watertight sneakers you can stand in for long periods of time. Trail runners or hiking boots are most recommended. If your footwear is new, we suggest having it fully broken in before parade day.
3. Personal water supply: Please bring enough water to keep yourself hydrated.
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Recommended equipment

Wanna know why these two volunteers are smiling? They brought ponchos. I'm betting they have watertight shoes too or they wouldn't smile.

These items will make your volunteer shift easier and more comfortable:
1. Folding camp chair: We ask that Volunteer Guides remain standing as their physical capabilities permit in the time leading up to the parade. But after the parade begins, we recommend sitting at post and having a folding camp chair available. This is the number one item parade volunteers say they'd wish they brought when they don't!
2. FRS/GMRS radio: We'll plan to be on an FRS frequency for tactical communications, but the VCC will use cell phone voice/SMS for volunteers who don't have a radio.
3. Umbrella: Is it raining? You'll wish you had one. Is the sun out? You'll wish you had one. Best to hedge your bets and bring an umbrella.
4. Sunglasses! They look cool, keep you safe from the glare.
5. Snacks: We recommend high protein snacks. Watch out for sugary snacks that crash your energy later.
6. Sunscreen: Recommend SPF-50 or higher.
7. Rain poncho: Good idea to find a light, inexpensive rain poncho and fold it into your pack.
8. A whistle if you have one. You can use it to signal your location if responders are looking for you, and to signal a warning to others.
9. Clipboard is a nice to have, since you can put your Ops Plan on there for quick reference.
10. Flashlight or headlamp (if the event is at night): You probably won't use it because the night events are well lit, but it's not a bad idea to have one handy just in case.
11. First aid kit.
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What not to bring
- Do not bring weapons of any kind to your volunteer shift. Bandage shears or small pocketknives are acceptable.
- Do not bring alcohol, drugs, or other intoxicants (legal or not) to your shift.
- Please leave pets at home! Service animals, naturally, are welcome.
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Supplemental Skills/Training/Abilities

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Video: Radio etiquette. The video was created for an event management company, but the principles apply for us as well.

The following section catalogs useful skills and training that could be relevant to your volunteer responsibilities, but none of these skills and training are required or necessary to volunteer safely and effectively. These are "good to haves", NOT "must haves". Skills such as "first aid" are not included on the list because response is not a Parade Guide's responsibility. The responsibility of a Parade Guide is to communicate effectively and get responders to their location when something goes sideways.
- Talking on a radio: The more experienced you are on a radio, the more likely others can hear and comprehend your message. Follow the comms protocols in this article. Basic radio is also part of basic NET training. For non-NETs who want more (or NETs who want a quick refresher), view the video to the right up to the 7:45 mark.
- Understanding empathy: Understanding (and knowing how/when to deploy) empathy is a good skill to have when working with paradegoers who are confused and frustrated. The three-minute video I posted above is all you need.
- RUN>HIDE>FIGHT: Run/hide/fight are the actions to take if there is an active threat.
- Know how to scan a QR code: You remember them from the early 2000s! You fell in love with them again during COVID when we used them to look at menus! And we're using them too. You should expect to see QR codes on your Ops Plan that link to this page and to a map of the area. If you've never used a QR code before, HERE is a quick video on how.
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Acronyms and Technical Terms

We aspire at all times to use clear communication, but sometimes unwittingly slip into acronyms and technical terms. Those may include:
- Demobilization or "demob": Wrapping up operations for an event.
- ECC: Emergency Coordination Center. Click HERE to learn what an ECC is.
- FRS: Family Radio Service. FRS radios are, essentially, walkie-talkies. They are low powered enough that a license is not required to use them. Most FRS radios also have GMRS capabilities. FRS channels are unencrypted and open to the public.
- GMRS: General Mobile Radio Service. Most GMRS radios are also FRS radios. A license from the Federal Communications Commission is required to talk on GMRS channels.
- NET: Neighborhood Emergency Teams. Volunteer disaster responder program managed by PBEM.
- Operations Plan or "Ops Plan": A distillation of this job aid with critical assignment information.
- PBEM: The Portland Bureau of Emergency Management. PBEM is responsible for managing the NET volunteer program.
- PBOT: Portland Bureau of Transportation. They manage Portland streets, so they're very much involved in the parade.
- PF&R: Portland Fire & Rescue
- PPB: Portland Police Bureau.
- SMS: Short message service, better known as "texting".
- Tail: The last part of a parade. To clarify, it is a part of the parade made up of several vehicles; it is not the last vehicle in the parade.
- VCC: Volunteer Coordination Center. The check-in spot for Parade Guides.
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Parade Guide Frequently Asked Questions (FAQs)

Q: When/where should I arrive for my shift?

A: That information will be in the Operations Plan, which you should expect to receive by email at least three days prior to your shift.

Q: Can I ride my bike to post and keep it there with me?

A: Yes; in fact, that's a good idea.

Q: When does my shift end?

A: We will do rolling check-outs. That USUALLY means you pull your barricade five minutes AFTER you see the police vehicles in the tail of the parade pass you. However, please wait for a message for you to check out; please do not simply walk away from your post.

Q: With rolling check-outs, will some volunteers go home before others?

A: Yes, but not typically by a large margin. The first barricade to demobilize will probably close shop a half hour before the last one to demobilize.

Q: What will my barricade assignment be? Can I choose?

A: As a general rule, we hand out barricade assignments to volunteers when they arrive at the Volunteer Coordination Center. We assign and cover barricades on a priority basis, so we prefer not to reserve a barricade assignment for specific volunteers. However, we can make exceptions to this policy if a volunteer has special reasons for needing to have a specific assignment.

Q: Why are we not using a product like Zello for communications?

A: We considered Zello early on but decided that it may require too high a training threshhold for casual volunteers. However, PBEM and the Rose Festival will revisit that decision after the 2023 Rose Festival.

Q: Can I carry a firearm if I am legally permitted to do so?

A: No, please do not. Remember, response to a threat is not your responsibility. Bringing a firearm does nothing but add risk, diminishes feelings of safety at a family-oriented event, and unnecessarily adds a variable that responders have to contend with if a confrontation emerges. If a firearm is observed on your person, you will be asked to go home.