How to organize a crisis drill

A useful crisis drill depends on preparation that participants never see. Start by fixing the scenario, objectives and practice rules, then build the participant list, assign roles and prepare the briefing materials. In the final days, test every communication channel, check safety equipment and confirm the room layout. On the day itself, separate registration, briefing and practice areas so people know where to go without interrupting the exercise.

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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

1
Invite participants
2
Process registrations
3
Collect dietary requirements
4
Finalize participant list
5
Reserve rooms
6
Define the scenario and objectives
3 people
7
Assign roles
2 people
8
Set practice rules
2 people
9
Prepare safety briefing
10
Test communication channels
2 people
11
Create scenario envelopes
2 people
12
Print maps
13
Prepare name cards
14
Book catering
15
Do the shopping
2 people
16
Check materials
2 people
17
Chill drinks
2 people
18
Set up the practice space
3 people
19
Set up tables and chairs
3 people
20
Set up registration desk
2 people
21
Set up the briefing room
2 people
22
Connect the technical equipment
2 people
23
Prepare the script
2 people
24
Set up safety equipment
2 people
25
Set out coffee and tea
2 people

Event

26
Register participants
2 people
27
Hand out name cards
28
Give safety instructions
2 people
29
Explain the practice objectives
2 people
30
Deliver the first scenario injection
2 people
31
Register notifications
2 people
32
Carry out scenario injections
3 people
33
Operate communication channels
2 people
34
Record timing results
35
Refill drinks
2 people
36
Serve dinner
3 people
37
Keep the break room clean
38
Close practice
2 people
39
Gather first impressions
2 people
40
Facilitate dinner and discussion afterwards
2 people

Aftercare

41
Wash dishes
2 people
42
Clean up the rooms
3 people
43
Collect waste
2 people
44
Switch off equipment
2 people
45
Clean rooms
2 people
46
Count materials
2 people
47
Return borrowed items
2 people
48
Archive registration details
49
Thank participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 35
Coat racksqty 2

Equipment

Laptopqty 3
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 8
Megaphone
Mobile phoneqty 2

Office

Flip chartsqty 3
Flip chart paperqty 6
Whiteboardqty 2
Whiteboard markersqty 12
Notepadsqty 35
Ballpoint pensqty 40
Clipboardsqty 10
Foldersqty 35
Name badge holdersqty 35
Labelsqty 2
Envelopesqty 30
Printer paperqty 2
Staplersqty 2
Rolls of tapeqty 4
Notepadsqty 6

Safety

First aid kitsqty 2
Safety vestsqty 10
Flashlightsqty 6
Batteriesqty 24
Barrier tapeqty 2
Iconsqty 12

Catering

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3

Tableware

Mugsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Small bowlsqty 8
Serving plattersqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Groceries

Groceries

Tips

Define one scenario and two or three measurable objectives before inviting participants. This keeps the script, maps, scenario envelopes and debrief focused instead of turning the drill into an unfocused discussion.
Close registrations at least 3 days before the drill and use the final list to assign roles, prepare name cards and check dietary requirements. Late changes are easy to miss once folders and briefing materials have been printed.
Test walkie-talkies, the megaphone, mobile phones, laptop, projector and extension cords at least 24 hours beforehand. Keep spare batteries and a clear backup communication method ready in case the main channel fails.
Set up the registration desk, briefing room and practice space separately, with tables, chairs, clipboards and visible labels in place before participants arrive. Put maps and scenario envelopes in position only after the safety briefing materials have been checked.
Run the safety briefing before the exercise starts and identify first aid kits, safety vests and flashlights. Do not rely on verbal instructions alone: mark exits and keep access routes clear throughout the drill.

Frequently asked questions

How long does it take to organize a crisis drill?: Allow at least 2 to 3 weeks for a small drill with one scenario and a limited participant group. Reserve rooms and invite participants early, then finish the materials, technical test and safety check during the final 24 hours.
When should participants receive the crisis drill details?: Send the practical invitation at least 7 days before the drill, including the start time, location, expected duration and registration deadline. Keep scenario details limited if revealing them would reduce the value of the exercise.
How many people should run a crisis drill?: For a small exercise, plan at least 3 organizing roles: a lead facilitator, a safety or logistics lead and someone handling registration and communications. Add role players or observers according to the scenario rather than letting every participant manage the exercise.
What should be tested before a crisis drill?: Test all communication channels, presentation equipment and power connections at least 24 hours in advance. Also check the maps, printed materials, safety equipment, room layout and spare batteries before participants arrive.

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.