What you need for an evacuation drill

An evacuation drill needs more than a clear route and a meeting point. You need visible signs, reliable communication, basic safety equipment, and a simple registration setup so participants can be checked in and accounted for. Use this list alongside the drill plan to prepare the venue, guide people safely, and keep the briefing and follow-up organized. Check equipment at least one day before the exercise, especially radios, lighting, power supplies, and printed materials.

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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
- Still water - 24 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Coffee beans - 2 kilograms
- Tea bags - 120 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Stirrers - 150 pieces
- Ham and cheese sandwiches - 40 pieces
- Ham Sandwiches - 30 pieces
- Vegetarian sandwiches - 20 pieces
- Vegan sandwiches - 10 pieces
- Gluten-free rolls - 6 pieces
- Butter - 500 grams
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Wholegrain biscuits - 8 packs
- Paper napkins - 300 pieces
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces

Tips

Prepare one safety vest for every person directing or escorting participants, and keep spare vests available in case roles change on the day.
Use at least one walkie-talkie for each key position, such as the registration desk, route marshal, meeting point, and exercise coordinator. Test every radio before participants arrive.
Print the participant list, route signs, meeting point sign, badges, and folders at least one day in advance. Bring spare copies of the list and extra pens for last-minute registrations.
Allow one registration table with chairs, clipboards, name stickers, and notepads. Set up the desk before the briefing so late arrivals do not interrupt the exercise.
For a drill lasting several hours, plan roughly two drinks per person for the first hour and one drink per person for each additional hour. Bring reusable cups, serving equipment, and waste bins rather than arranging them at the last minute.

Frequently asked questions

What equipment do I need for an evacuation drill?: You need communication equipment such as walkie-talkies, a megaphone, and charged mobile phones. Also prepare route signs, a meeting point sign, safety vests, flashlights, a first aid kit, barrier tape, traffic cones, and emergency lighting. Test the equipment at least 24 hours before the drill.
How many walkie-talkies are needed for an evacuation drill?: Plan for at least one walkie-talkie per operational position: registration, route supervision, the meeting point, and the exercise coordinator. Add one spare unit if the drill involves more than 20 participants or multiple evacuation routes.
What should I print for an evacuation drill?: Print the participant list, name badges or stickers, route signs, the meeting point sign, briefing materials, and participant folders. Prepare the final print pack at least one day before the drill and bring 10% extra copies for changes or damaged sheets.
How much catering do I need for an evacuation drill?: For a drill with refreshments, allow about two drinks per person during the first hour and one additional drink per person for each following hour. Match plates, cutlery, and cups to the confirmed participant list, then add around 10% extra for staff, visitors, and spills.

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