Field Day Source Book
Doc-To-Help Standard Manual
By Dean Davis (KL7OR)
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Contents
Introduction
Authorship of This Material
Field Day is not just a contest
Potential Benefits from Field Day
Resources
Forms and other Documents
Willamette Mission State Park
4-H Horse Camp, West Salem
Calendar
Safety
Guidelines
First Aid
First Aid Kit
PEOPLE
Your Most Important Asset
The Incident Command System (ICS)
ICS and Field Day Planning
An ICS Structure for Field Day Planning & Operations
ICS Structure
Contest Chief & Shift Supervisors
Caution
Acquiring Assistants
Assignment List
Acquiring Operators
Receiving Advice
Food, Water, Shelter
Food
Shopping Lists
Staple Items
Food Items
Last Minute
Field Day Setup
Number of Transmitters
Band/Transmitter Control
Band Token
Rules for control
GOTA (Get On The Air) Station
Introduction
Frequently Asked Questions (FAQ)
ANTENNA
Finding / Creating
Antenna Supplies
Installing
STATION HARDWARE I SUPPLIES
Furnishings
Lighting
Pieces / Parts / Tools
RADIO ACCESSORIES
Radio (Rig)
Phones, Mikes & Switches
Meter, Cables, Components
LOGGING HARDWARE I SOFTWARE
Recording Instruments
SITE PREP & MAINTENANCE
Shelter
Water
N3FJP Computer Logging
Overview
Primary Features
Menu Bar Commands
Screens
Main Logging Screen
STATISTICS REPORTING
Scheduling of Operators
Reporting to the ARRL
Afterglow
Appendix A – Antenna Ideas
Appendix B – Press Releases
Appendix C – Field Day Invitation
Appendix D – Information Sheet
Appendix E – Forms
Appendix F - GOTA Documents/Forms
Appendix G – Other Documents
Field Day Chairman's GuideError! No text of specified style in document. 1
Introduction
Authorship of This Material
The material contained in this document has been gathered reformatted and represented here in the hopes of becoming the definitive source book for the annual ARRL Field Day activity in June. While I cannot claim to be the absolute author of the material I would like to give credit to many of the clubs and organizations around the country where I have gathered information. Specifically:
Mike & Key Amateur Radio Club, Seattle WA
West Valley Amateur Radio Club, San Jose CA
Mike Polkinghorn, K6PUD, Santa Rose CA
Nashua Area Radio Club, Nashua NH
Marshall Johnston, KK7CW for his great antenna ideas
Eastern Massachusetts ARES
And if I have forgotten anyone I apologize.
I am kind of a Field Day junkie and 2003 celebrates my 40th anniversary when as a 17 old kid I organized a field day in California. I was a newly licensed novice and the field day bug had hit me very hard. It only seemed natural that when I came back into the hobby in 1989 that I dive back into Field Day, which I have. I do hope that you as a reader with take something form this material and use it. I know of no copy right property rights on any of the material except the Field day logos owned by the ARRL. This document collection is copy righted by my self.
“One giant leap for mankind, one small step for a Field Day Chairman”
The first time we look at a task we are not familiar with it appears to loom up at us like a daunting mountain peak we can faintly see through the mist of drifting clouds surrounding its base. And we are often impressed with the “wonderful talent and aptitude” of those we see scaling this prominence. But those who have taken the adventurous leap of faith to attempt the formidable climb, soon discover that there is a secret more profound than the apparent size of this geologic structure that reveals itself to the first time climber. That truth is this: No one conquers a mountain (task) with his own skill alone.
How does all this translate to being a Field Day Chairman? Well, some of us hang back from the challenge of heading up a committee operation for the Oregon Tualitin Valley Amateur Radio Club when we only see the skillful successes that have gone before us by “long-time” members and “experienced” hams of previous years. Herein too there lays a hidden secret: No ham ever succeeded at Field Day with his/her own skill alone.
What we see as a large, formidable task as “Chairperson” is really the accomplishment of many willing hands working together, not because the chairperson drives them, but because they want Field Day to be a success as much as you do.
So what is left to hold us back from attempting the new and different? Perhaps it is a lack of confidence in handling the unknown. This is where the booklet you are holding right now will open the door to new success and new friends.
In the few and brief pages that follow you will receive step-by-step instructions on the tasks and responsibilities that a committee chairman accepts. Please keep in mind as you read that there is nothing complicated nor technical about chairing a Field Day committee. To prove this point find some time to sit down and read the entire booklet before you accept or reject this opportunity. I recommend that you wait until you have enough time to go all the way through so you can see the whole picture at one time. It will surprise you that anyone can do this job and have fun as well. So accept this challenge and start your novice climb to the summit of Field Day this very day!
