Workshop Meeting Agenda and Objectives

 
Directions for this Template
 
Use the Slide Master to make universal changes
to the presentation, including inserting your
organization’s logo and the appropriate protective
marking (e.g., FOUO)
“View” tab > “Slide Master”
Replace placeholders indicated by yellow
highlighted brackets 
[ ]
 
with information specific
to your workshop
Delete any slides that are not relevant for your
workshop, including this slide.
Font size should not be smaller than 20 pt
For further information see Table 3.1 in the
HSEEP Doctrine, January 2020.
 
Rev. 2020 508
HSEEP-PM02
 
1
 
Concept and
Objectives (C&O)
Meeting
 
[Sponsor
Jurisdiction/Organization]
[Date]
 
Welcome and Introductions
 
[Name]
[Title (e.g., Exercise Director or Lead Planner)]
[Jurisdiction/Organization]
 
3
 
Administrative Remarks
 
Safety and emergency information
Restrooms
Cell phone etiquette
Breaks and lunch
Microphones (if applicable)
 
4
 
Trusted Agents
 
Trusted agents are the individuals on the Exercise
Planning Team(s) who are trusted not to reveal
exercise and scenario details to players or third
parties before exercise conduct.
Trusted agents also develop pre-exercise materials,
conduct exercise briefings, and support training
sessions.
Information in this document is intended for the
exclusive use of the exercise planners and is not to
be released to the public or other personnel who
do not have a valid need-to-know without prior
approval from an authorized sponsor organization
representative.
This document is not releasable to any public
website.
 
5
 
Agenda
 
[Time] 
Welcome and Introductions
[Time] 
Exercise Design
[Time] 
Exercise Planning
[Time] 
Action Items and Next Steps
 
6
 
Meeting Objectives
 
Exercise Design
Define exercise concept and scope
Propose Exercise Objectives and Capabilities
Discuss participants and extent of play
Exercise Planning
Assign exercise planning team responsibilities
Identify exercise planning team members
Develop exercise planning timeline
Discuss next steps and assign tasks
 
7
 
Exercise Design Discussion Points
 
8
 
Exercise Program Priorities
 
Exercise program priorities 
are the multi-year,
overarching priorities listed in an
jurisdiction’s/organization’s Integrated
Preparedness Plan (IPP)
[Insert all or selected priorities from IPP]
 
9
 
Exercise Focus Area(s) and Scope
 
Focus area(s)
[i.e. mission area(s)]
Exercise scope
Exercise type
Participation level
Exercise duration
Exercise location
Exercise parameters
 
10
10
 
Objectives and Capabilities
 
Exercise objectives 
are the distinct outcomes
that a jurisdiction/organization wishes to
achieve during an exercise
Planners should select a reasonable number
of specific, measurable, achievable,
relevant, time-bound (SMART) objectives
SMART objectives facilitate effective
scenario design, exercise conduct, and
evaluation
Capabilities 
are the means to accomplish a
mission, function, or objective based on the
performance of related tasks under specified
conditions to target levels of performance.
 
11
11
 
SMART Guidelines for Exercise Objectives
 
12
 
SMART Objective – Example
 
Exercise: 
Category 5 hurricane to make landfall across multiple
jurisdictions within the next 72-hours
.
SMART Objective: 
Validate the ability of the 
County Public Information
Staff County
*
 
to execute the Alert and Warning Annex
^
 
at least 
48-
hours prior
+
 
to 
storm’s landfall
~
  
to provide 
evacuation information
^
to
 
potentially impacted populations
#
 
in accordance with the
county communications plan
^
.
 
13
13
 
Proposed Exercise Objectives
 
[Proposed objectives]
 
14
14
 
Proposed Exercise Objectives
 
The exercise planning team aligns each exercise
objective to one or more capabilities
Aligning objectives to a common set of capabilities
enables:
Systematic tracking of progress over the course
of exercise programs and/or cycles
Standardized exercise data collection to inform
preparedness assessments
Fulfillment of grant or funding-specific reporting
requirements
Linking objectives to capabilities supports the
development of capability targets to be met during
the exercise, with associated critical tasks
 
15
15
 
Objectives and Aligned Capabilities
 
16
 
Local Issues and Concerns
 
[Any issues, concerns, or sensitivities for
discussion and consideration]
 
17
17
 
Exercise Planning Discussion Points
 
18
 
Planning Team Responsibilities
 
Exercise Director: 
Oversees all exercise functions
during exercise conduct
Exercise Planning Team Leader: 
Coordinates all
exercise planning activities
Design and Development:
 Responsible for
compiling and developing all exercise
background and facilitation or control for the
exercise.
Evaluation:
 Responsible for the development
of the overall exercise evaluation construct
and all evaluation documentation.
Resource Support: 
Responsible for the logistics,
administration, facility, and finance support for
planning meetings, exercise documentation, and
other planning considerations.
 
