What are the key steps and tools for planning and conducting a disaster simulation exercise?

Disaster simulation exercises are an effective way to test and improve the preparedness and response capacities of various actors involved in disaster risk reduction (DRR). They can help identify gaps, strengths, and weaknesses in the coordination, communication, and decision-making processes of different stakeholders, such as government agencies, humanitarian organizations, communities, and media. However, designing and implementing a disaster simulation exercise requires careful planning and preparation, as well as appropriate tools and methods to ensure its relevance, realism, and effectiveness. In this article, we will outline some of the key steps and tools for planning and conducting a disaster simulation exercise, based on the guidance and best practices of the International Federation of Red Cross and Red Crescent Societies (IFRC).

1 Define the objectives

The first step in planning a disaster simulation exercise is to define its objectives and scope. This means clarifying what you want to achieve, who you want to involve, and what you want to measure. For example, you may want to assess the readiness of your emergency operations center, the functionality of your contingency plans, or the coordination of your partners. You may also want to focus on a specific type of disaster, such as a flood, an earthquake, or a pandemic. Defining the objectives will help you determine the type, scale, and complexity of the exercise, as well as the resources and time needed.

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Hamze Salhab

International Mobile Staff @ Médecins Sans Frontières | MPH | PGDIp Emergency Response, Disaster Management | Registered Nurse
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Define the objectives of the disaster simulation exercise, such as testing emergency response procedures, evaluating communication protocols, or assessing the effectiveness of resource management. Clearly outline what you aim to achieve with the simulation.

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Jack Moss

Commercial Director & Board Member @ Fortem International
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Define objectives: What do you want to test or improve? Focus on specific weaknesses in your existing plan or areas of potential vulnerability.

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Daniel Blystone

Director of Technology at CITY OF LEON VALLEY
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I have found that when it comes to natural disasters, it is helpful to do a bit of research on the history of the area. As an example, you would not need to plan for a storm surge from a hurricane five hundred miles inland from the coast.

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2 Design the scenario

The second step is to design the scenario that will simulate the disaster situation and challenge the participants. The scenario should be realistic, relevant, and plausible, based on the historical, geographical, and socio-cultural context of the area where the exercise will take place. It should also include a series of events, injects, and triggers that will create problems and opportunities for the participants to respond to. The scenario should be aligned with the objectives and the expected outcomes of the exercise, and should be flexible enough to adapt to the dynamics and feedback of the participants.

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Jack Moss

Commercial Director & Board Member @ Fortem International
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Choose a scenario: Pick a disaster relevant to your area and audience, considering factors like likelihood, severity, and complexity.

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Hamze Salhab

International Mobile Staff @ Médecins Sans Frontières | MPH | PGDIp Emergency Response, Disaster Management | Registered Nurse
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Design a realistic scenario that aligns with the objectives of the exercise. Consider factors such as the type of disaster, the scale of the event, and the resources available. Develop a detailed scenario that includes the initial event, the progression of the disaster, and the response required from participants.

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Sakib Imtiaz

Climate and Disaster Risk Consultant | Researcher
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Create characters or roles representing different stakeholders involved in disaster response, such as government agencies, non-profit organizations, local communities, and private companies. Assign conflicting goals, priorities, or strategies to these stakeholders, mirroring real-world challenges. This will force participants to navigate and negotiate differing interests, fostering a more realistic understanding of the complexities in coordinating responses during a disaster.

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3 Prepare the materials and logistics

The third step is to prepare the materials and logistics that will support the implementation of the exercise. This may include documents, maps, reports, messages, media clips, props, equipment, and other resources that will provide information, guidance, and realism to the participants. It may also include arranging the venues, transportation, communication, safety, and security measures that will facilitate the smooth running of the exercise. You should also prepare a briefing package that will inform the participants about the purpose, rules, roles, and expectations of the exercise.

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Hamze Salhab

International Mobile Staff @ Médecins Sans Frontières | MPH | PGDIp Emergency Response, Disaster Management | Registered Nurse
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Prepare all materials and logistics needed for the simulation exercise. This includes any props or equipment required for the scenario, as well as any documentation or forms that participants will need. Arrange the location and set up the space to simulate the disaster environment as realistically as possible. Ensure that all necessary technology, such as communication devices or simulation software, is in place and functioning properly.

