Overview#

Many groups and individuals are supplying equipment for the BARC/OARC 2009 Field Day. Much of this equipment will be left on-site for the duration of the event, and the owners need to be assured of getting it back at the end!

Although we believe that hams are honest people, we expect to see a lot of people coming and going, and there will be a lot of activity in a short period of time over the setup and teardown periods. There will be ample opportunity for things to get lost if we don't put a system in place to make sure every piece can get back to its rightful owner.

General Procedure#

Every piece of equipment will be tagged with the owner's callsign when it is brought to the site. The site manager will keep records of the tags issued. This will ensure a few things:

• contributions from the clubs and individuals can be properly acknowledged.
• we will have records proving that equipment was returned to the owner.
• in the case of equipment being left on-site after the teardown period, we can return it to the rightful owner.
• all the club members on-site will know that equipment should be tagged, and can react quickly if they see that a tag has fallen off or been removed.

Preparation Prior to Event#

• Organizers will prepare a set of equipment labels to record the owner's callsign.
• Organizers will procure string tags or ty-wrap tags to attach the equipment labels to, in case there is no convenient attachment point on the equipment, or the label would mar the equipment.

On-site Procedure#

• Organizers will designate one or more equipment managers to handle tagging of equipment (Cadets, perhaps?).
• When equipment is brought on-site, the equipment manager will fill out the duplicate tags.
  • Call sign. Oakville club equipment will be noted as "OARC", Burlington club equipment will be noted as "BARC". The owner's call sign will be noted for equipment owned by individuals.
  • Area of site where the equipment is used (if appropriate)
  • Description of equipment, including model numbers where appropriate.
  • Serial number of equipment where available, if the equipment's value is greater than $100 (e.g. radios, generators, etc).
• When equipment is removed from the site, the record copy of the tag will be marked "Returned".
• When the record sheets are full, they will be stored with the Site Manager.
• If un-tagged equipment is found, an equipment manager will consult the Site Manager to see if the equipment was previously tagged (i.e. the tag fell off). If so, a new tag will be issued, and the original record tag will be marked "Replaced".

After-Event Procedure#

• The organizers will review the records along with any left-over equipment to reconcile equipment with its owner, and to recognize the contributions of individuals and groups.