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| == Communications Protocols == | | == Communications Protocols == |
| The biggest challenge in this event will be the coordination of communications. There are three levels of communications:
| | TBA for 2024; we're still working out the communications plan, which will be revised from last year's. |
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| # '''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.
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| # '''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.
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| # '''The Parade Guides:''' The Parade Guides will receive communications only from the VCC.
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| '''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.
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| '''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:
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| # FIRST try to reach the VCC by <span style="background:#FFFF00">'''RADIO'''</span>;
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| # If that doesn't work or you don't have a radio, try by <span style="background:#FFFF00">'''TEXTING'''</span> your contact at the VCC.
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| # Finally, if all else fails, <span style="background:#FFFF00">'''CALL'''</span> your VCC contact via cell phone. This should be used as a last resort.
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| <span style="color:#ffffff">...</span>
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| === WHEN should you contact the VCC? ===
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| In order to keep channels clear for emergency radio traffic, you should contact the VCC only to:
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| * Report an emergency.
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| * Request support for managing a vehicle at your barricade.
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| * Request non-emergency medical response.
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| * Report something suspicious.
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| * Request a runner so you can take a bathroom break or to get needed supplies, such as water.
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| * To get an answer for a paradegoer on a question.
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| * To request your check out so you can go home.
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| When in doubt, contact us. But, you '''''should not''''' report routine interactions with paradegoers or drivers.
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| <span style="color:#ffffff">...</span>
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| === Communications basics ===
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| 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).
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| # 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:
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| #*'''''"VCC this is Barricade P25"'''''
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| #*'''''"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"''''')
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| #* Proceed with your message.
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| # Next, depending on your message, use one of the following radio scripts:
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| #*'''"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.
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| #* "'''I have an emergency at Barricade [NUMBER] and I need [police/medical]":''' Used to communicate an emergency at a post that needs a response.
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| #*'''"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.
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| # After using the radio script, stand by to receive a reply form the Coordination Post to acknowledge and receive clarifying questions.
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| '''Eight tips for radio communications:'''[[File:Radiobrevityc.jpg|alt=Please keep radio conversations brief.|thumb|430x430px|''Please keep radio conversations brief.'']]
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| #'''Think''' about what you need to say BEFORE you say it.
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| #'''Listen first:''' Don't talk over others, wait until others finish and the frequency is clear.
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| # Press button *beeps/'''pause'''/speak/'''pause'''/release button
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| # Keep it short and sweet '''(KISS)'''
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| # Use '''plain, simple language.''' No radio jargon.
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| #'''Answer questions directly;''' do not explain or elaborate unless instructed to.
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| #'''Acknowledge''' all transmissions to you to avoid repetition and wasting time.
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| # 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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| <span style="color:#ffffff">...</span>
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| === Radio Use ===
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| If you are using an FRS/GMRS radio, please be sure to:
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| *'''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.
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| *'''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.
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| * When talking, press the push-to-talk button, '''wait two seconds,''' and then speak.
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| * 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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| <span style="color:#ffffff">...</span>
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| === Checking Out ===
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| 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:
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| * Move the barricade to the side of the road;
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| * Contact the VCC to check out.
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| 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.
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| 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 [https://goo.gl/maps/YgpwcCZG7zEhauHf9 Rose Festival Office] during business hours inside week after your shift (we may need what you're returning for the next parade).
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| 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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| <span style="color:#ffffff">...</span>
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| == Parade Guide Equipment == | | == Parade Guide Equipment == |
