What you need for an evacuation drill

An evacuation drill needs more than an alarm and a clear exit. You will need visible signs at the assembly point, printed maps, observer materials, communication equipment and basic safety gear. Plan supplies for registration before the drill and for monitoring the evacuation once people leave the building. This checklist also covers practical items such as clipboards, pens, water and coffee, which are easy to overlook when the focus is on the alarm.

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What to bring

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

Furniture

Registration desk
Folding chairsqty 8
Tablesqty 2

Equipment

Megaphoneqty 2
Walkie-talkiesqty 8
Stopwatchesqty 4
Extension cordqty 2

Safety

Reflective vestsqty 12
Safety helmetsqty 6
First aid kit
Flashlightsqty 6
Whistlesqty 6
Barrier conesqty 12
Barrier tapeqty 2
Emergency lighting signsqty 8

Communication

Evacuation mapsqty 12
Assembly point signsqty 4
Instruction postersqty 6

Office

Clipboardsqty 12
Ballpoint pensqty 24
Notepadsqty 12
Attendance listsqty 12
Observation formsqty 20
Tapeqty 4
Markersqty 12
Note cardsqty 100

Tableware

Reusable cupsqty 60
Coffee cupsqty 30
Teaspoonsqty 30

Kitchen

Coffee makerqty 2
Water jugsqty 4
Thermos flasksqty 4
Serving traysqty 2

Cleaning

Waste binsqty 4
Bucketsqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Mints - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Spa Blauw - 6 bottles
- Sparkling mineral water - 4 bottles
- Cola - 2 bottles
- Cola Zero - 2 bottles
- Sinas - 2 bottles
- Apple juice - 2 cartons
- Orange juice - 2 cartons
- Butter cookies - 4 packs
- Oat bars - 3 boxes
- Plain chips - 3 bags
- Paprika chips - 3 bags
- Salted peanuts - 2 bags
- Apples - 30 pieces
- Bananas - 25 pieces
- Grapes - 3 trays
- Cucumber - 3 pieces
- Cherry tomatoes - 3 trays
- Carrots - 2 bags
- Hummus - 3 tubs
- Snack mix - 2 bags
- Napkins - 3 packs
- Paper plates - 60 pieces
- Stirrers - 100 pieces
- Tea bags - 1 box
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Hand soap - 2 dispensers
- All-purpose cleaner - 2 bottles
- Dish soap - 1 bottle
- Sponges - 4 pieces
- Microfiber cloths - 6 pieces

Tips

Prepare one registration set for each registration point: a desk, attendance lists, clipboards and pens. Print the participant list before the drill and bring spare sheets for late arrivals.
Use enough communication equipment for the people directing and observing the evacuation. Charge the walkie-talkies, megaphone and other devices at least the day before, then keep a backup method such as whistles available.
Bring clear guidance for both the route and the assembly point. Print evacuation maps, prepare assembly point signs and instruction posters, and pack tape and markers so signs can be fixed or updated on site.
Give each observer the tools to record timings and problems: an observation form, notepad, pen and stopwatch. Pack one extra set for every five observers so a missing or damaged item does not stop the review.
Set aside refreshments separately from the safety equipment. Count reusable cups, coffee cups and teaspoons for the expected group, and test the coffee maker and extension cord before moving everything to the assembly point.

Frequently asked questions

What supplies do I need for an evacuation drill?: Plan for four groups of supplies: registration and paperwork, communication and timing equipment, safety and route-marking items, and refreshments. For a typical drill, bring printed maps, attendance and observation forms, radios or a megaphone, stopwatches, reflective vests, signs, a first aid kit and drinking supplies.
How many evacuation maps should I print?: Print at least one map for every registration or briefing point, plus one copy for each observer and one spare per location. If participants will receive instructions directly, prepare enough copies for the full participant list and print them no later than the day before.
How many walkie-talkies are needed for an evacuation drill?: Provide one charged walkie-talkie for each person coordinating a route, the assembly point or communications, plus one spare if possible. Test all units at least 24 hours before the drill and agree on a backup signal if coverage fails.
What should I bring to the assembly point?: Bring the assembly point signs, attendance lists, clipboards, pens, observation forms, communication devices, a megaphone and basic first aid supplies. Add water and coffee only after the safety materials are packed, and move the complete kit there before participants begin evacuating.

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