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W2IK's EMERGENCY COMMUNICATIONS:
A LIST OF ESSENTIALS
("WHAT TO HAVE BEFORE YOU GO"- and WHY) Bob Hejl - W2IK c2003 updated 11/2005
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first responder WTC 9/11 "Ground Zero", "LI Storm of the Century", LI Wildfires,
OES during hurricanes Bob, Iniki and Andrew, Y2K, ice storms, airline disasters, search and rescue.
Author of "W2IK's Ham Radio Emergency Communications Guide"
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There are many opinions on what items an amateur radio operator should pack for deployment during an emergency event. The important difference in this page is that I will explain why you should take specific items over other selections (mainly equipment). The type of emergency, and the time of the year, will dictate some of the necessary items you should bring to successfully fulfill your communications duties. No list is ever complete, therefore, there are additional places at the end of this list for you to pencil in other items you would like include in your "go bag" for deployment. No organization should ever expect you to have a fully stocked "go bag" ready and waiting to be picked up as you walk out the door. A number of emergencies will be "predictable", such as severe weather, so you will have a short window of time to assemble your "go bag". Again, the situation will dictate what you will need to bring, however, you must be able to operate for an extended period of time and under a "worst case scenario" deployment. It is better to bring too much than too little. Not bringing the proper supplies can cripple your abilities to be an effective communicator and put a burden on the system. Knowing where all your items are, so you can assemble your "go bag", is critical. Take the time to go through this list and see what items you have on hand (and where they are) for quick assembling and what items you might need to purchase to maintain a properly stocked "go bag" and thereby be an efficient communicator. EVERY amateur radio operator should ALWAYS have on his/her person their FCC amateur radio license, ARES/RACES ID cards and Red Cross training cards and any other pertinent identification. (You never know when you might have to "switch hats" and become a shelter manager or even have combined duties as both shelter manager and radio op.) (I had dual-duties at a shelter during a hurricane)
THE LIST:
(In no dedicated order. You may wish to make copies of this list and place one in your "go bag" sack as a reminder and as a check list for when you need to completely assemble your "go bag" before deployment)
1. YOUR RADIO (HT or MOBILE)
I say this because due to deployment / location / duration / equipment-you-own considerations this might be either an HT with a GAIN ANTENNA (see "antenna section" below) or a high power mobile radio with power supply. (OR BOTH) Make sure you tell the EC or communications officer your equipment capabilities (if you are using an HT or higher power unit and how long you can operate your radio without commercial power) as this will dictate where they deploy you and your duration of communicating. Make sure you know how to properly operate your radio and have the most used repeater frequencies/tones programmed in it's memory. Test it to make sure you can contact each repeater. This will ensure that you have the proper offsets/tones installed. Dual band radio equipment is better, but not vital. Buy an HT that supplies 4-6 watts of output power. Forget about those little "toy" two meter radios (see section under "HT Power" below. On foot, search and rescue will require a good, HT with plenty of rf power AND power to use the radio) SERIOUS COMMUNICATION REQUIRES GOOD EQUIPMENT. Most of your operations will take place using the two meter band, either with the support of repeater(s) or operating simplex. Some amateur radio operators can only afford EITHER an HT or a mobile radio, but not both. This doesn't mean that you can't be assigned somewhere. An experienced radio officer will take your equipment limitations into consideration and place you accordingly. Never let the fact that you don't have a high power radio prevent you from "turning out" during an emergency. It's the communicator, not the equipment, that is the most valuable asset. You might even be given an assignment to work teamed with a radio operator who has a high power radio. Again, it's up to the radio officer to make that determination.
