This section provides guidance on preparing to run ECB Simulation #2 (Multi-Agency Coordination Focus.) Tasks are logically sequenced to assist your planning.

Several Weeks Before the Exercise

Objectives & Scenario

• Contact senior management of the hosting NGO(s) and identify the key learning needs with respect to emergency coordination of the various NGOs and those particular staff who will are likely to be participating. Find out which emergency coordination mechanisms, if any, currently exist, how they function, why they function well/poorly, how they are perceived by the participating agencies, what additional measures might be taken to improve them, etc.
• Set simulation objectives with senior managers of the hosting NGO(s). Of particular importance in this case is to ascertain whether this simulation is perceived (a) as a means of solidifying support for an existing coordination system or process, or (b) as a means of exposing the inadequacies of a poorly functioning coordination process in the country and rallying support for a new and different process.
• Identify a local simulation project manager – and focal points for the other NGOs who will participate in the simulation.
• Determine with senior management the country context of the simulation (i.e. the hazard & emergency response scenario to be used in the simulation.)

Audience & Participation

• Propose - and agree on – the NGOs that will participate and which (and how many) of their staff will attend. Stress that there is a two-day commitment for the exercise (unless you are running an abridged version which can be completed within one day.)
• Decide if emergency stakeholders other than the partipating NGOs (i.e. government, UN, media, private sector, affected community representatives, etc.) are to be invited to participate.
• Identify which stakeholders to include in simulation and edit role-guides as needed.

Venue, Equipment, Supplies

• Agree with simulation project manager on venue & room needs
• Inform simulation project manager of essential equipment & supply needs
• Ask simulation project manager to arrange with venue for box/sack lunch for participants for day of exercise; sit-down meal for debriefing day.

Materials Preparation

• Edit the “Generator”: NGO Coordination Leader data, affected regions & data, calendar (calendar setup should be discussed with senior managers of hosting country to ensure the simulation focuses on those phases of emergency response of interest to their office – e.g. the immediate-term, first few days, first week(s), first month(s), etc.
• Edit the Management Memos and update memo tracking sheet. Be sure to copy and paste appropriate organizational logos to memos and use “Search & Replace” feature to update NGO, government agency, names of affected regions, etc.
• Identify 20-30 appropriate electronic images/photos relevant to type of hazard, location of affected areas and affected populations (for use as Joint Assessment Mission data). Prepare PowerPoint file of images for printing – preferably in color if possible.
• Edit Assessment Mission Quotes to support simulation objectives and reflect Assessment photos as needed.
• Arrange to have 100 Message Forms printed (white, yellow, and prink triplicate, carbonless forms). (Print approximately five message forms per participant.)
• Edit other simulation materials as needed.

Several Days Before the Exercise

• Ensure local simulation project manager informs venue about room setup needs.
• With senior management, select participant to act as “leader” of the coordination process/body (this person essentially acts as the clearinghouse for incoming Memo traffic.)
• Prepare proposed debriefing agenda and check with senior managers.
• Update presentation overheads as needed.
• Print all materials.
• Re-confirm with simulation project manager that there will be two computers and a printer available throughout the exercise and debriefing.
• Identify locations to be used as “Assessment Mission” sites (preferably out of sight and a several minute walk from the main conference room). You will need two or three sites (i.e. one site per affected region as set up in the Generator.)

The Day Before the Exercise

• Ensure conference room, stakeholder breakout room, and, if available, simulation administration office are set up as planned
• Ensure flip charts, paper, markers are available
• Ensure equipment – laptop, LCD projector, printer, etc. – are functioning as expected: test them!
• Verify with venue organizer that box/sack lunch will be available on day of exercise and normal, sit-down meal is arranged for debriefing day)
• Ensure name tags for participants are available
• Ensure role-guides for external stakeholders are available; arrange external stakeholder table signs on tables

The Day of the Exercise

• Tape Assessment Mission photos and quotes to walls at selected Assessment Mission Sites (if sites are indoors, this can be done the evening before)
• Set up the “OCHA Humanitarian Information Centre” (UNHCR in a simulated refugee emergency) on wall in the Conference Room. This is where the OCHA Sitrep memos produced by the “Generator” will be posted every 15 minutes
• Tape a copy of the simulation calendar to the wall near the “OCHA Humanitarian Information Centre”
• Set up the Simulation Administration office with laptop and printer for the Media to use. Arrange all the memos by hour of delivery on a table for easy viewing.
• Tape a copy of the Memo Tracking Form to the wall by your desk.
• Test all equipment once again.
• Assign one simulation administrator responsibility for delivering memos and the Simulation Times newspaper.
• Assign the other simulation administrator responsibility for tracking Message forms as they arrive in the simulation office and noting which tasks have been completed.