What I Need to Know

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Typical - Watch for Emails

What time do I need to be there?

    Each at 06:00 hours each day

Shadows:  

        Operational 1 hour before the start of the event

SAGs:  

        Operational 1 hour before.  

        APRS equipment installed and a debriefing

Net Control(s):  

        Operational 1-1.5 hours before the start of the event

COVID/Safety Guidelines

Be sure to review the COVID/Safety guidelines found on the main page of Bike MS Safety Page

Communications and Information

Communication regarding Volunteers/Operators will occur on this site and emails originating from the organizers of the event. Also, watch for updates in the announcements section.

Volunteering

Once again, the Google Form will be used to collect volunteer information.  You may sign up here.

Please note, you may visit the Sign Up Confirmation section. If you do not see it there, check your email as you receive a copy of what you entered. If you feel you have made an error, would like to make a change to your desired assignment or cannot make a shift, please notify COM 1 as soon as possible to be able to fill your assignment.

More information about volunteering may be found on the Volunteering page.

You must fill out and complete the Volunteer Agreement Form (See Volunteering Page)

and return by email to James or John, or to James at the Ham volunteer check-in (Staging) or John at the Net Control Station.  This has been replaced by registering on the MS website.  See the next paragraph.

You must visit the MS Website and register as a volunteer (See Volunteering Page)

This may or may not be available.  The MS Society is working to resolve their volunteering portal.  Please fill out the waiver for communicators found on the Volunteering page.

Minors (Ages 14-18)

Persons of the age of 14 or older are welcome to shadow an adult radio operator.  However, all persons under the age of 18 must have a Volunteer Agreement Form signed by a parent or legal guardian and submitted prior to the start of the event.  We prefer that person under 18 be paired with a family member or close friend (with parent/guardian approval) prior to the event and complete the Waiver of Liability and Minor Release form found on the Volunteering page.

Non-Licensed Volunteer Policy 

It is our policy to be a participant in the amateur radio support function of the MS Ride, require that you are a licensed radio operator. The positions that we occupy in the support of this event are not conducive to a non-licensed individual. Generally, non-licensed individuals could potentially be more a safety or liability for the hams supporting this event than they are an asset. Our primary reason for being asked by the event organizers is to assist with safety of the participants.  Spouse and family teams are exempt from this policy.

Operational Guidelines and Training

Although all attempts are made to inform and provide knowledgeable guidance to amateurs supporting the event, it shall be the responsibility of the participants to seek out and understand the information that is available to them.  If they have further inquiries, they should not be hesitant to ask the persons listed in the contacts section of this site as well as "seasoned" participants.  The information presented on this website has been derived from many collective hours of the staff and by the liaison-ship between the leadership and the MS Ride representatives.

Please see the Training Information page.

A training session may be scheduled whether an eyeball or on-the-air.  Please watch for updates here and the Announcements tab.

Safety

The safety of our operators is of utmost importance.

Many COVID protocols have been established for the safety of participants and volunteers.  COVID and Event Safety Protocols

If the Net Controllers and/or the Communications Lead (Com1) becomes aware of a situation that could potentially threaten the safety of any Amateur related operation, they will exercise their authority to suspend a specific activity at a moments notice and direct Operators to take appropriate actions to insure their safety.  The above listed will notify the MS Staff that such action has or will be taking place.

Please remember that our primary reason for supporting this event is to improve the safety for the bicyclists and volunteers. Please be very careful when driving and providing communications support. Additional safety guidelines may be found on the Training Information page.

The MS Ride Emergency Guidelines can are located in the Documents section.

MS Ride Safety Information Page listing each event function and their safety role.

General Safety:

It is expected that our volunteers understand the risks associated with any function that they perform while supporting the event to, during, and from and have the ability to use their best judgment should a situation arise that may compromise their safety.

Volunteers should also exercise their best judgement while staying alert to potential or occurring hazards.  Net Control should be alerted immediately and all attempts will be made to mitigate or correct the issue.

WX

If the threat of strong to severe weather is to impact the function or safety of the event, Hams on the course and at the Water Stops will be requested to notify and perform the task of aiding the participants and volunteers to seek shelter due to the incoming or occurring threat of weather.  The MS safety guidelines regarding weather can be found in the Emergency Guidelines documentation in the Documents/Files section.  WX information pertinent to our event can be found in the Weather section of this website.

Incidents

An incident is something that occurs outside the normal activity of the operation.  Please be aware that we are monitored by the public, news media and others.  Remain calm and think before you act or say.

The NCS shall be notified of any incident.  If this warrants a 911, please do so and then notify the NCS as soon as possible.  Be sure to document as much as you are able on the Incident Action Form found in the Documents/Files section, that pertains to the incident that has occurred.  It is advisable that communications be moved to an alternate frequency for non-sensitive events.  Any sensitive discussions should be done in person or via cell phone.

We will not discuss with anyone about the incident.  If it is warranted, Comm1 or the Net Controller or a representative of the MS Ride will advise other operators as needed.

Bib Numbers

When relaying information regarding a rider, only the bib number is to be provided.  We do not transmit names over the radio.  If information other than the bib number needs to be relayed, the use of passing the information shall be done by cell phone or in person.

Frequencies

The frequencies will be available in the Documents section as the frequency list and AR-205.  Often times they are not available until the week before.

