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NETCamp: Difference between revisions

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Revision as of 21:00, 28 May 2023

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preliminary conclusion of outline editing
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(preliminary conclusion of outline editing)
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Values
Values


# Planning Committee Individual and Sub-Committee Roles
# '''<u>Planning Committee Individual and Sub-Committee Roles</u>'''
## '''Event Coordinator''' - this is the person ultimately responsible for, among other things:
##'''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
### 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 PBEM
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#### Escalation as needed to PBEM NET staff
#### Escalation as needed to PBEM NET staff
### Enforcing NET program and venue rules
### 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.'''
##'''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
### Know and be ready to implement the Evacuation Plan using NETSquads
### Be prepared to provide and coordinate any first aid needed during the event
### Be prepared to provide and coordinate any first aid needed during the event
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#### With OEM, FEMA, and WA CERT; others as interest is present
#### With OEM, FEMA, and WA CERT; others as interest is present
### Assist/advise those writing event blurbs with content creation and dissemination
### Assist/advise those writing event blurbs with content creation and dissemination
## '''Equity & Inclusion Officer'''
##'''Equity & Inclusion Officer'''
### Maintain awareness of and help direct dissemination of event info to reach all potential attendees
### 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
### Maintain awareness of and ensure access to the event for all potential attendees. Considerations include
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#### Accommodation and parking space assignment for attendees needing to sleep in their own campers due to health conditions or disability
#### Accommodation and parking space assignment for attendees needing to sleep in their own campers due to health conditions or disability
#### And other
#### And other
## '''Budget Coordinator'''
##'''Finance Coordinator'''
### Create budget with assistance of Event Coordinator and PBEM Liaison
### Create budget with assistance of Event Coordinator and PBEM Liaison
### Adjust and provide financial guidance as event planning and preparation unfolds
### 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
##'''Registrar''' - this takes a lot of time, and ideally is managed by multiple planning committee members
### Registration Form creation
### Registration Form creation
#### Photo release
#### Photo release
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######  Fire Status and related fire restrictions / cooking equipment allowed
######  Fire Status and related fire restrictions / cooking equipment allowed
######  Any last-minute class cancellations / event changes
######  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.'''
##'''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 planning
### Meal plan sign-up (opt. coordination with registration)
### Meal plan sign-up (opt. coordination with registration)
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### Cooking coordination
### Cooking coordination
### Dishwashing and clean-up 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.
##'''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
### Class topic selection
### Coordination with PBEM NET staff for topic and instructor approval
### Coordination with PBEM NET staff for topic and instructor approval
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### Coordination of finding, bringing, distributing, setting up, gathering, and return of A/V and other teaching equipment and supplies
### 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
### Providing or coordinating other staff to provide instructors with technical support
## Website Manager
## '''Webmaster'''
### Update information on the website such as
### Update information on the website such as
#### Event date and location
#### Event date and location
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### Activate registration form, meal sign-up, and class sign-up pages and links when it's time
### Activate registration form, meal sign-up, and class sign-up pages and links when it's time
### Etc.
### Etc.
## Exercise Coordinator
## '''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
### Plan Sunday’s exercise
#### Design scenario
#### Design scenario
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#### Run introduction
#### Run introduction
#### Run hotwash
#### Run hotwash
## NETSquad Coordinator / Radio Coordinator
## '''NETSquad Coordinator / Communications Lead'''
### Create ICS 205 communications plan  
### Create ICS 205 communications plan for the event
#### For the event including emergency and TAC channels for staff
#### For the event including emergency and TAC channels for staff
#### For NETSquads assigning a FRS/GMRS channel to each
#### For NETSquads assigning a FRS/GMRS channel to each
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#### Considering attendance duration so teams don't add or lose members
#### Considering attendance duration so teams don't add or lose members
#### Considering language accommodations, if appropriate
#### Considering language accommodations, if appropriate
## Headquarters (HQ) Staff (rotating during all but lights-out hours)
## '''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
### 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
### Greet attendees, instructors, staff, etc. and provide direction as needed
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#### First aid
#### First aid
#### Etc.
#### Etc.
# The NETCamp Planning Calendar
# '''<u>The Planning Schedule Overview</u>''' (See bottom of page for a timeline version)
## Vision Meeting (October of the year before)
## '''Meetings'''
## Venue Meeting (November of the year before)
### Vision Meeting (October of the year before)
## Planning Committee Meetings  
### Venue Meeting (November of the year before)
### Monthly until 3 months out
### Planning Committee Meetings
### Bi-weekly until 1 month out
#### Monthly until 3 months out
### Weekly for the last month  
#### Bi-weekly until 1 month out
### As needed during the last two weeks, with  
#### Weekly for the last month
### A final meeting 2 days before the event
#### As needed during the last two weeks, with
## As-needed, pre-event Sub-Committee Meetings
#### A final meeting 2 days before the 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:
####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
#'''<u>The Historical Event Schedule</u>''' - 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.
##'''Friday'''
###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 committe
#### 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
##
#'''<u>PBEM Support</u>'''  One or more PBEM staff member will be available to support the NETCamp Planning Committee by providing Bureau support regarding, among other things:
## Budget
## Budget
## Instructor approval
## Instructor approval
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### Translation Services
### Translation Services
### Instructor payment
### Instructor payment
## Supply provisions, such as
## Program equipment and supplies, such as
### Staff vests,
### Staff vests
### Pop-up shelters,
### Pop-up shelters
### First aid kits and injury report forms,
### First aid kits and injury report forms
### Interpreter headsets,
### Interpreter headsets
### Projectors / screens,
### Projectors / screens
### NET banners,
### NET banners
### Rescue Randy,
### Rescue Randy
### Sked,
### Sked
### NET flag
### NET flag
## Program support
## Program support
## Event publicity
## Event publicity
##


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