Evacuation drill checklist: plan it in the right order

An evacuation drill needs more than an alarm and a clear exit. You need a written scenario, checked routes, assigned staff roles, attendance records, observers, and a meeting point that people can find quickly. Plan the communication before the drill, test the alarm beforehand, and prepare a way to record who evacuated and what happened. This checklist helps you organize the drill from the first planning steps through the evacuation and observation.

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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

Write out evacuation scenario
Check building zones and routes
2 people
Designate a meeting point
2 people
Document the reporting procedure
2 people
Inform the supervisor
Inform staff
Send practice message
Create the participant list
Process registrations
Print attendance lists
Assign roles to staff
2 people
Brief team leaders
2 people
Assign observers
Test the alarm function
2 people
Check emergency exits
2 people
Clear emergency exits
2 people
Prepare the assembly point
2 people
Hang up floor plans
2 people
Lay out materials
2 people

Event

Take up observation points
4 people
Set up the assembly point
2 people
Register Attendance in Advance
2 people
Announce the drill
Activate the alarm
Assist with evacuation
6 people
Check rooms and toilets
4 people
Stop elevator use
Check doors and emergency exits
2 people
Count attendance at assembly point
4 people
Report missing persons
2 people
End exercise
Guide return to the building
4 people
Record observations immediately
4 people
Brief participants

Aftercare

Record unsafe situations
2 people
Record improvement actions
2 people
Archive attendance lists
Report practice results
Inform staff about the results
Restore the evacuation route signage
2 people
Collect materials
2 people
Store materials
2 people
Clear the assembly point
2 people

What to bring

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

Documentation

Evacuation mapsqty 8
Attendance listsqty 8
Observation formsqty 10
Evacuation instructionsqty 10
Pensqty 15
Clipboardsqty 8
Notepadsqty 8

Communication

Walkie-talkiesqty 4
Megaphonesqty 2
Mobile phonesqty 4

Safety

Safety vestsqty 10
Flashlightsqty 6
First aid kit

Marking

Assembly point signsqty 2
Directional signsqty 12
Warning tapeqty 2
Conesqty 12
Route arrowsqty 20

Equipment

Stopwatchesqty 4
Digital camera
AA batteriesqty 12
AAA batteriesqty 12

Furniture

Foldable tablesqty 2
Chairsqty 4

Cleaning

Waste binsqty 2
Trash bagsqty 10
Paper towelsqty 2

Tips

Check every emergency exit and route before the drill, then remove anything blocking doors or corridors. Do not assume a route is usable because it appears on the evacuation maps.
Set the assembly point far enough from the building to remain safe, mark it clearly, and prepare signs, cones, or route arrows before participants arrive. Include a method for registering attendance there.
Assign roles in writing, including team leaders, evacuation assistants, observers, and the person responsible for activating the alarm. Brief each role before the drill so nobody is deciding responsibilities during the evacuation.
Prepare attendance lists in advance and print a copy for each registration point. Add a clear reporting procedure so team leaders know who reports missing people, completed zones, or problems with the route.
Test the alarm, walkie-talkies, megaphones, and any phones used for coordination before sending the practice message. Keep spare AA and AAA batteries available; communication equipment is often checked too late.

Frequently asked questions

How long does it take to organize an evacuation drill?: Allow at least 1–2 weeks for a planned drill. That gives you time to write the scenario, check routes, assign roles, inform staff, prepare attendance lists, and brief observers.
How many observers do we need for an evacuation drill?: Use at least 1 observer for each main evacuation zone or critical route. For a small building, 2–3 observers can usually cover the alarm response, exits, assembly point, and registration.
When should staff be informed about an evacuation drill?: Inform staff several days before the drill, then send a practice message shortly before it begins. Brief team leaders and evacuation assistants no later than the day before.
What should be checked before activating the evacuation alarm?: Check all emergency exits, evacuation routes, assembly point markings, attendance lists, role assignments, and communication equipment. Complete these checks at least 30 minutes before the alarm whenever possible.

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.