📣 Communications & Briefings

Plas Heli – The Welsh National Sailing Academy & Events Centre

This Communications & Briefings section follows RYA Race Management guidance, RYA Safety Boat communication standards, and RYA Safety Management principles. It ensures that volunteers, race teams, organisers, and safety crews communicate clearly and consistently during events.

Clear communication prevents incidents, supports volunteers, and ensures safe coordination between afloat and ashore teams.

1. Core Communication Roles

• Bridge Team: Central communication hub; monitors all VHF channels and logs key messages.
• Principal Race Officer (PRO): Leads racing communication and signals.
• Course Safety Lead (CSL): Leads safety communication afloat.
• Event Safety Officer (ESO): Oversees emergency communication and escalation.
• Duty Manager: Supports ashore communication and public messaging.
• Safety Boat Crews: Provide clear, concise radio updates from the water.
• Volunteers: Use radios calmly and report hazards promptly.

2. Radio Protocol (RYA‑Aligned)

All radio communication must be calm, clear, and professional.

• Listen before transmitting.
• Identify yourself (e.g., “Safety 2”, “Beach Team”, “Bridge”).
• Use short, plain language.
• Avoid unnecessary chatter.
• Log important messages (Bridge Team).

Key Radio Phrases:

• “Urgent message” – important but not life‑threatening.
• “Priority message” – life‑threatening or serious incident.
• “Received” – message understood.
• “Go ahead” – ready to receive message.
• “Stand by” – wait for further instruction.

3. Bridge Operations & Communication Flow

The Bridge is the central communications hub during events.

• Monitors all VHF channels.
• Coordinates afloat ↔ ashore communication.
• Supports PRO, CSL, ESO, and Duty Manager.
• Logs incidents, capsizes, injuries, and weather changes.
• Requests radio silence during emergencies.

Communication Flow:

1. Witness / Volunteer → Reports clearly via radio.
2. Bridge Team → Logs and relays information.
3. ESO / Duty Manager → Assesses and coordinates response.
4. PRO / CSL → Directs afloat or racing actions.
5. Emergency Services / RNLI → Take control when on scene.

4. Competitor Briefings (RYA‑Aligned)

Competitor briefings must be clear, concise, and accessible.

• Weather and sea state.
• Course area and boundaries.
• Safety boat locations.
• Launching and recovery plan.
• Signals and communication expectations.
• Emergency procedures and landing points.
• Any venue‑specific hazards.

Briefings should be delivered in a calm, friendly manner and repeated if conditions change.

5. Volunteer Briefings

Volunteers must receive a short, clear briefing before duty.

• Role and expectations.
• Radio channel and protocol.
• Key locations (Bridge, landing points, first aid).
• Hazards (wind, waterline, vehicles, public areas).
• Emergency communication phrases.
• Who to contact if unsure (ESO / Duty Manager).

Volunteers should feel supported, not pressured.

6. Safety Boat Briefings (RYA Safety Boat Guidance)

• Fleet locations and course layout.
• Rescue priorities and tow procedures.
• Radio protocol and call signs.
• Landing points and medical access.
• Weather triggers for suspension or abandonment.
• Cold‑water and fatigue considerations.

7. Public & Visitor Communication

• Guide visitors calmly during busy periods.
• Provide clear directions to safe areas.
• Support vulnerable visitors where needed.
• Report any concerning behaviour to Duty Manager.

8. Communication During Emergencies

During emergencies, communication must be calm and structured.

• Use “Priority message” for life‑threatening situations.
• Bridge Team requests radio silence.
• ESO coordinates emergency response.
• Safety boats follow CSL instructions.
• Duty Manager manages public communication.

9. Document Control

Document Title: Communications & Briefings
Version: 1.0 (RYA‑aligned communication structure)
Review Cycle: Annual or post‑major event