2. POWER FOR YOUR RADIO
Again, depending upon the radio you will be using, power is a major concern. Sometimes, but not always, you might be called upon to operate where there are no "commercial mains". If this be the case, a mobile radio with a plug-in power supply will not be of help. KNOW YOUR FACTS... in other words, find out where you are being deployed and ask your EC, or whomever is incharge of the communications deployment, what the power considerations at your final destination are. IF they can't give you a prompt answer, prepare for a "no power" situation. You might then need to power your high wattage radio from your car or truck. If this should be the case, you will need a power cord that matches your radio to, at the very least, a male cigarette lighter plug so your radio can be powered from any vehicle, not just your own. Remember that during an emergency your vehicle may not be allowed past a certain point, but there will probably always be a vehicle that will and that you can mooch power from. If you have the ability, a LARGE 12 VOLT GEL BATTERY (since they don't spill acid) will do the job for a number of hours of operation. (make sure you have the proper power cord to connect the battery to your radio and that it is a FUSED line) If you operate this way, it would be a simple matter to recharge this battery using a pair of jumper cables to any vehicle. (observe proper connection procedures and polarity while doing this and have your radio operate out of a vehicle while the battery is being charged). Always be aware of your power operating conditions (polarity and battery capacity)... Don't run out of power during a hectic communications time.
If you are sure they have power, either commercial or via a generator, then a better means is, of course, a power supply. If it's one thing I've learned, a switching power supply, being MUCH lighter than a transformer-type power supply, is a Godsend. The difference in weight when you carry your "go bag", especially if you have to carry it some distance, can be as much as 30 pounds!! This became a reality when I had to report to Red Cross Communications HQ during WTC 9/11. I had a light weight switching power supply, but my friend had to lug a 35 pound supply with him seven blocks from the subway station to the building. Oh, yes: FUSES, FUSES, FUSES. (you can, in a pinch, use the foil wrapping from a pack of cigarettes as a make-shift fuse ONLY in a DIRE emergency).
HT POWER: If you are, by design or necessity, using an HT, make sure you have PLENTY of power in the form of batteries. I purchase my HTs with several parameters in mind. The MAJOR one is, it MUST be able to operate using ALKALINE "AA" batteries. HTs that use a special unique battery pack can be a detriment. HTs that use "AA"s are much better because you can get "AA" batteries just about anywhere. Not all HTs have external battery jacks. Try to buy an HT that does. If it doesn't, an empty "AA" battery case can be retrofitted with a jack AND a regulator circuit. (see photo below) This will allow you to safely plug in a 12 volt Gel battery and have an almost unlimited power source. If you have this external power jack setup, a small (4 amp) power supply (with proper supply-to-HT cord, fused of course) is also a nice thing to have should your deployment location have commercial power. If you have an HT that only uses a specific rechargable battery pack, BRING a charger and as many extra battery packs as you can muster (at least three). THE NEXT TIME YOU BUY AN HT, MAKE SURE IT USES "AA" BATTERIES. If your HT uses "AA"s, bring enough to do four complete changes. Make sure your "AA"s are fresh. Also, buy and use an HT that puts out at least 4 to 6 watts of RF power. Low power HTs are just cute little toys that won't do the job.
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ICOM IC-T2H "Sport" HT under $ 99 (left)
BP-194 Battery case with
installed IC regulator circuit and
external power jack (center)
BP-194 Another battery case for use with
alkaline "AA"s (right)
Using this IC regulator circuit, and powered by a plug in gel-cell battery bag (see below), this HT can supply over 5 watts of power and be used for many days of emergency operation.
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To the right:
A "battery bag"
Included are the
gel-battery, bag
and "wall-wart"
recharger.
A good
addition for
emergency communications.
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"J POLE" made from 300 ohm TV twinlead. (Below) The actual antenna is about 54 inches and coiled up (small coil) on the far LEFT side of the picture. The right coil is the 25 ft. of RG-8X (mini) cable that runs to your radio.
