How to organise an evacuation drill

An effective evacuation drill starts with a defined practice goal, not with moving people out of the building. Set the scenario, confirm the evacuation routes and meeting point, then assign escorts and communication roles before inviting participants. On the day, registration, accessibility checks and a clear briefing keep the exercise controlled. Allow time to inspect exits, test walkie-talkies and prepare the route before the first participant arrives.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve venue
2
Set practice goals
2 people
3
Prepare Practice Scenario
3 people
4
Determine evacuation routes
2 people
5
Designate a meeting point
2 people
6
Invite participants
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Update participant list
2 people
10
Assign escorts
2 people
11
Make badges
2 people
12
Register exercise internally
13
Check accessibility
2 people
14
Clear the evacuation route
3 people
15
Check emergency exits
2 people
16
Inspect assembly point
2 people
17
Check contact details
18
Order catering
19
Collect materials
3 people
20
Test walkie-talkies
2 people
21
Check power supply
2 people
22
Prepare briefings
2 people
23
Print participant list
24
Prepare the registration desk
2 people
25
Pick up catering
2 people
26
Bring materials to the venue
3 people

Event

27
Set up registration desk
2 people
28
Set up the assembly point
3 people
29
Mark evacuation routes
3 people
30
Hand out communication devices
2 people
31
Register participants
4 people
32
Brief participants
4 people
33
Brief the chaperones
3 people
34
Start practice scenario
2 people
35
Sound the evacuation signal
36
Guide evacuation routes
8 people
37
Check emergency exits
4 people
38
Guard the assembly point
3 people
39
Check attendance
4 people
40
Simulate a missing person
2 people
41
Carry out a search operation
4 people
42
End exercise
2 people
43
Guide participants back
5 people
44
Set out coffee and tea
2 people
45
Set out sandwiches and fruit
3 people
46
Serve drinks
3 people
47
Refill drinks
2 people
48
Lead the debrief
3 people
49
Note points for improvement
2 people
50
Unregister participants
2 people

Aftercare

51
Collect registration materials
2 people
52
Wash Dishes and Cups
3 people
53
Collect waste
3 people
54
Clean the venue
4 people
55
Remove route signs
2 people
56
Pack up materials
3 people
57
Charge walkie-talkies
58
Return materials
2 people
59
Send participant message
60
Prepare rehearsal report
2 people
61
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 one or two measurable practice goals, such as reaching the meeting point within a target time or testing communication between escorts. A realistic scenario makes the results easier to assess.
Confirm the route at least once before the drill and again on the day. Clear obstacles, check emergency exits and inspect the meeting point, including access for participants with mobility needs.
Assign escorts and communication roles before registration opens. Test the walkie-talkies, megaphone and mobile phones, and make sure every responsible person knows who reports to whom.
Prepare the participant list, badges and briefing materials before people arrive. Keep a printed backup at the registration desk in case the laptop, printer or power supply fails.
Brief participants on the signal, route, meeting point and expected behaviour without revealing details that would undermine the exercise. Keep first aid equipment, flashlights and safety markers available for the whole drill.

Frequently asked questions

How long does it take to organise an evacuation drill?: Allow at least two to four weeks for a planned drill with participants, catering and internal registration. Reserve the venue and set the scenario first; route checks and briefings should be completed during the final week.
How many evacuation routes should I prepare?: Prepare every route that participants may realistically need, then identify one primary route and a backup for each relevant area. Check all emergency exits on the day and mark the route clearly without blocking it.
When should participants receive the evacuation drill briefing?: Send practical joining information several days beforehand, including the meeting point and accessibility contact. Give the full safety briefing immediately before the exercise, usually 10 to 15 minutes before the signal.
What should I check on the day of an evacuation drill?: Check registration, contact details, accessibility arrangements, exits, routes, the meeting point, communications equipment and power supply before participants move. Complete these checks at least 30 minutes before the planned start time.

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.