Parade Guides at Barricades: Difference between revisions

Latest revision as of 08:46, 30 May 2024

Parade Guides at the Portland Rose Festival

Video: Presentation on Parade Guide responsibilities. May 20, 2024.

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.

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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 may 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 (EOC).
Check-in/Check-out: Specializes in checking in the Parade Guides when they arrive at the post and giving them their barricade assignment. Check in and check out is done in person.
Tactical Radio Lead: Monitors the radio 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. "Runner" is a bit of a misnomer, since most of them are on bikes.

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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 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?
You will find recommended parking guidance in the FAQ at the bottom of this page HERE.
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;
A radio;
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 a vehicle is trying to cross the barricade, communicate with the driver 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.
Be aware of your stuff: If you bring personal belongings, be thoughtful about where you place them and that you're in a distracting environment. If you've never seen "Oliver!" you might not know that streets abound with scruffy but charming musical urchins who will relieve you of your stuff if you look like an easy mark. Do not bring any valuable items with you.
If you need to use the restroom (or just need a break): If you are at a post alone, contact the VCC and request a runner to fill in at post while you're gone. If you have a partner, it's OK to leave post as long as your partner is remaining.

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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. If they need to vent, let them; that will often de-escalate a situation.
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.
Your volunteer responsibilities also do not include accepting and absorbing verbal abuse. If someone is being verbally abusive, discreetly call it in even if you don't feel threatened.
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.

Circumstances where you can allow a vehicle through a barricade

There are only two situations where a Parade Guide can permit a motorist past a barricade:

If the motorist can demonstrate they live only a block or so away and they're trying to get home; and the parade itself has not yet started.
Examples of parade passes that allow a vehicle through a barricade.
If they have a parade pass that allows them through a barricade. Those passes will be different for each parade, and information on them will be provided in an email to volunteers.

What if a driver goes through my barricade without permission?

If an officer is visible, flag the officer down. If not, put information about the incident on the radio. You want to say in this order:

Your location (cross streets or nearest address);
Any vehicle description details you can get (color, make, model, license plate number);
Vehicle direction of travel;
Any driver description details you can provide (approximate age, gender, ethnicity).

For example:

"EOC, this is Gabe at SW Broadway and Alder. A black Ford Focus just blew through my barricade heading south on Broadway and is inside the parade area. Driver appears to be a middle aged adult male Caucasian. He was headbanging to Judas Priest's 1980 hard rock classic 'Breaking the Law'."

If the motorist knocks down or moves your barricade, please return it to its position after the motorist has passed.

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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 Emergency 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 Emergency 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

A diagram of the Sonim XP5plus device issued to Parade Guides. Click to enlarge.

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Video: The stark basics of using the XP-5 device (about five minutes)

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Video: Advanced training using the XP-5 device (about ten minutes)

At the VCC, Parade Guides will issue each volunteer an individually numbered Sonim XP5plus device (sometimes colloquially referred to as a "radio"). The XP5plus runs on AT&T's FirstNet network and can be thought of as a cell phone/walkie talkie hybrid operating on an exclusive network. Volunteers can review a user manual for this device by clicking HERE (note that reviewing the manual is not required). Two short training videos appear on the right side of the page. The first one (about five minutes) goes over the basic basics: how to turn the device on, switch channels, talk on it, and power it down. The second video (about ten minutes) is a deeper dive into how the device works.
Parade Guides should review information about the XP5plus BEFORE their shift! There will be no time to train Parade Guides on how to use the device at the VCC.
What Parade Guides should expect when they check in at the VCC for their XP5plus:
- After the VCC assigns your post, they will assign an XP5 to that post and attach the XP5's number to that Parade Guide and volunteer.
- When the Parade Guide receives the XP5 but before leaving the VCC, they should turn it on and test the talk function to make sure it works properly. They should report problems to the VCC personnel and receive a different device if necessary.
- Next, ensure the channel is switched to the channel for emergency talk.
- The talk protocol will call you by your post number, NOT the number on the XP5 device. For example: let's say a Parade Guide is sent to post #P-14 and issued radio #20. If the EOC wants to reach that Parade Guide, they should expect to hear "P-14, this is the EOC".
- If a Parade Guide cannot communicate using the XP5, they should attempt to reach the VCC by texting or calling from a cell phone.
- When the VCC announces rolling check outs, they will be announced on the non-emergency channel. There will be more information about this in your Operations Plan.
- At the end of a Parade Guide's shift, they return the XP5 to the VCC for sign out.
Channel Selection

Parade Guides should know how to switch between channels on the XP5. For the 2024 Rose Festival, there will be two channels:
- Channel 1: this channel is reserved for emergency traffic (equivalent to making a 911 call). This channel is monitored by police/fire at the EOC. Keep your radio on this channel and switch to non-emergency when necessary.
- Channel 2: this channel is reserved for all non-emergency talk (e.g. requesting a bathroom break, asking a question, etc). This channel is monitored by the VCC.
Why the XP5 devices?

Why are we using these comms devices instead of cell phones or FRS radios? There are a number of reasons:
1. The XP5s operate on a dedicated and secure communications network. FRS radios can be interrupted by literally anyone who has an FRS radio.
2. The XP5s are push to talk, like a walkie talkie (or FRS radio). Cell phones take too much time to use in the event of an emergency.
3. Like radios, the XP5s can handle multiple people talking. A cell phone can process only one conversation at a time.
4. Like radios, the XP5 has multiple channels. That means we can dedicate one channel solely to emergency comms traffic, and another channel to everything else.
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. However, we will only use cell communications if your radio is not functioning.
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. A bike: It's not a bad idea to bring your bike and keep it at post so you can travel inside the parade area quickly.
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.
- 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: Where should I park?

A: Depends on the parade:
1. For the Starlight Parade, best bets are downtown parking structures. We recommend:
  - Smart Park, SW 1st & SW Jefferson St
  - City Center Parking, SW 10th & SW Taylor
  - Parking NW, NW 1st & NW Davis
2. For the Junior Parade, neighborhood street parking only outside the closed areas.
3. For the Grand Floral Parade, we recommend taking public transportation to the Coliseum via the MAX. If unable to take public transportation, there is street parking outside of the Road Closure area or paid parking at the Moda Center Garden Garage before 7:45am. There is also a paid parking garage on NE Oregon St. just east of Grand Avenue.
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 have a post where I can see the parade?

A: We can't guarantee it. All parade posts have different levels of priority for staffing, and we need to staff high priority posts before all others. That said, most posts are in sight of the parade and you'll probably be assigned a post on the parade route. We can also be more flexible for volunteers who arrive earliest at the VCC for check in.

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 threshold for casual volunteers.

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.