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SPECIAL NOTE:
FOR ON FOOT SEARCH AND RESCUE COMMUNICATIONS, CHECK OUT MY "MAN PACK SYSTEM" OF RADIO GEAR WHICH INCLUDES MY UNIQUE "JIFFY POLE" ANTENNA, DESIGNED ESPECIALLY FOR THIS TYPE OF DEPLOYMENT, CONSTRUCTION INSTRUCTIONS FOUND BY CLICKING HERE:
3. ANTENNA SYSTEM
This area is where most communicators have a weakness. You are going to what probably is an "unknown location." By that, I mean, your deployment location has probably never been checked out for radio communications. Your communications area might be, for example, the gym in a local school. This type of area, having lots of metal in it's framework, along with metal lockers, etc., might make getting your signal out a major problem. Also, surrounding structures might interfere with signal reception and transmission. GAIN antennas are a must. The simple stubby antenna that came with your HT will not work. Buy an HT whip that is at least 15-17 inches and FLEXIBLE. Also get a "roll up J-pole" (also known as a pocket J-pole) antenna. This offers substantial gain over that BNC "dummy load" that is currently on your HT. A J-pole can be hung, using twine or some other NON-CONDUCTOR cord, at a height which will increase your chances of being heard. Make sure your J-pole is hung away from any metal structures. (so make sure you have cord!!)
A 25 foot run of RG-8X (mini) is also needed to connect your HT or high power radio to the J-pole. (I shy away from RG-213 or other heavy cable as they are very bulky and can become more of a trip hazard and their additional weight puts a strain on the hanging J-pole. Usually most cable runs are short, so line loss is not a problem) I suggest that you have TWO of these cables. Make sure you have the needed adapters to connect your J-pole to your cable and the cable to your radio. Have a spare adapter should you need it. (BNC to SO239) (also have a barrel connector to combine the two cables if needed) Keep your cable run as short as possible. Test all of this BEFORE hand!!
If conditions allow you to use a magnetic-mount, mobile type antenna, consider this: your mag-mount antenna needs a metal place to adhere to AND that area must also serve as an "artificial ground", the same way your car body does. This means mag-mounting to an air conditioner (outside) or some other similar surface that is at least 20 inches wide. This might limit your placement, therefore, always have a J-pole handy. Even if you do find a place to mount it, will the extra run of cable (and the power loss running such a length of cable) be worth the rf "effort"? Remember that a 100 foot run of RG8X will lose OVER one half the power coming out of your radio!!Also be aware that when you run a cable, safety is a concern. You don't need people getting hurt or putting you off the air if they trip on your cable. (IMPORTANT: in either case, know where your repeater is so you can place your antenna in the proper direction so no metal structures are between your antenna and the repeater) CLICK HERE : "W2IK's Roll Up "J" POLE BUILDING PLANS" or "W2IK's Self-Supporting "J Pole"
4. EARPHONES AND SPEAKER/MIC
Your deployment location might be very active and noisy. Your need to properly communicate is very important. In order to copy any info, you might be better off using a pair of headphones, with the proper adapter to your radio, for your operation. I like to use an external speaker to my "mobile type" radio so the speaker is "front projecting" and communications are easier to understand. A hand held speaker/mic for your HT is also a good idea. (earphones sometimes are needed for listening to sensitive communications that you wouldn't wish the general public in your shelter or area to hear.) Easier listening makes it less stressful on yourself and keeps you from getting tired during those extended deployments.
5. A COPY OF YOUR RADIO'S OPERATING MANUAL
This is a very important item that is often overlooked and without it you can expect a headache to occur. During times of stress you might forget how to program your radio to, say for example, change to another repeater that isn't programmed in your radio or to change to another simplex frequency and lock it in place.
I can't stress this enough. Have a COPY of your radio manual on hand. This is also a good idea in case you are taking a break and another operator is using your equipment.
6. A REPEATER DIRECTORY or COMPREHENSIVE LIST OF AREA REPEATERS (and Tones).
If the repeater you are using "goes down" you need to be able to shift to another repeater and knowing what frequency and tone is important. (Your EC or communications officer should always give you a list of back-up frequencies before you deploy. If he/she doesn't...ASK!!) This is also important because, whether we like to admit it or not, there might be intentional interference. Jamming makes our jobs tougher and sometimes you might be asked to defer to another repeater or go simplex. If you are asked to go to "F2", you better know what frequency/repeater "F2" is.
