NETCamp

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Mission

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Vision

pending

Values

pending

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

Finance 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 Lead

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

Webmaster

• 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

This can be done by one person during the planning phase, but will require a team of at least two during NETCamp to effectively conduct the exercise and hot wash

• 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 / Communications Lead

• Create ICS 205 communications plan for the event
  • 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) Coordinator

HQ preparation can be done during the planning phase by one person, but requires at least 2 people and ideally 4 folks during the event and rotating to provide attendee support 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 Planning Schedule Overview

(See bottom of page for a timeline version)

Meetings

• 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

• Sub-Committee Meetings
  • Held only as-needed to support the success of each individual / teams outlined in Section 1
  • Between individuals / teams above, the event coordinator, and any additional PBEM or third party needed

• After action meeting
  • Two-three weeks after the event

Pre-event Schedule

• October of the year before: NET Visioning Survey
• April/May: Registration opens
• April-June: Meal sign-up opens, if separate from registration
• June/July: Class enrollment opens
• About 6 weeks prior to event: Registration Closes
• About 4 weeks prior to event: Class Sign-up closes
• About 4-6 weeks prior to event: Meal sign-up closes, if separate from registration

General NET Communication Schedule - (NET Bulletin and Portland Prepares NETCamp page, possibly emails to Team Leads)

• January (or as soon as the venue is sufficiently secure): Event save-the-date
• February (or as soon as it is sufficiently certain): Registration Opening save-the date
• Feb/Mar/April: Event flier (Post on Portland Prepares NETCamp page, email to Team Leaders)
• April/May: Registration is open! announcement (NET Bulletin and Portland Prepares NETCamp page)
• Class sign-up is open and registration is still open and closes on X date ((NET Bulletin and Portland Prepares NETCamp page)
• Two-weeks out from registration closing date: Registration is closing announcement
• Three-days out from registration closing date: Registration is closing

Registrant Communication Schedule

• Registration confirmation with attachments:
  • Venue map
  • Directions to the venue

• Meal sign-up confirmation email
• Any necessary reminders to sign up for meals if you want to
• Class enrollment confirmation email
• Any necessary reminders to enroll in classes
• Two-week-out event informational email
• Two-day-out details email
  • Weather
  • Fire danger level
  • Last minute changes

• One week after the event
  • Event evaluations to instructors
  • Event evaluations to attendees

The Historical Event Schedule

This is what has worked in the past, but is by no means set in stone. Play with the schedule, add a pre-event schedule of longer classes or social days, and mix it up as you see fit to meet the needs of the program.

Morning

Early afternoon

• Staff arrives
• Check in with venue ranger or other representative
• Setup begins

Mid-afternoon

• Full staff meeting
• Final venue set-up

Late afternoon

• Registration opens and registrants begin arriving
• Dinner (bring-your-own)

Evening

• Informal welcome and safety announcement by the planning committee
• Social activity

Saturday

Morning

• Coffee
• Registration opens for Saturday morning arrivals
• Breakfast
• Formal Opening and Safety Announcement facilitated by the planning committee
• First two 90-minute class sessions and NETSquad drills

Afternoon

• Lunch
• Third and fourth 90-minute class sessions and NETSquad drills
• Closing for those leaving after classes

Evening

• Dinner
• Evening class / exercise / social activities / campfire

Sunday

Morning

• Coffee
• Breakfast
• Pack up time
• Two-hour exercise and hot wash

Afternoon

• Lunch
• Venue clean-up
• Venue ranger / representative check-out procedure
• Everyone leaves

PBEM Support

One or more PBEM staff member will be available to support the NETCamp Planning Committee by providing 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

• Program equipment and supplies, 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

Planning Timeline

This timeline is set based on an event held in mid-August; please adjust forward or back based on the actual date of the event.

• October
• November
• January
• February
• March
• April
• May
• June
• July
• August / September

Thank you so much for helping to plan NETCamp and continue the vision. Please bring your own excitement, ideas, and skills to this event, and change this outline to fit the team and event of the year. In doing so you embody the spirit of this phenomenal program and its members, and you demonstrate your dedication not only your community's preparedness and safety, but your NET community's continued and improved ability to serve all of our city's residents.