19
 
Planning Team Members
 
[Proposed exercise planning team members]
 
20
 
Exercise Planning Timeline
 
21
 
Action Items
 
Distribute C&O Meeting Minutes: 
[Responsible
sponsor/ individual], [Due date]
[Additional action items]
 
22
 
Next Meeting
 
23
Slide Note

Organizations can modify and augment this briefing as needed.

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Plan and organize your workshop meeting effectively with this presentation template. Easily customize the slides to include your organization's logo and relevant information. The template covers essential topics such as welcome and introductions, administrative remarks, trusted agents, agenda items, meeting objectives, exercise design, and exercise planning. Stay organized and focused on achieving your workshop goals using this comprehensive template.


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  1. Directions for this Template Use the Slide Master to make universal changes to the presentation, including inserting your organization s logo and the appropriate protective marking (e.g., FOUO) View tab > Slide Master Replace placeholders indicated by yellow highlighted brackets [ ] [ ] with information specific to your workshop Delete any slides that are not relevant for your workshop, including this slide. Font size should not be smaller than 20 pt For further information see Table 3.1 in the For further information see Table 3.1 in the HSEEP Doctrine, January 2020. HSEEP Doctrine, January 2020. Sponsor Logo Sponsor Logo Rev. 2020 508 HSEEP-PM02 1

  2. Concept and Objectives (C&O) Meeting [Sponsor Jurisdiction/Organization] [Date] Sponsor Logo Sponsor Logo

  3. Welcome and Introductions [Name] [Title (e.g., Exercise Director or Lead Planner)] [Jurisdiction/Organization] Sponsor Logo Sponsor Logo 3

  4. Administrative Remarks Safety and emergency information Restrooms Cell phone etiquette Breaks and lunch Microphones (if applicable) Sponsor Logo Sponsor Logo 4

  5. Trusted Agents Trusted agents are the individuals on the Exercise Planning Team(s) who are trusted not to reveal exercise and scenario details to players or third parties before exercise conduct. Trusted agents also develop pre-exercise materials, conduct exercise briefings, and support training sessions. Information in this document is intended for the exclusive use of the exercise planners and is not to be released to the public or other personnel who do not have a valid need-to-know without prior approval from an authorized sponsor organization representative. This document is not releasable to any public website. Sponsor Logo Sponsor Logo 5

  6. Agenda [Time] Welcome and Introductions [Time] Exercise Design [Time] Exercise Planning [Time] Action Items and Next Steps Sponsor Logo Sponsor Logo 6

  7. Meeting Objectives Exercise Design Exercise Design Define exercise concept and scope Propose Exercise Objectives and Capabilities Discuss participants and extent of play Exercise Planning Exercise Planning Assign exercise planning team responsibilities Identify exercise planning team members Develop exercise planning timeline Discuss next steps and assign tasks Discuss next steps and assign tasks Sponsor Logo Sponsor Logo 7

  8. Exercise Design Discussion Points Exercise Objectives Aligned Capabilities Exercise Program Priorities Exercise Focus Area(s) and Scope Sponsor Logo 8

  9. Exercise Program Priorities Exercise program priorities Exercise program priorities are the multi-year, overarching priorities listed in an jurisdiction s/organization s Integrated Preparedness Plan (IPP) [Insert all or selected priorities from IPP] Sponsor Logo Sponsor Logo 9

  10. Exercise Focus Area(s) and Scope Focus area(s) [i.e. mission area(s)] Exercise scope Exercise type Participation level Exercise duration Exercise location Exercise parameters Sponsor Logo Sponsor Logo 10

  11. Objectives and Capabilities Exercise objectives Exercise objectives are the distinct outcomes that a jurisdiction/organization wishes to achieve during an exercise Planners should select a reasonable number of specific, measurable, achievable, relevant, time-bound (SMART) objectives SMART objectives facilitate effective scenario design, exercise conduct, and evaluation Capabilities Capabilities are the means to accomplish a mission, function, or objective based on the performance of related tasks under specified conditions to target levels of performance. Sponsor Logo Sponsor Logo 11

