Phase 1: Pre-Planning

Planning for a workshop is very important, and the moreplanning you do ahead of time the better your workshop will be.Below you will find a list of things you should do that will help inthe preparation of your workshop.

1. Review your Plan

Review and become familiar with the plan you'd like to be workshopped. Share the plan with potential stakeholders.

2. Establish a Workshop Planning Team

The Workshop Planning Team oversees and is ultimately responsible forexercise foundation, design, development, conduct, and evaluation. Theteam determines exercise objectives, tailors the scenario to meet theexercising entity’s needs, and develops documentation used inevaluation, control, and simulation. Planning team members also helpwith developing and distributing pre-workshop materials and conducting workshop  planning conferences, briefings, and training sessions. Becauseplanning team members are highly involved in the workshop, they areideal selections for the facilitator or any other support positions.

The Workshop Planning Team should be of manageable size yet representthe full range of participating entities, as well as other relevantstakeholder organizations. Planning team members should represent eachparticipating key agency, department, and stakeholder organizationwithin that jurisdiction. An Workshop Planning Team Leader manages theplanning team.

3. Create a Workshop Timeline with Milestones

Exercise planning timelines establish target timeframes for attainingsignificant, workshop-related milestones such as planning conferences,training, workshop conduct, after-action reporting, and improvementplanning.

Timelines will vary based on workshop scope and complexity. Timelinesalso may vary based on the entity’s experience in conducting exercises,available resources, and Workshop Planning Team size.

4. Schedule Planning Meetings

Develop a draft calendar of planning meeting dates. Vet with the Workshop Planning Team and send out to all relevant staff.

5. Create a Budget

Some workshops do not require budgets because all of the personnel,assets, and consumables are already on site. If you want to producedocuments, hire experts, purchase supplies and equipment (audiovisual,etc.), create signage, serve food, develop name badges and/or tabletents, you may need a budget. If you need a budget, create it and goover it with finance personnel. This will help to scale back theexercise as needed, or if money allows, scale it up.

Workshop Budget - Sample