Workshop Meeting Agenda and Objectives

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Structured meeting agenda and objectives template for workshop organizers to facilitate a productive session. Includes sections for welcome, introductions, administrative remarks, trusted agents' role, agenda items, meeting objectives, exercise design, and planning discussions. The template emphasizes the importance of confidentiality and planning timelines in conducting successful exercises. Ensure customization on the Slide Master to align with your organization's branding.

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Uploaded on Jul 25, 2024 | 2 Views

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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

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

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

Administrative Remarks Safety and emergency information Restrooms Cell phone etiquette Breaks and lunch Microphones (if applicable) Sponsor Logo Sponsor Logo 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. Sponsor Logo Sponsor Logo 5

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

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

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

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

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

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

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

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

Proposed Exercise Objectives [Proposed objectives] Sponsor Logo Sponsor Logo 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 Sponsor Logo Sponsor Logo 15

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

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

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

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

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

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