5. Communications

Effective communication is essential for the safe and efficient running of events at Plas Heli. This section outlines the communication systems, protocols, and responsibilities used during events, including radio use, emergency communication, public announcements, and coordination between volunteers, organisers, and external agencies.

These arrangements apply to all events unless superseded by class‑specific requirements or additional controls agreed with the organiser, RYA, RYA Cymru Wales, or the Local Authority Safety Advisory Group (SAG).

5.1 Communication Systems

Plas Heli uses a combination of communication methods to ensure clear and reliable information flow:

• VHF radios (safety boats, committee boats, key volunteers)
• UHF / site radios (shore‑based volunteers, Duty Manager)
• Mobile phones (backup communication)
• PA system in the main hall
• WhatsApp / digital groups (if approved)
• Notice boards and briefing screens inside the building

All communication systems must be tested before the event begins.

5.2 Radio Communications

Radio Channels

Event organisers will allocate radio channels for:

• Safety boats
• Committee boats
• Beach and slipway volunteers
• Duty Manager / Event Safety Officer
• Race Office / Event Control

A channel plan must be included in the volunteer briefing.

Radio Protocol

• Keep messages short, clear, and relevant.
• Use plain language (no codes).
• Identify yourself before speaking.
• Avoid unnecessary chatter.
• Use “PRIORITY MESSAGE” in emergencies.
• Safety boats must maintain radio watch at all times.

Radio Checks

• Conduct radio checks before launching.
• Report faults immediately to the Duty Manager.

5.3 Communication Between Key Roles

Duty Manager

• Central point for operational communication.
• Coordinates responses to incidents and hazards.
• Maintains contact with volunteers, organisers, and safety boats.

Event Safety Officer

• Supports Duty Manager with safety‑related communication.
• Receives hazard and incident reports.
• Communicates changes to safety arrangements.

The Bridge (Event Communications Hub)

The Bridge is the primary shore‑based communication hub, staffed by trained volunteers and/or officials. It provides continuous monitoring of all VHF communications.

The Bridge is equipped with:

• Four VHF base units for multi‑channel monitoring
• Space for a team of four
• Direct links with:
  • Safety boats
  • Committee boats
  • Duty Manager
  • Event Safety Officer
  • Race Office
  • Harbour Office (if required)

Bridge Responsibilities

• Maintain continuous VHF radio watch
• Log significant communications and incidents
• Relay information between afloat and shore teams
• Support Duty Manager with situational awareness
• Assist with coordinating responses to incidents
• Monitor weather updates
• Support communication during launching and recovery

The Bridge must be staffed at all times when boats are afloat.

Safety Boats

• Maintain continuous radio watch
• Report incidents immediately
• Coordinate casualty evacuation

Committee Boats

• Communicate race management decisions
• Report incidents affecting safety

Beach & Slipway Volunteers

• Communicate launching and recovery status
• Report congestion, hazards, or public interaction issues

5.4 Emergency Communications

The Bridge plays a central role in emergency communication. Full operational procedures are detailed in the separate “Bridge Protocols” article.

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In an emergency:

1. Use “PRIORITY MESSAGE” to clear the radio channel.
2. Provide:
   • nature of the emergency
   • exact location
   • number of people involved
   • immediate hazards
3. Duty Manager coordinates the response.
4. If required, call 999 and state: “Plas Heli, Pwllheli”
5. Safety boats may be directed to the Pontoon Access Gate.
6. Committee boats may suspend racing if necessary.

All emergency communications must be logged.

5.5 Public Announcements

The PA system may be used for:

• safety announcements
• schedule changes
• weather updates
• lost child alerts
• evacuation instructions

Announcements must be:

• clear
• concise
• bilingual (where possible)
• approved by Duty Manager or Event Safety Officer

5.6 Communication With Competitors & Coaches

Information may be provided via:

• competitor briefings
• notice boards
• WhatsApp groups (if approved)
• event website
• race office announcements

Competitors must be informed of:

• launching times
• safety arrangements
• weather updates
• schedule changes
• emergency procedures

Coaches must maintain communication with the Duty Manager during high‑risk periods.

5.7 External Agency Communication

The Duty Manager or Event Safety Officer may need to communicate with:

• Emergency services
• Harbour Office
• Local Authority SAG
• RYA / RYA Cymru Wales
• Contractors

Contact details must be available in the Duty Manager folder.

5.8 Digital Communication & Data Protection

Any digital communication (WhatsApp groups, email lists, shared documents) must:

• be approved by the organiser
• avoid unnecessary sharing of personal data
• comply with Plas Heli’s data protection policy
• be used only for event‑related communication

5.9 Summary

Clear, reliable communication is essential for safe event delivery at Plas Heli. Radio discipline, structured information flow, and coordinated messaging ensure that volunteers, organisers, competitors, and external agencies can respond effectively to both routine operations and emergencies.

Related EMP Sections

• Section 4 – Health & Safety Arrangements
• Section 5.1 – The Bridge
• Section 5.2 – Volunteer Briefing Sheet