  12. SMART Guidelines for Exercise Objectives Guideline Guideline Definition Definition Objectives should address the five Ws who, what, when, where, and why. The objective specifies what needs to be done with a timeline for completion. Specific Specific Objectives should include numeric or descriptive measures that define quantity, quality, cost, etc. Their focus should be on observable actions and outcomes. Measurable Measurable Objectives should be within the control, influence, and resources of exercise play and participant actions. Achievable Achievable Objectives should be instrumental to the mission of the organization and link to its goals or strategic intent. Relevant Relevant A specified and reasonable timeframe should be incorporated into all objectives. Time Time- -bound bound Sponsor Logo Sponsor Logo Sponsor Logo 12

  13. SMART Objective Example Exercise: Exercise: Category 5 hurricane to make landfall across multiple jurisdictions within the next 72-hours. SMART Objective: SMART Objective: Validate the ability of the County Public Information Staff County Staff County* * to execute the Alert and Warning Annex to execute the Alert and Warning Annex^ ^ at least 48 hours prior hours prior+ + to storm s landfall storm s landfall~ ~ to provide evacuation information to potentially impacted populations potentially impacted populations# # in accordance with the county communications plan county communications plan^ ^. . County Public Information 48- - evacuation information^ ^ where# #, , why why~ ~ S S The who who* *, , what what^ ^, , when when+ +, , where Determined by result of executing the communication plan >48-hours of landfall M M Exercise will have included all resources and personnel to enact the objective A A Executing a communications plan is vital to a jurisdiction s/organization s emergency response R R Unit of time (48-hours) gives definitive way to measure if objective is achieved or not T T Sponsor Logo Sponsor Logo 13

  14. Proposed Exercise Objectives [Proposed objectives] Sponsor Logo Sponsor Logo 14

  15. Proposed Exercise Objectives The exercise planning team aligns each exercise objective to one or more capabilities Aligning objectives to a common set of capabilities enables: Systematic tracking of progress over the course of exercise programs and/or cycles Standardized exercise data collection to inform preparedness assessments Fulfillment of grant or funding-specific reporting requirements Linking objectives to capabilities supports the development of capability targets to be met during the exercise, with associated critical tasks Sponsor Logo Sponsor Logo 15

  16. Objectives and Aligned Capabilities Objective: [Proposed Objective] Aligns to: [Capability] Objective: [Proposed Objective] Aligns to: [Capability] Objective: [Proposed Objective] Aligns to: [Capability] Sponsor Logo 16

  17. Local Issues and Concerns [Any issues, concerns, or sensitivities for discussion and consideration] Sponsor Logo Sponsor Logo 17

  18. Exercise Planning Discussion Points Planning Team Members Planning Team Responsibilities Planning Timeline and Milestones Sponsor Logo Sponsor Logo 18

  19. Planning Team Responsibilities Exercise Director: Exercise Director: Oversees all exercise functions during exercise conduct Exercise Planning Team Leader: Exercise Planning Team Leader: Coordinates all exercise planning activities Design and Development: Design and Development: Responsible for compiling and developing all exercise background and facilitation or control for the exercise. Evaluation: Evaluation: Responsible for the development of the overall exercise evaluation construct and all evaluation documentation. Resource Support: Resource Support: Responsible for the logistics, administration, facility, and finance support for planning meetings, exercise documentation, and other planning considerations. Sponsor Logo 19

  20. Planning Team Members [Proposed exercise planning team members] Sponsor Logo 20

  21. Exercise Planning Timeline Location Location (if needed) (if needed) [Location] Event Event Date Date Initial Planning Meeting [Date] Midterm Planning Meeting MSEL Meeting Final Planning Meeting Exercise Draft AAR After-Action Meeting Final AAR/IP [Date] [Date] [Date] [Date] [Date] [Date] [Date] [Location] [Location] [Location] [Location] [Location] Sponsor Logo 21

  22. Action Items Distribute C&O Meeting Minutes: [Responsible sponsor/ individual], [Due date] [Additional action items] Sponsor Logo 22

  23. Next Meeting [DATE] [TIME] [LOCATION] Sponsor Logo 23

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