Seconds Count: Using Two-Way Radio Wireless PA Systems for Texas Youth Camp Emergency Alerting

Imagine a Texas youth camp without tree lined lakes, mountain vistas, and hiking trails. It just wouldn’t be the same would it? Unfortunately, the same things that make a camp so magical can make them so dangerous if something unexpected happens.

If you run a youth camp in an area with flash flooding concerns like much of Texas you better have your emergency alerting nailed down because you will not get a second chance to correct your mistakes when tornado sirens start ripping through the camp in the middle of the night or a swollen river is seconds away from flooding your campgrounds.

There have been several incidents over the past couple decades at youth camps where deadly flash flooding occurred and minutes were lost contacting campers at remote cabins via phone or bullhorn. After these incidents it became clear that when seconds count you can’t count on outside services to work in your time of need.

When administrating a camp you can’t assume your counselors will read a text message. You can’t assume your landline will work during a severe thunderstorm. You have to have a plan to notify everyone on camp property as fast as technologically possible and you have to test that plan.

Three Reasons Cell Phones & WiFi Just Won’t Cut It

1. Range & Coverage: Cell phone reception can be spotty at camps even on a good day. Many camps are located in natural “bowls” or valley like settings where surrounding terrain blocks incoming cellular signals.
2. Dependency on Infrastructure: What do cell towers, telephone poles, and internet servers have in common? They will almost always lose functionality due to the same weather event that’s putting your campers at risk (wind, lightning strikes, heavy rainfall, etc. ). 
3. Network Dependency: Your towers may still be standing but during a widespread emergency network providers will be slammed instantly by panicked citizens. Outbound calls to notify camp administrators will not go through.

You Are Now Required By Law To Have One in Texas

We’re not just trying to sell you something. Texas has officially changed their health and safety codes as it pertains to youth camps and emergency communications since flash floods have affected camps in the state.

While laws change constantly, the Texas Department of State Health Services wants every camper and counselor to be notified as quickly as technologically possible during an emergency. They want redundant systems and plans to back up those systems. A solution that relies on electricity or offsite cell towers does not qualify as “redundant.”

iPhone checking counselors do not plan for disasters.

The Wireless Two-Way Radio PA System 

Wireless PA systems activated by two-way radio are hands down the best option for camp settings.

Traditional wire backed PA systems require miles of exposed wiring that can be damaged. Wifi based systems require internet. 

Never fear, we have a solution that uses the same Radio Frequency (RF) technology your staff is already using to communicate while working.

Here’s How It Works 

The trigger: Someone in authority at the camp (Camp Director, Office Manager, etc.) uses a traditional two-way radio. This can be a portable handheld radio or even a  base station radio that stays in the office.

There are also devices that play pre-recorded messages with the push of a button.

The Transmission: For spoken announcements the administrator would simply change the channel on their two way radio to the dedicated PA channel and hit the talk button.

The Receivers: Camp locations that need to hear emergency information (cabins, dining hall, lake front, sports fields, etc.) would be equipped with Wireless PA Receivers hooked up to high volume horn speakers. These receivers are always listening for the Wireless PA signal. These units can either plugged into the AC power grid and have battery backup or no AC inputs at all and simply utilize solar panels for power.

The Broadcast: When the Wireless PA receiver detects a signal from the base radio it fires the horns, emits a tone, and broadcasts whatever the administrator is saying on their radio instantly across campus.

Perfect For Camps Because: 

• It doesn’t need cell towers or the internet. The receiver/speaker units can be equipped with solar/battery backup so they can function without the use of AC power if needed.
• It’s one-to-many. One click on the radio instantly alerts all campers.
• Most camps use UHF or VHF radio’s for staffing logistics anyways. You’re just adding to your existing program. 
• Super durable. Everything is rated for outdoor use. 

Setting Up Your System 

Planning your Wireless PA system deployment is crucial. You don’t want to install these and find out you have dead spots on campus that can’t hear the live or recorded message.

1. Run A Site Signal Survey 

Guessing where you should place speakers is never a good idea. Take your existing two way radios and visit every location you’ll need a PA receiver. If you can hear your colleague on their radio then you will be able to hear them on the PA speaker.

You can easily elevate the radio antenna in these PA receivers to boost reception in dead spots as well. Some things to consider when placing or choosing how many receivers you need:

2. Terrain

Mountains, valleys, and thick tree coverage can impact radio reception.

3. High Noise Areas

Places like by the river, generators, cafeterias will need larger horns or multiple speakers to be heard over background noise.

4. Important Areas

These include all cabins, bathrooms, and gathering areas.

Choose The Correct Equipment 

• Frequency Band: VHF frequencies typically travel farther outside around obstacles than UHF. This is important to consider if you’re camp is in hilly and heavily treed areas. If you already use two way radios at camp and they work great you don’t have to worry about this. Wireless PA speakers can be setup for either frequency band.
• Backup Power: This is extremely important. Each wireless speaker should have it’s own battery backup. If the storm knocks out power your speakers need to be able to receive the alert from the base radio and sound off regardless. If you opt to use solar panels on each PA speaker you won’t need any battery backup.
• Siren or Voice? The best Wireless PA Systems allow you to broadcast loud siren tones to get attention then follow up with clear voice instructions.

Get the Protocol Down 

The best hardware in the world means nothing if you don’t have a solid broadcast protocol.

• Limit who can trigger an alarm. If anyone at camp can hit the panic button you’ll have some crying children and phone calls to lawsuits.
• Write out what you will say. During an emergency your adrenaline will be pumping. You don’t want to ad-lib. 
• Wrong: “Uh, hey guys, looks like rain. Maybe everyone head to the dining hall.” 
• Right: (alarms scream) “Attention All Campers and Staff. This is not a drill. A flash flood warning has been issued and is expected to hit campgrounds within 5 minutes. Please proceed to the hilltop assembly areas immediately. Do not return to your cabins. Activate Flood Plan Alpha.” 
• Practice Drills. Everyone on campus will need to know what those speakers sound like and that when they hear them they need to stop what they’re doing and listen for instructions.

Did we mention you need to practice this? You really need to practice this. 

Tell Us About Your Camp 

Emergency communications aren’t always the most glamorous subject but when it comes to managing a camp in there’s no room for error. Call IntercomsOnline.com at 888-298-9489 and let us help you build a system.

You can see the various components available here: https://www.intercomsonline.com/voice-evacuation-system