Field Day is not just a contest
Field Day is more than a contest or QSL/certificate Operating Event. For most clubs, it is part contest, part camp-out, part publicity stunt, and part emergency-operations exercise.
From the club standpoint, we usually emphasize the field-deployment drill aspects, of course. That's normal and good; a major aspect of Field Day is demonstrating that we can operate in the field. However if your club is an ARES unit, ARES training can also be used in, or combined with, the planning and organization of Field Day, and in the operating style your club chooses.
Potential Benefits from Field Day
- Find out what works in the field and who can bring it
- Communicating with adjacent clubs and Sections under difficult radio conditions
- Practice operating with field conditions and emergency power.
- Organized planning and execution of a sustained effort -- good for Public Service Events planning & coordination and possibly for fitting into Served Agency emergency planning.
- Recruit hams for local club or ARES team
- Invite local College (or high school!) clubs' members that may be staying over the summer to join your Field Day.
- Cross-train hams on each-others' equipment
- Invite ARRL Section / Division officers to visit your FD site.
- Invite (potential) Served Agency & or Government officials to visit your FD site, good for ARES and bonus points.
- Invite the media to promote amateur radio.
- Visit other clubs Field Day in your area.
Resources
Resource / ContactWater / Crystal Springs
9065 SE Jansen
Clackamas, OR 97015
Tim Holms (503)
Tents/Canopies
Public Relations
VHF/UHF Station / Drew Brasher
CW / Phil Westover
Chappoeg State Park / Dennis Wiley
503.678.1251 x230
Willamette Mission State Park / Ryan Sparks x 25 – or-
Rob Westberg x 23
503.393.1172
4-H Camp, West Salem / Connie Gladish
503.371.7920
QRP Station / Phil Westover
Safety Cones / Dean Davis
APRS / Fred Sell
SSTV / Fred Sell
Packet / Dean Davis
Forms and other Documents
At the end of this document you will find a number of appendices that contain a number of other documents that are used throughout the life of Field Day including press releases, posters, and the many forms that are needed for the event.
File Name / DescriptionAttendance Log.xls / This is the sign in sheet for everyone when attended the event including visitors.
Band Chart General.doc / Band Chart for General Class License
Band Chart Tech.doc / Band Chart for Technician class license
FD Dupe Sheet.xls / Generic Dup Sheets. Mostly used for the GOTA station
Field Day Banner.doc / This is the banner we posted around town and at other ham radio events.
Field Day Information.doc / In early sprint it is time to start getting help from your organization. We used this form to collect information.
Field Day Invitation.doc / This is the last form we used and it gives all of the information including checklists.
Field Day Source Book.doc / This document
GOTA Certificate.doc / We issued a certificate for each operator of the GOTA station. This certificate and be taken home and framed.
GOTA CheckList.doc / This is the current GOTA stations band captains check list. Nice format for others to follow.
GOTA FD Log.xls / GOTA station Log Book
GOTA QSO exchange.doc / This is a handy aid used at the GOTA station operator to exchange information with other stations
GOTA Station Log.doc / GOTA station Log Book (another format)
Ham Attenance Log.xls / Sign in sheet just for hams.
Ham Radio License Class Sign Up.doc / Sign up sheet for prospective hams.
Local Contacts.doc / List of local media contacts
Log Sheets.doc / Generic Field day log sheets used in case of computer problems.
Morse Code Poster.jpg / Morse Code chart from the ARRL Archie comic book. Used as a demonstration at the GOTA station.
Press Release1.doc / Our press release format 1
Press Release2.doc / Our press release format 2
SARC Brochure.doc / Our club brochure
Station Sign Up Sheets.doc / Station sign up sheets used by the band captains.
Token Cards.doc / Sample token cards. See text elsewhere in this manual.
Willamette Mission State Park
Call the park ranger at least 6 months in advance and ask to reserve the park area "Mission Lake B" in advance. Ask for the $60.00 per night fees to be waved explaining that the club has been to the park before demonstrating amateur radio emergency preparedness and why we participate in Field Day.
4-H Horse Camp, West Salem
Field Day Chairman's GuideAppendix G – Other Documents 1
Calendar
The Field Day calendar becomes a vital part of Field Day planning. You will notice that it starts in January 6 months in advance to the event.