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Jack Moss

Commercial Director & Board Member @ Fortem International
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Prepare logistics: Secure a location, materials, equipment, and technology needs. Plan for communication, documentation, and safety protocols.

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4 Conduct the exercise

The fourth step is to conduct the exercise according to the scenario and the plan. You should have a team of facilitators, controllers, evaluators, and observers who will manage, monitor, and document the exercise. The facilitators will guide the participants through the scenario, provide injects and feedback, and ensure that the objectives are met. The controllers will oversee the technical and logistical aspects of the exercise, such as the timing, the communication, and the safety. The evaluators will collect data and evidence on the performance and outcomes of the participants, using predefined criteria and indicators. The observers will witness and record the process and results of the exercise, from different perspectives and angles.

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Hamze Salhab

International Mobile Staff @ Médecins Sans Frontières | MPH | PGDIp Emergency Response, Disaster Management | Registered Nurse
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Conduct the simulation exercise according to the scenario and objectives defined earlier. Ensure that all participants are aware of their roles and responsibilities. Facilitate the exercise, guiding participants through the scenario and responding to developments as they unfold. Observe the exercise closely and take notes on participant performance, as well as any strengths or areas for improvement identified.

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Jack Moss

Commercial Director & Board Member @ Fortem International
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Brief participants: Clearly explain the scenario, objectives, and expected behavior. Ensure everyone understands their roles and responsibilities. Simulate the disaster: Execute the script, introducing challenges and responding to participant actions. Inject realistic elements like simulated news reports, social media activity, or infrastructure disruptions. Facilitate interaction: Encourage communication, collaboration, and decision-making among participants. Observe and document their actions and responses. Debrief and evaluate: Discuss the exercise, analyze strengths and weaknesses, and identify areas for improvement in your disaster plan. Gather feedback from participants.

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5 Debrief and evaluate

The fifth step is to debrief and evaluate the exercise with the participants and the organizers. This is an essential part of the learning process, as it allows you to review and reflect on what happened, what worked well, what did not work well, and why. You should conduct a debriefing session immediately after the exercise, where you can share feedback, observations, and lessons learned, as well as acknowledge achievements and challenges. You should also conduct a more comprehensive evaluation later, where you can analyze the data and evidence collected, identify gaps and strengths, and formulate recommendations and action plans for improvement.

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Hamze Salhab

International Mobile Staff @ Médecins Sans Frontières | MPH | PGDIp Emergency Response, Disaster Management | Registered Nurse
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After the simulation exercise, conduct a debriefing session with participants to discuss their experiences and observations. Review the objectives of the exercise and evaluate the performance of individuals and the overall response. Identify successes and areas for improvement, and develop an action plan to address any issues raised during the exercise. Collect feedback from participants to inform future simulation exercises.

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Jack Moss

Commercial Director & Board Member @ Fortem International
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Update and improve: Use the findings to revise your disaster plan, refine procedures, and enhance training for future emergencies.

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6 Follow up and report

The sixth and final step is to follow up and report on the exercise. This means ensuring that the recommendations and action plans are implemented and monitored, and that the lessons learned are disseminated and incorporated into future DRR activities. You should also prepare a report that summarizes the objectives, scenario, methodology, results, findings, and conclusions of the exercise. The report should be shared with the participants, the organizers, and other relevant stakeholders, such as donors, partners, authorities, and media. The report should also be used as a reference and a tool for further learning and improvement.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Dario S.
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In my observation, people frequently doubt the value of preparedness exercises, often due to cultural attitudes that discourage thinking about and preparing for disasters. In such instances, a more effective approach may involve educating individuals about the mental processes required to navigate crises, rather than focusing solely on detailed disaster management exercises.

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Daniel Blystone

Director of Technology at CITY OF LEON VALLEY
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There will be some pushback from individuals that do not see the benefit of doing a disaster recovery exercise. There will be people that feel it is a waste of time. Find out what these people "fear" when it comes to losing their data and build a scenario around that.

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What are the key steps and tools for planning and conducting a disaster simulation exercise?

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1 Define the objectives

2 Design the scenario

3 Prepare the materials and logistics

4 Conduct the exercise

5 Debrief and evaluate

6 Follow up and report

7 Here’s what else to consider

Disaster Risk Reduction

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