Crisis drill checklist: what to arrange and when

A crisis drill needs more than a scenario and a room. You must coordinate registrations, dietary requirements, role assignments, communication tests, briefing materials, safety equipment, and room setup in the right order. Start with the objectives and participant list, then prepare the scenario and logistics before the day itself. This checklist covers the practical work, from reserving rooms and printing maps to connecting technical equipment and setting out coffee and tea.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Invite participants
Process registrations
Collect dietary requirements
Finalize participant list
Reserve rooms
Define the scenario and objectives
3 people
Assign roles
2 people
Set practice rules
2 people
Prepare safety briefing
Test communication channels
2 people
Create scenario envelopes
2 people
Print maps
Prepare name cards
Book catering
Do the shopping
2 people
Check materials
2 people
Chill drinks
2 people
Set up the practice space
3 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Set up the briefing room
2 people
Connect the technical equipment
2 people
Prepare the script
2 people
Set up safety equipment
2 people
Set out coffee and tea
2 people

Event

Register participants
2 people
Hand out name cards
Give safety instructions
2 people
Explain the practice objectives
2 people
Deliver the first scenario injection
2 people
Register notifications
2 people
Carry out scenario injections
3 people
Operate communication channels
2 people
Record timing results
Refill drinks
2 people
Serve dinner
3 people
Keep the break room clean
Close practice
2 people
Gather first impressions
2 people
Facilitate dinner and discussion afterwards
2 people

Aftercare

Wash dishes
2 people
Clean up the rooms
3 people
Collect waste
2 people
Switch off equipment
2 people
Clean rooms
2 people
Count materials
2 people
Return borrowed items
2 people
Archive registration details
Thank participants

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 35
Coat racksqty 2

Equipment

Laptopqty 3
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 8
Megaphone
Mobile phoneqty 2

Office

Flip chartsqty 3
Flip chart paperqty 6
Whiteboardqty 2
Whiteboard markersqty 12
Notepadsqty 35
Ballpoint pensqty 40
Clipboardsqty 10
Foldersqty 35
Name badge holdersqty 35
Labelsqty 2
Envelopesqty 30
Printer paperqty 2
Staplersqty 2
Rolls of tapeqty 4
Notepadsqty 6

Safety

First aid kitsqty 2
Safety vestsqty 10
Flashlightsqty 6
Batteriesqty 24
Barrier tapeqty 2
Iconsqty 12

Catering

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3

Tableware

Mugsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Small bowlsqty 8
Serving plattersqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Groceries

Groceries

Tips

Finalize the participant list before assigning roles or printing name cards. Leave at least 3 working days to handle cancellations, dietary requirements, and replacements.
Test every communication channel at least 24 hours before the drill. Check the walkie-talkies, mobile phone, megaphone, batteries, and any extension cords or power strips you will use.
Prepare the scenario envelopes, maps, script, folders, and briefing materials in separate sets before participants arrive. Count the sets once, then keep one spare set available.
Set up the registration desk and briefing room at least 60 minutes before the start time. Put out name badge holders, labels, clipboards, pens, notepads, and the participant list in the order they will be used.
Check safety equipment before opening the practice space, not during the briefing. Place first aid kits, safety vests, flashlights, and spare batteries where the assigned safety roles can reach them quickly.

Frequently asked questions

How far in advance should I plan a crisis drill?: Start planning at least 3 to 4 weeks before the drill. Use the first week to define the scenario, objectives, rooms, roles, and participant invitation; reserve the final 3 days for confirmations, printing, equipment checks, and setup.
When should I send invitations for a crisis drill?: Send invitations 2 to 3 weeks before the drill and set a registration deadline about 7 days before it. This gives you time to collect dietary requirements, finalize the participant list, and assign roles without last-minute changes.
How long does crisis drill setup take?: Allow at least 60 minutes for the registration desk and briefing room, plus another 30 to 45 minutes for the practice space and technical equipment. Add extra time if you need to arrange tables and chairs or connect a projector and screen.
What safety equipment do I need for a crisis drill?: Prepare first aid kits, safety vests, flashlights, and spare batteries, and assign someone to check them before participants arrive. Complete the safety briefing before the exercise starts and test the communication equipment at least 24 hours in advance.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.