January / Field Day planning begins early. There are those that say that Field Day should not be a planned event, but rather should be done as spontaneously as possible. To those I point out that no other emergency service does anything without planning and practice. Firefighters do not show up to a fire and then see if anyone knows how to operate the pumper truck! The same principle applies to ham radio communications. When a real emergency does arise, hams should already know what they have to do to get on the air.If you ran a station last year, you will hear from the Field Day Coordinator in early January. He will want to know if you will be returning this year. After all, who knows better than you do how to run your station? The Field Day Coordinator wants to know how many Band Captains are returning and how many holes will have to be filled on the roster. Also if you would like a different assignment, this is the time to ask for it. You will find that the Coordinator will do whatever can be done for you. Many times the move can be made. If it can't, try to be understanding and pitch in where you can anyway.
March / In March the planning begins in earnest. You should start recruiting people to help with your station by getting in touch with the people that helped you out last year. The first site walk should be scheduled for the second weekend in March (the first and last weekends are major contests). This site walk is mainly for the Band Captains and anyone who has never been to the site before. The group can survey the site and note any changes that have occurred. Also any changes in the site layout can be discussed at that time. If you have never been to the site or if your station has been moved, you should make sure to go. This is also the time to start collecting your equipment. This will keep you from finding out on June 1st that the part you need is back ordered until late July!
You should continue to work quietly behind the scenes for the next three months. If you get a chance to recruit a new operator, do so.
Early June / When June hits, the frenzy will begin. A Field Day Net should be held on the Club repeaters after the regular Club Net on the first Tuesday. Band Captains should check in and announce if they need any operators or equipment. Likewise members should check in and announce the availability of themselves or their equipment.
A second site walk should be scheduled for the first weekend of June (the second weekend is June VHF QSO Party). This will be the last site walk before Field Day and anyone and everyone who wants to go should be invited. Last minute changes should be discussed with the Band Captains at that time.
June Club Meeting / The June club meeting is usually reserved for Field Day. You should have your station pretty well figured out by this time, but if not you should make any last minute pleas for equipment or operators at the meeting.
Field Day weekend / Finally the event arrives! All of the Band Captains should be on site just as close to the start of the set up time (11 AM local time). If anyone arrives early, they are allowed to place their equipment on the ground at their station location. You should recruit enough help to set up their station, however it is common practice for everyone to band together for tougher jobs such as antenna erection and so forth.
Emphasis should be put on finishing all of the stations before dark on Friday. After the Friday BBQ a testing net should be held. The net should be coordinated on a simplex channel on 2 meters or 70 CM and all of the stations should be listening to the band they will operate on. Each station will be instructed, one at a time, to transmit for a short time. All stations should confirm that they are not receiving any interference from transmitting station. It is important that this net be held on Friday night so that any interference that is detected can be dealt with while there is time on Saturday morning. After the net, all stations should be encouraged to spend some time operating their stations after the net and make sure that everything is working correctly.
Field Day
Friday Night / One other thing to take care of on Friday night is the W1AW bulletin. It will be broadcast on voice, teleprinter, and CW at various times on Friday afternoon and evening. You should try to copy it down, especially if you are on one of the digital stations. The ARRL has been known to inform you of extra bonuses in the bulletin.
Field Day
Saturday Night / On Saturday, you should prepare for the upcoming contest by "reserving" a frequency. Find an open frequency 10-20 minutes before the start of the contest and call CQ and if possible start a QSO to occupy the frequency. Then as the contest starts, you can sign off from the QSO and start calling CQ Field Day.
The contest will smoothly (or not) until the evening BBQ. This is the highlight of the event! This, however, presents quite a quandary for the Band Captain. Obviously you will want to join in the gathering. At the same time, any time off represents lost contest time and potentially lost QSOs. Some Band Captains will decide to keep working their radios. If that is the case, let the Coordinator know so food can be delivered to you. Other operators will simply shut down their stations. A good compromise is to make a shift change at mealtime. Have an operator finish eating and then replace the operator currently on shift. This way both ops get to enjoy the BBQ and the station stays on the air.
The contest will grind through the night and onto the next morning. Breakfast will give everyone a chance to gauge how close the club is to its goal. Then it is back to the radios for the last push to the end. When the final horn sounds, save your log file to a floppy disk and take your final QSO count and post it on the score board
Field Day Chairman's GuideAppendix G – Other Documents 1
Safety
Guidelines
As field day approaches I'd like to remind everyone of a few safety considerations:
Please, no alcohol on site Friday or Sunday or during setup completion Saturday AM.
Any person climbing a tower must be at least 18 years old and must be a member of the Club.