ARR Documentation

ARR stands for Amateur Radio Resource.  In short, what do I need as an operator to be a successful and meaningful asset to support the function that I am to serve.

A short list of ARRs are listed in the Amateur Radio Resource page of this site that are part of the core of what is required of the operators participating in the Bike MS, Sam's Club Round Up Ride.

A more in depth look at the additional ARRs can be found on Collin ARES's website courtesy of John Galvin-N5TIM

A printable copy of the ARR checklist may be found here.

APRS

Much progress has been made over the years to install APRS trackers into as many mobile assets as possible. The ability to do this provides a means of tracking the asset's location and have a "real-time" view of the advancement and placement of our assets.   Short messaging and WX information is available. Rest Stops and Net Control have the ability to follow the progress of Lead, Tail and SAGs.  Our beacons are I-Gated and are available via an Internet APRS program.  

Our event relies on the ability to transmit via RF and not smart-phone applications. 

Please visit the APRS page for more information.  

The UI-View  and APRS Point files and translations will be located on the APRS page files section.

T-Shirts/Wristbands

The MS provides t-shirts and wristbands (for meals) and are typically distributed at the Staging location on D1 for those that are there.  Comm1 will then distribute to the others along the route. The MS150 Bike Tour provides t-shirts to mark our communications volunteers.  We will have t-shirts available at the training session for Communication Volunteers that have an assignment per the official list.  Shirts and wristbands will also be distributed at the Start for those that will be on the route.  All others will be distributed if possible.  It is highly encouraged that you get your shirt at the training session.  The wristband will allow you to receive dinner Saturday night and breakfast on Sunday morning at the event food tent.

Other

How do I find the person I shadow?

An effort will be made to unite shadows with their assignments at the Net Control tent or Ham Volunteer check-in area at the Start.  The persons being shadowed are often very busy prior to the start and may send a representative to meet with you.

Where do I park my vehicle?

A designated parking area will be provided for Hams.  Please review the site layout in the Documents/Files section.

Shuttle back to Frisco (Start D1) 

How do I get back to Day 1 Start?

Persons requiring a ride back to Frisco should notify the NCS and SAG 1 that they will need transportation to Frisco on Day 1.  The SAGs that will be going back will meet at the SAG staging area at the TMS Overnight Site.  The OVERNIGHT documentation will give more specifics.

What time does the shuttle begin and end?

Saturday:  The shuttle SAG typically leaves after the last rider has crossed the Finish Line around 4:00 PM and all Hams that are accounted for that require transportation to Frisco.

It takes approximately 30 minutes of travel time for the shuttle.  If you miss it, you will have to find alternate means of travel.

You must check-in at the NCS tent at TMS to confirm your ride on the shuttle.

May family/friends ride along?

Due to logistics and limited space available in our shuttle to move communication volunteers, we need to reserve our shuttle service tour volunteers.  In very limited cases, we may allow a family or friend to ride along in the shuttle.  Please contact the SAG Coordinator for availability.

Rest Stops and Lunch Hams

What time do I need to be at my Rest Stop?

Generally starting at 0600 hours for early stops, staged to setup prior to the arrival of riders by 1 hour or more.  SEE SCHEDULE

How long is my shift?

You can assume you will be needed for 2-3 hours for early stops, and 7-8 hours for later stops.  SEE SCHEDULE

What equipment do I need?

We ask that you are basic CRF, CRF-S, CRF-M, and CRF-DT.  Please visit the CRF documentation on this site.

What are the frequencies?

A list of frequencies will be  available in the Documents/Files section.

Vehicles on the Course

May I have flashing lights on my vehicle?

Flashing lights may be used, but if they are used, these guidelines must be followed:

• Amber only

• Rotating or lightbars only

• Vehicle must be parked or traveling under 10mph

• The use of lights will not and can not be used for personal gain.  All operators must use them at their own discretion and liable for their use.

Situational Awareness

Persons driving on the course must be actively monitoring volunteers and participants in and around the course.  History has shown, non-vehicle persons are typically not in tune with vehicles, only bicyclists and their riders.  They will ride more than single-file, swerve or quickly veer out into the roadway to gain an advantage to climb a hill or to miss an object in the roadway.

H.A.N.D.

Operators are often in a position to witness or come across a situation.  Situations may be medical emergencies, tired riders, equipment malfunctions, lost riders, etc.  Operators are often the first responders and should take control of the situation that is at hand, unless someone more qualified is in the position to do so.  However, you should still gather as much information as possible and populate the Incident Form found in the documents section.

H.A.N.D. - Use this checklist as a guide to relay what you 

    H - ave

    A - t

    N - eed

    D - etails

Can I bring a camera?

If you bring a camera, (pretty much 98% of us carry one 90% of the time) use discretion and be considerate of the riders, volunteers and tour officials. Do not become distracted from your primary communications responsibilities. We have added a photography position to our staff that will be out and about to capture the event as well as our operators at work and will be shared with our volunteers. Be aware that accidents or medical “events” require extreme discretion and photography is simply NOT appropriate. 

We DO suggest that you photograph YOUR site, especially your “Station” and any related equipment, etc. and email to COM1 for use in PR and training for “new” volunteer communicators. Photos may also be shared in the photos section of this site.