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The Exercise Planners Guide - Part 4

This page:

• Communications
• Logging and Recording
• Media Participation
• Media Coverage
• Briefings
• Pre-Exercise Final Arrangements
  • Live Exercises
  • Control Post Exercises
  • Table Top/Seminar Exercises

Communications

Communications - both equipment and process - will invariably play a key role in the success of exercises. An agreed channel of communication needs to be set up between directing staff so that they can be kept aware of any developments or changes. In respect of control post or live exercises the agreed communications used by directing staff must be separate to those being used by players.

An element of the exercise may be to test interagency communications. Messages should be prefixed with an agreed codeword so that everyone involved is aware that they relate to the exercise and not to a real incident. All control rooms need to be aware in advance of the agreed codewords.

To ensure that the communications equipment will work in the exercise environment, a test should be carried out beforehand. All cellular telephones to be used in an emergency response should be registered under ACCOLC. Communications need to be in place in the event of the exercise having to be stopped due to a real incident occurring.

Logging and Recording

An important means of communication, particularly after a real incident, will be contemporaneous records and logs. These can be particularly important at subsequent public enquiries. In exercise, those taking part should understand the importance of keeping an accurate log of actions and decisions. Exercise planners should not assume that players will bring their organisations' logging practices to the event - even where they exist.

Media Participation

Dealing with the media is a major part of responding to any incident and therefore should be practised as often as possible. The exercise planners could deploy student journalists, the Central Office of Information or reporters from local papers to test the different agencies' response to the media. For major exercises, a representative from the national media should be invited to attend. Exercise press conferences and interviews can be used to test the knowledge of the combined response.

Media Coverage

The media might arrive, unplanned, to cover the exercise and arrangements must be in place for this possibility. Public relations staff should be allocated to keep the media informed during the exercise. Designate a good viewing point and useful locations for photo-opportunities.

Briefings

The type of briefings depend on the exercise's aim. As a general principle it is advisable that each agency's representative on the exercise planning group takes responsibility for briefing his/her staff who are involved in the exercise. Further briefing may be required on arrival at the place of deployment. Particular attention needs to be paid to volunteers.

The briefing should give information as outlined in Annex A. (This Annex is based on legal advice given to Derbyshire County Council following court rulings. Organisations should check their actions with their own legal advisers.)

Further briefing will be required for additional exercise directors and observers. It is advantageous to give these briefings at the exercise base before it begins.

Pre-Exercise Final Arrangements

These are the responsibilities of the members of the exercise planning group so that all possible measures have been taken to ensure that the exercise itself is not compromised by poor planning and organisation. The following are examples of the arrangements which need to be in place.

Live Exercises

• Participants should be briefed prior to the exercise.
• The scene is set with casualties made up and in place.
• Observers briefed, in position and suitably identifiable (tabards).
• Exercise directors briefed, in position and suitably identifiable (tabards).
• First aid support (if necessary) in place and clearly identifiable.
• External groups are briefed and in place.
• Welfare arrangements (refreshments, temporary toilets etc.) in place.
• Media arrangements made.
• Communication checks complete.
• The participation of the focus for the exercise - e.g. a ship - has been guaranteed or an alternative scenario has been prepared to discount its absence.

It should be remembered, particularly in live exercises, that although the exercise on site has been completed other elements may need to continue for some time, e.g. control rooms, casualty bureau, media etc.

Control Post Exercises

• Participants should be briefed prior to the exercise.
• Observers briefed, in position and suitably identifiable (tabards).
• Exercise directors briefed, in position and suitably identifiable (tabards).
• External groups are briefed and in place.
• Media arrangements made.
• Communication checks completed.

Table Top/Seminar Exercises

• Participants should be briefed prior to the exercise.
• Observers briefed, in position and suitably identifiable (tabards).
• Exercise directors briefed, in position and suitably identifiable (tabards).
• Room(s) layout and environment checked. Visual aids in place.
• All necessary equipment (e.g. paper, pens, flip charts etc.) available.
• Communications checks complete (if necessary).
• Welfare arrangements (refreshments, toilets) etc. in place.

NB: It should be agreed how the exercise will start and by whom. Agreement also needs to be reached on how the exercise will progress to different phases, if relevant. The method of ending the exercise should also be agreed.