Evacuation drill checklist

An evacuation drill needs more than a clear route and an alarm. Set a practice scenario, define what participants should learn, and decide where everyone will assemble before invitations go out. This checklist takes you from venue and accessibility checks to registration, briefings, radio testing, catering, and follow-up logistics. Use it to give each person a clear role and to catch practical details—such as route signs, charged phones, and a printed participant list—before the drill starts.

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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

Reserve venue
Set practice goals
2 people
Prepare Practice Scenario
3 people
Determine evacuation routes
2 people
Designate a meeting point
2 people
Invite participants
2 people
Process registrations
2 people
Collect dietary requirements
Update participant list
2 people
Assign escorts
2 people
Make badges
2 people
Register exercise internally
Check accessibility
2 people
Clear the evacuation route
3 people
Check emergency exits
2 people
Inspect assembly point
2 people
Check contact details
Order catering
Collect materials
3 people
Test walkie-talkies
2 people
Check power supply
2 people
Prepare briefings
2 people
Print participant list
Prepare the registration desk
2 people
Pick up catering
2 people
Bring materials to the venue
3 people

Event

Set up registration desk
2 people
Set up the assembly point
3 people
Mark evacuation routes
3 people
Hand out communication devices
2 people
Register participants
4 people
Brief participants
4 people
Brief the chaperones
3 people
Start practice scenario
2 people
Sound the evacuation signal
Guide evacuation routes
8 people
Check emergency exits
4 people
Guard the assembly point
3 people
Check attendance
4 people
Simulate a missing person
2 people
Carry out a search operation
4 people
End exercise
2 people
Guide participants back
5 people
Set out coffee and tea
2 people
Set out sandwiches and fruit
3 people
Serve drinks
3 people
Refill drinks
2 people
Lead the debrief
3 people
Note points for improvement
2 people
Unregister participants
2 people

Aftercare

Collect registration materials
2 people
Wash Dishes and Cups
3 people
Collect waste
3 people
Clean the venue
4 people
Remove route signs
2 people
Pack up materials
3 people
Charge walkie-talkies
Return materials
2 people
Send participant message
Prepare rehearsal report
2 people
Distribute action items

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 110
Registration deskqty 2
Waste binsqty 8

Equipment

Walkie-talkiesqty 12
Megaphoneqty 2
Laptopqty 2
Printer
Extension cordsqty 4
Power stripsqty 6

Safety

Safety vestsqty 20
Flashlightsqty 8
First aid kit
Barrier tapeqty 4
Traffic conesqty 12
Emergency lightingqty 4

Communication

Mobile phonesqty 4
Phone chargersqty 6

Office

Clipboardsqty 12
Ballpoint pensqty 30
Notepadsqty 12
Name stickersqty 120
Route signsqty 20
Meeting point signqty 2
Participant foldersqty 110

Tableware

Reusable cupsqty 120
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Scissorsqty 6
Duct tapeqty 6

Cleaning

Hand soap dispensersqty 4
Hand sanitizerqty 6
Cleaning bucketsqty 3
Microfiber clothsqty 12
Broom setsqty 3

Catering

Groceries

Tips

Set the meeting point and evacuation routes before sending invitations. Check that exits are clear, add route signs, and inspect the assembly area at least one day before the drill.
Assign escorts and check accessibility early, not on the morning of the exercise. Confirm who supports participants with mobility, hearing, or visual needs and include those roles in the briefing.
Test walkie-talkies, the megaphone, emergency lighting, and spare phone chargers before participants arrive. Test every communication channel from the evacuation route and meeting point, not just from the registration desk.
Prepare registration materials in advance: a printed participant list, badges or name stickers, clipboards, pens, and folders. Set up the desk at least 30 minutes before registration so late arrivals do not delay the briefing.
Keep catering separate from the safety operation. Pick it up after the main checks are complete, provide reusable cups and basic serving items, and make sure waste bins do not obstruct exits or the assembly point.

Frequently asked questions

How far in advance should I plan an evacuation drill?: Start planning at least two weeks before the drill. Use the first week to set the scenario, routes, meeting point, roles, and participant list; reserve the final two or three days for equipment and access checks.
What should be checked before an evacuation drill?: Check every emergency exit, evacuation route, assembly point, communication device, power supply, and accessibility arrangement. Complete the physical site check no later than the day before, then repeat a quick walk-through on the day.
How long should an evacuation drill briefing take?: Allow 10 to 15 minutes for the briefing. Explain the scenario, alarm or start signal, routes, meeting point, escort assignments, expected behaviour, and how participants should report problems.
What equipment is needed for an evacuation drill?: Plan for communication, safety, registration, and power equipment: walkie-talkies, a megaphone, safety vests, flashlights, a first aid kit, barrier tape, traffic cones, phones, chargers, and printed registration materials. Test powered equipment at least 24 hours before the exercise.

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.