7. NOTE PAD(S) AND SEVERAL PENS AND MARKERS
Make sure you have enough paper, I like using a smaller, thick spiral note book, to keep all information on. When you are communicating, keeping an accurate log as writing down requests and replies is very important (make sure you mark entry DATES AND TIMES). This is what we are deployed for. Pass "traffic" exactly as given. Don't add any personal comments or change words. If anyone needs clarification, they'll ask for it. Sometimes "coded" traffic (in the form of specific words) is passed, so be sure you get the info right. Use markers to write "make-shift signs". You'd be surprised how unprepared other personnel in your area might be and this will add to your worth.
8. MAPS
As prepared as anyone might be, there could be a time where you are called to deploy to an area that is unfamiliar to you. Maps are a must. This is not just to get to your deployment area. In an ideal world, your EC or radio officer should give you a packet with all the necessary details and info to successfully deploy all the operators under his/her command. This packet should include a map or set of maps with key locations (shelters, fire depts, etc) clearly marked. In many cases, however, this doesn't happen due to time constraints and a limited EC staff. Always bring maps with you. Make sure it is as detailed as you can get. Also try to make note of the other deployment areas so you have a better understanding of the event. A prime example was when several of us were asked to deploy during a wildfire. No maps or directions were made by the radio officer and we ended up almost being trapped by flames enroute to our assignments. (Note to ECs or radio officers: make sure you keep a stock of maps AND lists of possible shelters, fire departments, etc. so you can quickly assemble packets and mark them with active locations. Don't wait until the last moment.)
9. PERSONAL ITEMS
The more comfortable you are, the better and longer you will be able perform as a communicator. The following is a sub-list of items that you might wish to include in your "go-bag".:
1. a simple first aid kit
2. your own prescription and non-prescription medication (for headache and pain relief, I use ORUDIS KT, found next to the aspirin at drug stores) Antihistamine for allergic reactions. (Have at least 3 days supply of your prescription meds)
3. throat lozenges and mints and gum
4. reading glasses
5. sun glasses / sunscreen
6. a lighter
7. "handi-wipes" or moist towelette packets
8. insect repellent
9. "power bars" (at least 10) and other food items
10. bottled water/juice
11. salty snacks (especially in hot weather)
12. toilet items, including toilet paper
13. extra appropriate clothing for the time of year (including hats)
14. rain parka (either bright yellow or orange)
15. boots and socks
16. work gloves
17. at least 4 pairs of disposable gloves (latex type)
18. chapstick
19. collapsible cup
20. flashlight with spare batteries
21. watch or clock
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10. OTHER ITEMS YOU WILL NEED:
DUCT TAPE--- You'll use this
SEVERAL CANS OF HEAVY-DUTY FLAT-FIXER
(for when you drive over sharp debris)
Electrical Tape
Extension power cord (heavy duty, at least 25 feet)
One multi-outlet so several units may be plugged in
Asst. hand tools (a VOM would be nice)
Swiss-Army type knife
Cash for pay phone or to buy additional items at a local store if possible
A deck of playing cards (trust me)
Trash bags (these can be used to protect gear, personnel and for trash)
Several small, clear plastic "zip-lock bags" (putting your HT in one will allow you to operate in the rain without fear of it being damaged)
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The reason I have included food and water is that when an emergency event first takes place, we, as communicators, do not want to put an added strain on any system. When things start returning to a normal or subdued event, and there are enough supplies and food for all the people in your shelter/area, then you are free to feed yourself with whatever is supplied. We are there to help the system, not burden it. As communicators we need to be self-sufficient.
A number of these items can be gathered and stored in a large knapsack. Make sure that you inspect all items as you assemble them. Check cables to make sure that they aren't frayed, pinched and that the connectors are in good shape. Test all your gear and test and recharge your batteries to make sure you are ready. An emergency doesn't wait for you. You wait for it. This is a basic list. As you become more experienced, and depending upon your deployment location/time of year, you'll probably add to this list.
73's de W2IK
VISIT MY WEBSITE INDEX TO FIND
MY OTHER WEBPAGES BY CLICKING HERE:
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