Disaster drill checklist: what to arrange and when

A disaster drill needs more than a scenario and a group of participants. This checklist takes you from exercise objectives and risk analysis to registration, role allocation, communications, safety and the final debrief. Allow time for emergency services, a backup venue and radio equipment, because these are often arranged too late. The plan covers 84 tasks and 66 items, including registration furniture, lighting, barriers, protective equipment and first-aid supplies.

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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

Set practice goals
2 people
Develop practice scenario
3 people
Prepare a risk analysis
2 people
Reserve venue
Inform the control room
Invite emergency services
Invite participants
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Check contact details
2 people
Create participant lists
2 people
Assign roles and shifts
3 people
Prepare safety instructions
2 people
Determine evacuation route
2 people
Set the meeting point
2 people
Create a communication plan
2 people
Reserve walkie-talkies
Prepare scenario injects
3 people
Print maps
2 people
Making participant badges
2 people
Prepare casualty rolls
3 people
Prepare moulage
2 people
Check materials
2 people
Do the shopping
2 people
Charge walkie-talkies
Prepare catering
2 people
Check the weather forecast
Prepare weather measures
2 people

Event

Open venue
2 people
Inspect the grounds safely
3 people
Block off traffic routes
3 people
Set up the registration desk
2 people
Set up tables and chairs
4 people
Set up the tents
4 people
Connect lighting
2 people
Set up communication post
2 people
Set up the briefing room
3 people
Set up casualty area
3 people
Distribute materials by post
3 people
Do makeup for victims
3 people
Chill drinks
2 people
Make coffee and tea
2 people
Brief the registration team
2 people
Instruct observers
3 people
Register participants
3 people
Give the safety briefing
2 people
Open drill
2 people
Give the first scenario injection
2 people
Monitor communication
2 people
Guide victims
6 people
Record observations
5 people
Monitor safety during the exercise
3 people
Hand out interim injections
3 people
Refill drinks
2 people
Supervise breaks
2 people
Serve snacks
2 people
Test emergency signal
2 people
Stop the exercise
2 people
Gather participants
3 people
Hold a short debrief
3 people
Serve dinner
3 people
Start evening scenario
2 people
Check night lighting
2 people
Monitor evening communications
2 people
Guide evening casualties
4 people
Record evening observations
4 people
Carry out the final injection
2 people
Close practice
2 people
Check attendance
3 people
Check out participants
3 people

Aftercare

Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Take down tents
4 people
Collect materials
3 people
Clean the venue
4 people
Remove traffic barriers
3 people
Charge walkie-talkies
Return borrowed materials
2 people
Compile observation forms
2 people
Record incident reports
2 people
Send participant thank-yous
Compile the practice report
3 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 60
Registration desk
Coat racksqty 2

Equipment

Walkie-talkiesqty 12
Two-way radio chargersqty 12
Megaphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Laptopsqty 3
Mobile phonesqty 4

Lighting

Work lightsqty 6
LED lampsqty 8
Battery lampsqty 6

Safety

Safety helmetsqty 30
Safety vestsqty 40
Safety gogglesqty 30
Work glovesqty 30
Hearing protectionqty 20
First aid kitsqty 3
Fire blanketsqty 2
Fire extinguishersqty 3
Emergency blanketsqty 30
Flashlightsqty 12
Spare batteriesqty 24

Barricade

Crowd barriersqty 20
Traffic conesqty 30
Barrier postsqty 20
Rolls of barrier tapeqty 6
Warning signsqty 10
Traffic barriersqty 6

Practice materials

Practice mannequinsqty 4
Stretchersqty 3
Emergency blanketsqty 20
Foldable stretchersqty 4
Practice bandagesqty 20
Practice splintsqty 10
Practice breathing masksqty 10
Pop-up shelter wallsqty 4

Registration

Badge holdersqty 70
Clipboardsqty 20
Markersqty 30
Ballpoint pensqty 50
Whiteboardsqty 4
Whiteboard markersqty 20
Document foldersqty 20
Paper shredder

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6

Tableware

Coffee cupsqty 60
Drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80
Pitcherqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 4

Practice décor

Plastic rubble blocksqty 20
Old blanketsqty 12
Empty jerry cansqty 8
Practice road signsqty 6

Catering

Groceries

Tips

Set the exercise objectives and scenario before inviting participants. Keep the scenario specific enough to assign roles, posts and scenario injects, and write down what a successful response should demonstrate.
Contact the control room and invite emergency services early, then confirm the arrangements again at least 7 days before the drill. A reserve venue should also be identified before registrations open.
Close registrations early enough to process names, contact details and dietary requirements. Aim to finish participant lists and role assignments at least 3 days before the exercise, rather than doing them during setup.
Test the communication setup before the first participant arrives. Charge the walkie-talkies, check the radio channels, test the megaphone and confirm that phones, laptops and backup batteries work where they will be used.
Walk the site once with the safety instructions, evacuation route and assembly point in hand. Set out barriers, cones and tape before the drill starts, and check lighting, first-aid kits, fire extinguishers and protective equipment before opening registration.

Frequently asked questions

How far in advance should I plan a disaster drill?: Start the core planning at least 4 to 6 weeks before the drill. Set objectives, complete the risk analysis, confirm the venue and emergency-service involvement first; registrations and detailed role assignments can follow.
When should disaster drill registrations close?: Close registrations at least 3 days before the exercise. That gives you time to process the list, check contact details and dietary requirements, print badges and assign participants to roles and posts.
How many walkie-talkies do I need for a disaster drill?: Plan one walkie-talkie for each post or role that must communicate during the exercise, plus at least 2 spare units. Charge every unit beforehand and keep the chargers and spare batteries at the registration or control point.
What should I check on the day of a disaster drill?: Complete a site and equipment check before registration opens, ideally 60 to 90 minutes ahead. Confirm the evacuation route, assembly point, lighting, barriers, first-aid supplies, fire equipment, safety gear, radios and scenario materials.

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