PSV-102
The Amateur Radio Communications
Coordinator for Public Service Events
Revised 09/2025 by Paul Smith, K5PRS
What is a Public Service Event Coordinator?
A public service event coordinator is an amateur radio operator who not only knows how to communicate, but also knows how to organize the communication. This person is the mastermind behind managing amateur radio communications during public service events. Think of them as the traffic cop of radio waves, making sure everything goes smoothly.
CONCEPT:
Every public service event that requires communications support from the amateur radio community needs a “go-between” or coordinator. This coordinator is typically an experienced amateur radio operator who serves as the liaison between the requesting organization and the amateur radio community. In other words, they’re the one who makes sure everyone’s on the same frequency—both literally and figuratively!
The coordinator’s job is to organize and plan the communications for the event, based on the specific needs of the agency requesting support. These events provide “live” training opportunities for amateur radio operators, putting their skills to the test in conditions similar to emergency situations. The coordinator serves as the key point of contact between the agency and the radio operators. It’s a critical role, helping prepare the ARES (Amateur Radio Emergency Service) members for real-world emergency operations.
RESPONSIBILITIES:
- Qualification Check
Ensure the requesting agency is a non-profit or public sector organization eligible to receive amateur radio support. No, we can’t help with the local bake sale (unless it’s for a good cause). - Needs Assessment
Meet with the requesting agency to assess their communication needs. Establish a key contact person within the agency for smooth information flow.
Note: Some meetings might be necessary leading up to the event. This isn’t a one-and-done deal! - Communication Plan Development
Develop a detailed communications plan for the event. This includes determining how many amateur radio operators are needed, what modes of operation will be used, and—most importantly—how to avoid any embarrassing on-air mix-ups. - Repeater Coordination
If repeaters are needed, reach out to local repeater owners for support. This ensures the event has enough coverage for all those radio signals to go the distance. - Frequency Coordination
Coordinate with other amateur radio-supported events to avoid frequency clashes. This is especially crucial if cross-band repeating is involved. Think of it as managing radio traffic during rush hour. - Volunteer Recruitment
Recruit volunteers from the amateur radio community. You can contact local clubs, and even put out a call on platforms like Nextdoor.com, Facebook, or X (formerly Twitter). Who knows, your next volunteer might be a ham who didn’t even know they were one! - Assignment Distribution
Assign roles to radio amateurs based on their skills, equipment, and preferences. Everyone’s got their ham strengths—let’s make sure they’re being put to good use! - Materials and Prep
Gather, prepare, and distribute all materials to the communicators. This includes T-shirts, caps, maps, forms, etc. Also, make sure there’s someone available to help new operators program their radios—this could be the best “ham-helping-ham” moment of the day. - Event Wrap-Up
After the event, collect log sheets, messages, and After Action Reports. Also, don’t forget to retrieve any borrowed gear, like reflective vests, and return it to its rightful owner. And, of course, post-event debriefs and report writing can often be made more enjoyable with a shared meal at a local restaurant.
COMMUNICATOR FUNCTIONS (Assigned by the Public Service Event Coordinator):
- Net Control Operator
The conductor of the radio waves, directing traffic and making sure the event stays on track. - Backup Net Control Operator
The understudy, ready to step in and keep the show going if needed. Also great at finding event officials and logging information on the fly. - Rest, Medical Aid, and SAG Stop Communicators
Keeping the communications flowing from key event stops, because who doesn’t love a good pit stop? - Shadow Communicators
You could say they’re the “secret agents” of the operation, keeping an eye on event organizers and ensuring everything’s running smoothly. - SAG Wagon/MICU Communicators
Helping to keep the support teams in the loop, ensuring those on the move have all the updates they need. - Radio-equipped Ride Marshals (bicycle or motorcycle)
If requested, these folks are the eyes and ears on wheels, riding along to make sure all runners, cyclists, or participants stay on track. - Talk-In Communicator (likely the Backup Net Control Operator)
A friendly voice to help event participants and volunteers check in and get the info they need. Like a personal GPS, but for radio. - Rabbit/Turtle Communicators
Yes, that rabbit and turtle. They’re the ones tracking the pace of the event, whether it’s the speedsters or the steady walkers.
Typical Net Structure:
- Mobile Incident Command Unit Comms
The mobile HQ for all things communication-related. - Net Control Operator
The captain of the communication ship. - Rest or Aid Stop Liaison
Making sure the pit stops stay connected. - Event Organizer Shadow
The “right-hand” communicator to make sure nothing falls through the cracks. - Supply Shadow
Ensuring all supplies, from maps to snacks, make their way to the right places. - Safety Officer Shadow
Because keeping everyone safe is top priority! - Law Enforcement Commander Shadow
Helping maintain smooth coordination with local authorities. - SAG Wagon
The mobile base of support for the event’s back-end operations. - Rabbit/Turtle
Keeping tabs on the speed and pace of the action. - Talk-In
The friendly helper answering questions and providing guidance to participants.
Each of these roles supports a key element of the operation, all of which would be critical in a real emergency situation where communications are disrupted and the Incident Command System (ICS) kicks in. It’s all about keeping everything connected and running smoothly—just like in the big leagues.
That concludes tonight’s training. Are there any questions, comments or suggested additions to this material?
Thanks, this is (callsign) clear to net control.
Send corrections, modifications, updates or suggestions to k5prs@aol.com