Directions for this Template Use the Slide Master to make universal changes to the presentation, including inserting your organization’s logo “View” tab > “Slide Master” Replace placeholders (indicated by brackets [ ]) with information specific to your exercise Delete any slides that are not relevant for your meeting Font size should not be smaller than 22pt Rev. April 2013 HSEEP-DD04 Organizations can modify and augment this presentation as needed.

Final Planning Meeting [Date] Exercise Name Final Planning Meeting [Date]

Welcome [Name] [Title (e.g., Exercise Director or Lead Planner)] [Organization]

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

Introductions Name Organization

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.

Agenda [Time] Welcome and introductions [Time] Planning updates [Time] Exercise design [Time] Exercise development [Time] Action items and next steps

Meeting Objectives Review and approve all draft exercise material Ensure all logistical requirements are met Identify and resolve any outstanding issues

Planning Updates Outcomes of the Midterm Planning Meeting [Outcomes of MSEL Meeting, if held] Additional updates Populate this slide with any decisions made at the Midterm Planning Meeting, as well as any progress made between that meeting and the FPM. If a MSEL Meeting was held, also provide updates on that meeting’s outcomes.

Exercise Design Discussion Points Review and confirm exercise design elements Review and finalize the scenario timeline Review and approve exercise documentation [Situation Manual (SitMan) or Exercise Plan (ExPlan) [Facilitator Guide or Controller/Evaluator (C/E) Handbook] Exercise Evaluation Guides (EEGs)

Objectives and Core Capabilities Objective 1: [Objective] Aligns to: [Core Capabilities] Objective 2: [Objective] Objective 3: [Objective] The planning team should review and confirm the exercise objectives and aligned core capabilities. Exercise objectives are the distinct outcomes an organization wishes to achieve during an exercise. Exercise objectives are written as SMART objectives (specific, measurable, achievable, relevant, and time-bound). Core capabilities are the distinct critical elements necessary to achieve the specific mission areas of prevention, protection, mitigation, response, and recovery. Each exercise objective is aligned to one or more core capabilities. Aligning objectives to a standard 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; and Fulfillment of grant or funding-specific reporting requirements.

Scenario [Overview of the scenario and any details that need to be discussed or finalized]

Exercise Participants [Participating organization] [Role (e.g., Player, Observer)] [Extent of play] The planning team should confirm all participating organizations, as well as the extent of play for each organization. As needed, the planning team should also identify the number of players from each organization.

Review Exercise Documentation [SitMan or ExPlan] [Facilitator Guide or C/E Handbook] EEGs [Other documents as needed] The exercise planning team should review and finalize all draft exercise documentation.

Local Issues and Concerns [Any issues, concerns, or sensitivities for discussion and consideration] The planning team should identify any local issues, concerns, or sensitivities that should be considered during exercise planning. If any issues were identified at prior meetings, the planning team should provide an update on if/how those issues were resolved.

Exercise Development Discussion Points Confirm all exercise logistical arrangements Finalize exercise schedule Finalize exercise staffing requirements Finalize exercise planning timeline

Exercise Logistics Exercise location [Venue arrangements, including location(s), setup, etc.] [Any locations for designated exercise areas, such as exercise assembly area, observer/media area, etc.] A/V requirements [A/V arrangements, such as screens, microphones, etc.] Badging and identification [Badging and identification arrangements] Parking and transportation [Parking and transportation arrangements]

Exercise Schedule Controller/Evaluator briefing: [Date/time] [Date] Participant registration: [Time] Participant briefing: [Time] Start of exercise (StartEx): [Time] End of exercise (EndEx): [Time] Hot Wash: Immediately after EndEx Controller/Evaluator debriefing: [Time] The planning team should finalize the exercise schedule for exercise preparation, conduct, and wrap-up activities. For discussion-based exercises, the planning team should also confirm times for each module, with breakout sessions and moderated discussions, as needed.

Exercise Staffing Subject-Matter Experts [Any identified SMEs] Exercise control Lead or Senior Controller: [Name/organization] Safety Controller: [Name/organization] [Other controllers as needed] Exercise evaluation Lead Evaluator: [Name/organization] [Site- or function-specific evaluators, as needed] [Other staff as needed] The exercise planning team should confirm staffing requirements for the exercise, including: Controllers, including functional area controllers and/or Simulation Cell controllers Evaluators, including any specific subject-matter experts Other exercise support staff or SMEs

Exercise Planning Timeline Exercise: [Date and location] Draft AAR: [Date] After-Action Meeting: [Date and location] Final AAR/IP: [Date]

Outstanding Issues [Any outstanding issues to address] The planning team should address any outstanding issues or concerns that came up during the meeting.

Action Items Distribute FPM minutes: [Responsible organization/individual], [Due date] Finalize and distribute exercise documentation: [Responsible organization/individual], [Due date] Finalize logistics: [Responsible organization/individual], [Due date] [Additional action items]