How to organize a disaster drill from start to finish

A disaster drill needs more than a scenario and a group of participants. Start by defining what the exercise must test, then build the scenario, risk controls, roles and communication plan around those objectives. Confirm the venue, emergency services and participant details before preparing injects, maps, badges and casualty roles. On the day, registration, briefing and safety checks should happen before any action begins; the debrief follows while observations are still fresh.

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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
Set practice goals
2 people
2
Develop practice scenario
3 people
3
Prepare a risk analysis
2 people
4
Reserve venue
5
Inform the control room
6
Invite emergency services
7
Invite participants
2 people
8
Open the registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Check contact details
2 people
12
Create participant lists
2 people
13
Assign roles and shifts
3 people
14
Prepare safety instructions
2 people
15
Determine evacuation route
2 people
16
Set the meeting point
2 people
17
Create a communication plan
2 people
18
Reserve walkie-talkies
19
Prepare scenario injects
3 people
20
Print maps
2 people
21
Making participant badges
2 people
22
Prepare casualty rolls
3 people
23
Prepare moulage
2 people
24
Check materials
2 people
25
Do the shopping
2 people
26
Charge walkie-talkies
27
Prepare catering
2 people
28
Check the weather forecast
29
Prepare weather measures
2 people

Event

30
Open venue
2 people
31
Inspect the grounds safely
3 people
32
Block off traffic routes
3 people
33
Set up the registration desk
2 people
34
Set up tables and chairs
4 people
35
Set up the tents
4 people
36
Connect lighting
2 people
37
Set up communication post
2 people
38
Set up the briefing room
3 people
39
Set up casualty area
3 people
40
Distribute materials by post
3 people
41
Do makeup for victims
3 people
42
Chill drinks
2 people
43
Make coffee and tea
2 people
44
Brief the registration team
2 people
45
Instruct observers
3 people
46
Register participants
3 people
47
Give the safety briefing
2 people
48
Open drill
2 people
49
Give the first scenario injection
2 people
50
Monitor communication
2 people
51
Guide victims
6 people
52
Record observations
5 people
53
Monitor safety during the exercise
3 people
54
Hand out interim injections
3 people
55
Refill drinks
2 people
56
Supervise breaks
2 people
57
Serve snacks
2 people
58
Test emergency signal
2 people
59
Stop the exercise
2 people
60
Gather participants
3 people
61
Hold a short debrief
3 people
62
Serve dinner
3 people
63
Start evening scenario
2 people
64
Check night lighting
2 people
65
Monitor evening communications
2 people
66
Guide evening casualties
4 people
67
Record evening observations
4 people
68
Carry out the final injection
2 people
69
Close practice
2 people
70
Check attendance
3 people
71
Check out participants
3 people

Aftercare

72
Collect waste
3 people
73
Wash dishes
2 people
74
Clear tables and chairs
4 people
75
Take down tents
4 people
76
Collect materials
3 people
77
Clean the venue
4 people
78
Remove traffic barriers
3 people
79
Charge walkie-talkies
80
Return borrowed materials
2 people
81
Compile observation forms
2 people
82
Record incident reports
2 people
83
Send participant thank-yous
84
Compile the practice report
3 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 60
Registration desk
Coat racksqty 2

Equipment

Walkie-talkiesqty 12
Two-way radio chargersqty 12
Megaphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Laptopsqty 3
Mobile phonesqty 4

Lighting

Work lightsqty 6
LED lampsqty 8
Battery lampsqty 6

Safety

Safety helmetsqty 30
Safety vestsqty 40
Safety gogglesqty 30
Work glovesqty 30
Hearing protectionqty 20
First aid kitsqty 3
Fire blanketsqty 2
Fire extinguishersqty 3
Emergency blanketsqty 30
Flashlightsqty 12
Spare batteriesqty 24

Barricade

Crowd barriersqty 20
Traffic conesqty 30
Barrier postsqty 20
Rolls of barrier tapeqty 6
Warning signsqty 10
Traffic barriersqty 6

Practice materials

Practice mannequinsqty 4
Stretchersqty 3
Emergency blanketsqty 20
Foldable stretchersqty 4
Practice bandagesqty 20
Practice splintsqty 10
Practice breathing masksqty 10
Pop-up shelter wallsqty 4

Registration

Badge holdersqty 70
Clipboardsqty 20
Markersqty 30
Ballpoint pensqty 50
Whiteboardsqty 4
Whiteboard markersqty 20
Document foldersqty 20
Paper shredder

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6

Tableware

Coffee cupsqty 60
Drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80
Pitcherqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 4

Practice décor

Plastic rubble blocksqty 20
Old blanketsqty 12
Empty jerry cansqty 8
Practice road signsqty 6

Catering

Groceries

Tips

Set two to four measurable exercise objectives before writing the scenario. For example, test evacuation time, radio discipline or the handover to emergency services, and decide in advance how each result will be recorded.
Complete the risk assessment at least one week before the drill and repeat a site walk-through on the day. Check evacuation routes, the assembly point, lighting, power, barriers and access for real responders.
Assign every participant one clear role and one reporting line. Prepare separate lists for participants, role-players and controllers, and verify contact details before printing badges or distributing radio channels.
Build the communications plan around a primary and backup method. Charge every walkie-talkie, place spare batteries with the control team and test the megaphone and mobile phones before registration opens.
Keep the exercise controlled when using moulage, casualty role-play and scenario injects. Brief participants on the stop signal, keep first aid kits and fire extinguishers accessible, and schedule a structured debrief within 30 minutes of the final action.

Frequently asked questions

How long does it take to organize a disaster drill?: Allow at least four to six weeks for a drill with external participants or emergency services. Use the final week for registrations, contact checks, equipment testing, printed maps, badges and the last site inspection.
How many people are needed to run a disaster drill?: Plan for at least one exercise controller for every 10 to 15 active participants, plus dedicated safety and registration staff. Add separate people for casualty roles, communications and observation if the scenario has several locations.
What should happen first in a disaster drill?: Start with a safety briefing, attendance check and confirmation of the evacuation route and assembly point. Only then release the first scenario inject, so everyone knows the stop signal, their role and how to report an incident.
How do you make a disaster drill realistic but safe?: Use timed injects, role cards, maps and controlled casualty role-play rather than unplanned hazards. Set a clear stop word, keep real emergency access open and have trained first aid support available throughout the exercise.

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