NATO Conference 2014

The Celtic Manor Resort,

Coldra Woods,
The Usk Valley,
Newport,
South Wales

4
th
-5
th
September 2014











Introduction




About Des...
I have worked for Arqiva PMSE (previously JFMG) for fourteen years, during which time I have
been responsible for managing the spectrum requirements for hundreds of Major Events and
thousands (too many to count) of spectrum coordination applications for ad-hoc events and
business as usual requirements.
My experience spans many different genres of Major Event, from Wimbledon to T in the Park, the
London Marathon to the FA Cup Final and everything in-between. This exposure to such a varied
array of events has given me the opportunity to experience various equipment and spectrum
demands so your application will be in safe hands.
On the following pages you will find information relating to the NATO Conference which I hope
you find useful. This information highlights each stage of the Major Event process from applying
through to go live at the event. If there is any additional information you need then please do not
hesitate to contact me and I will be happy to help.






The NATO Conference in 2014 is to be held near Newport in Wales and
frequency demand for this event is expected to be high with a large
amount of international media interest.
Due to the likely high demand for spectrum at this conference Arqiva
PMSE has dedicated it a Major Event and Des Vitalis will be the Event
Coordinator responsible for its frequency management.

June 2013 Proposal name
1




Company confidential. All rights reserved. Passing on and copying of this document, use and
communication of its content is not permitted without written authorisation.


1. Application Process
Applications for this event are being submitted directly to Arqiva PMSE so
applicants are asked to submit their requests at the earliest possible
opportunity. It is advisable to submit frequency applications by July 25
th

2014 as applications submitted later than this may not be accommodated
as required.
As the Conference is designated a Major Event, applications for
frequencies will not be subject to Arqiva PMSEs usual three day
turnaround rule. All frequency applications will be collated and worked on at
the same time in order to achieve the best frequency allocation plan.
Applications can be submitted via the online Event application process, or
by submitting an application form in the usual manner. All application forms
are available for download on our website www.pmse.co.uk by selecting
the Application Forms link at the top of the page.
On receipt of all frequency applications customers will be notified via email
that their application has been received. Once applications have been
reviewed, customers will be contacted if there are any immediate concerns
regarding the requirements, or if any relevant information has been omitted.
2. Coordination and Licensing
When applying for frequencies we would strongly advise customers to
apply for PMSE spectrum, these are the frequency ranges that we manage
on a day-to-day basis. Please note that international organisations may be
required to retune or reprogram their equipment to conform to UK
frequency plans. Details of all PMSE spectrum frequency ranges can be
found on our website www.pmse.co.uk by selecting the PMSE Spectrum
link at the top of the page.
On applying for frequencies please state clearly the location of
transmission/reception. This is particularly relevant for duplex base stations
and wireless cameras receive points. If locations are not clearly stated this
will delay the application until the required information is received.
Though the demand for spectrum will be high, Arqiva PMSE will endeavour
to satisfy all requirements.
Information key to the coordination process includes:
The number of wireless microphones, In Ear Monitors (IEMs),
wireless talkback systems and wireless cameras required
The frequency range that equipment will tune across (greater
flexibility will aid the coordination process)
The dates and times that frequencies are needed

June 2013 Proposal name
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Company confidential. All rights reserved. Passing on and copying of this document, use and
communication of its content is not permitted without written authorisation.


The location of Wireless Talkback antennas within the grounds
Such information can be included on the application form or an
accompanying email.
When Licences have been processed, a secure payment link will be
emailed to the applicant if paying by credit or debit card. Once confirmation
of payment has been received, the Licence will be issued and emailed to
the applicant. Applications received within the stated time periods will have
Licences issued on or before the August 22
nd
2014, allowing sufficient time
for equipment to be retuned or programmed. Payment can also be made
via BACs transfer, cheque (made payable to Arqiva PMSE) or by Carnet
tokens.
3. Event Time
Once on site, the location of transmitters and using good engineering
practice is particularly important to minimise the potential for health hazards
and interference. In the event of any issues you may be requested to switch
off or relocate your equipment.
During the Event it is imperative that all frequencies are used within the
terms and conditions of the Licence held. This includes transmission of
frequencies only during the times and dates stated on the Licence, not
exceeding the designated maximum power, transmitting frequencies only
from the location specified on the Licence or as discussed with the Event
Coordinator.
If interference is experienced or any other issues arise regarding frequency
related matters we will be able to assist quickly via the Event Coordinator. If
the cause is identified the necessary steps will be taken to rectify the
problem. If interference occurs outside of office hours the Emergency
Coordinator will be able to assist.
4. Useful contacts
Event Coordinator: Des Vitalis
Email: pmse@arqiva.com
Office Hours: Mon to Fri 09:00 17:00
Telephone: 0207 299 8660
Out of Hours Emergency Coordinator: 07866 423 619
Back up Coordinator: Freddie Cook
Email: pmse@arqiva.com