How to organize an evacuation drill

An evacuation drill works best when participants know it is controlled, but not every movement is announced in advance. Start by recording the scenario, defining who will take part and confirming the assembly point. Then check exits and alternative routes, notify building management and report the exercise to emergency services as required. On the day, register participants, brief observers, activate the alarm and measure how quickly everyone reaches the meeting point.

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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
Record the evacuation scenario
2 people
2
Create the participant list
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Confirm assembly point
7
Check alternative evacuation route
2 people
8
Inform building management
9
Report the drill as a no-activity exercise to emergency services
10
Appoint observers
2 people
11
Instruct observers
2 people
12
Print evacuation maps
13
Clear emergency exits
2 people
14
Check emergency exits
2 people
15
Mark the meeting point
2 people
16
Charge communication devices
17
Set up the registration table
2 people
18
Bring materials to the assembly point
2 people
19
Set out coffee and water
2 people
20
Place observers in position
3 people

Event

21
Register participants
2 people
22
Give safety instructions
2 people
23
Announce the drill alarm
24
Activate evacuation alarm
25
Guide participants outside
6 people
26
Check rooms and toilets
4 people
27
Track attendance
3 people
28
Report missing persons
29
Announce the end of the exercise
30
Guide participants back inside
4 people
31
Serve coffee and water
2 people
32
Collect findings by post
3 people
33
Lead the short debrief
2 people

Aftercare

34
Work out observation forms
2 people
35
Collect materials
2 people
36
Clear tables and chairs
2 people
37
Remove waste
2 people
38
Wash dishes
2 people
39
Clean rooms
2 people
40
Store evacuation supplies
2 people
41
Inform participants about findings
42
Record improvement points
2 people
43
Note action items and deadlines
2 people
44
End the practice drill

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

Tips

Set the scenario and participant list before sending invitations. Collect dietary requirements during registration if coffee and water will be served at the assembly point, rather than trying to confirm them on the day.
Confirm the assembly point and check an alternative evacuation route at least one working day before the drill. Mark the meeting point clearly and remove anything blocking emergency exits.
Give observers fixed positions and written instructions before the alarm sounds. Use stopwatches and observation forms so you can compare exit times, missed areas and problems with the route.
Charge walkie-talkies and other communication devices before the event, then test them from the building and the assembly point. Keep a megaphone available for instructions when background noise makes conversation unreliable.
Set up registration before the alarm and bring maps, attendance lists and safety materials to the assembly point. Register people as they arrive, give the safety briefing, then guide everyone outside in a controlled sequence.

Frequently asked questions

How long does it take to organize an evacuation drill?: Allow at least 5 working days for a small drill and longer if several departments or external services are involved. That gives you time to confirm participants, routes, observers, building management and the assembly point.
How many observers do you need for an evacuation drill?: Use at least 1 observer for each main exit or evacuation zone, plus 1 person at the assembly point. For a larger building, add observers where corridors, stairwells or alternative routes need separate coverage.
When should you notify emergency services about an evacuation drill?: Report the drill as a no-activity exercise before the alarm is activated, following the procedure used in your area. Do this several working days in advance when possible, and keep the confirmation with the event records.
How do you measure an evacuation drill?: Record the alarm time, the time the last participant leaves the building and the time everyone is accounted for at the assembly point. Observers should also note blocked exits, confusing instructions and anyone who needs assistance.

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