Volunteer Briefing Sheet

Volunteer Briefing Sheet – Bridge & Event Communications

This briefing sheet provides volunteers with essential information to support event communications at Plas Heli, including radio use, Bridge operations, logging, and emergency procedures.

A Quick Reference Card is available for volunteers who require a concise, at‑a‑glance summary of key actions and protocols. [Insert link to Quick Reference Card article here]

1. Your Role in Event Communications

Volunteers support safe and effective communication by:

• assisting with radio monitoring

• supporting the Bridge team

• relaying information to the Duty Manager

• helping log incidents or messages

• maintaining awareness of safety‑related communication

If unsure, speak to the Bridge Lead or Duty Manager.

2. The Bridge – Overview

The Bridge is the central communications hub during events.

• Monitors all VHF channels via four base units

• Coordinates communication between afloat and ashore teams

• Supports the Duty Manager and Event Safety Officer

• Must be staffed whenever boats are afloat

Bridge Team Roles

• Bridge Lead – oversees communication and logging

• Radio Operator(s) – monitors VHF channels

• Log Keeper – records key events and messages

Volunteers may be asked to support any of these roles.

3. Radio Use – Key Points

Basic Radio Protocol

• Keep messages short and clear

• Use plain language

• Identify yourself before speaking

• Avoid unnecessary chatter

• Report hazards or incidents immediately

• Use “PRIORITY MESSAGE” for emergencies

If You Are on the Bridge

• Listen carefully to all channels

• Do not interrupt unless necessary

• Log important messages

• Alert the Bridge Lead or Duty Manager to anything urgent

4. Logging – What to Record

Record:

• time of message

• sender

• content

• action taken

• follow‑up required

Messages that MUST be logged

• capsizes

• injuries

• lost child alerts

• PRIORITY MESSAGE calls

• emergency service contact

• weather changes affecting safety

• gate closures or access issues

• any message escalated to Duty Manager or Event Safety Officer

Logs must be factual, clear, and chronological.

5. Emergency Communication – Volunteer Actions

During an emergency:

1. Stay calm

2. Listen for PRIORITY MESSAGE

3. Do not speak unless asked

4. Log all instructions and actions

5. Follow direction from Bridge Lead or Duty Manager

Safety boats may be directed to the Pontoon Access Gate for casualty evacuation.

6. General Expectations for Volunteers

• Arrive on time for your briefing

• Wear appropriate clothing

• Keep radios dry and secure

• Maintain situational awareness

• Support the Bridge team and Duty Manager

• Report hazards immediately

• Ask if unsure about anything

7. Key Locations

• Bridge – communications hub

• Duty Manager Station – Reception or Events Manager Room

• Pontoon Access Gate – casualty evacuation point

• Slipway / Beach – high‑activity communication zone

8. Quick Reminders

• Radios: short, clear, professional

• Bridge: listen first, speak only when needed

• Logging: time + sender + message + action

• Emergencies: PRIORITY MESSAGE → log → follow instructions

• Safety: people first, equipment second