I am assisting Security with the “Night to Shine,” which is an organization that provides a prom like experience for special needs adults. This is a massive event with 150 Special guest and another 150 buddies with an event that starts with a red carpet entry, food and a night of entertainment.
One of the issues that was brought to my attention is communication. Due to the size of the security (30 volunteers) and large venue they are trying to find an inexpensive option for security. I know I’ve used apps on my cell phone that were secure for Task Force Operations (required a subscription and account) when we could not use a radio and I am looking for a reliable FREE service we could use for one night that works with smart phones. This will allow the security team to communicate with Law Enforcement, First Aid and the heads of all the committees. We are looking to have between 7-10 security personnel (team leaders) equipped with this, one rep from Law Enforcement, ambulance, and a couple of committees members heads on this system. Thanks in advance for any suggestions and to help make this event a great night for some important people.
There are likely some more security specific apps out there but if you can’t find one that works for your situation you might settle for setting up a secure WhatsApp group.
We use that on worksites to coordinate movements and coverage for from 10 to 20 people. We mostly use the text feature ( you can talk to text to keep hands freer) but you can also direct call individual members and post audio messages for everyone to listen to.
Hope everyone has a great and safe time there!
Somewhat similar to WhatsApp, Discord could be used also. It has text, voice, screenshare and call functions built-in, is available for both Apple & Android and is also free.
Windows:
Apple:
Android:
@George_R_Florida As a member of a couple ham radio clubs we have been called on for these types of events, runs, marathons, you name it. We use small handheld radios. One is at the police department and we connect through a repeater. So, contact your local ham radio clubs and I would be amazed if you didn’t get a quick and positive response. And of course, there is no charge involved.
Thanks. I never thought of that and will reach out to the ham club here at The Villages. Thanks for that suggestion.
I will check this out. I’ve never used it before. Can I set up a large chat or a group or room to have everyone in so we stay connected like we have walkies?
Ask the local HAM Radio comunity for help! They have provided communications for events as large as March of dimes walk a thon and have been involved in many disasters, Amtrack, earthquakes.
Contact the A.R.R.L. The American Radio Relay League for a group near you.
As long as the event is nonprofit public service they may be able to assist.
Indeed.
You’d (or the “owner”) would set up a group and then you’d be able to send invites. You can also choose to password protect the group, require 2FA (two form authentication) etc.
Greetings & welcome, Ron164, we’re glad that you’ve chosen to join us and hope that you enjoy the community!
Take care and be well
Thank you very much. This sounds like it may be the solution for us.
You’re most welcome, my friend. Good luck with the event and I hope that all goes well.
Welcome to the community! Great helpful input! 
@George_R_Florida Glad to have you back! Hopefully you will get fixed up pretty quick, as I was going to give you some of the same input that this great community has already given, so looks like you’re being sent in the right direction. Best of luck, and let us know how everything turns out! 
I knew this was the right place to get some good information. Thankful for all the input and suggestions as it will all help.
@Ron164 Welcome from a fellow “hammer”.