GES Simulation Guide v3.pdf - Avian Influenza and the Pandemic ...

PREPARATION OVERVIEW | Pg 21 PREPARATION OVERVIEW | Pg 22
CONTACT EVENT COORDINATOR
Continued
If the inviting National Authority, Ministry or Agency decides that regional and
international counterparts should participate in the exercise, names of agencies
and staff and their e-mails and telephone numbers should also be compiled by
the Event Coordinator and shared with the lead facilitator. Inclusion of government
participants in the GES will likely impact the adaptation of materials, so
this decision should be made as early as possible.
the entire exercise day to receive and send e-mails and telephone calls from simulation
participants. The scenario and concept note should be shared with them
in advance. They do not have to be available the following day for the debriefing
workshop.
External participants should agree to provide their evaluation of their own agency’s
inputs and responses immediately after the exercise for use in the debriefing
workshop the following day.
Names and e-mail addresses of each of these external participants should be forwarded
to the Event Coordinator for inclusion in the GES exercise participant list.
Refer to Annex A.01.02. on Page 49 for details on the “Letter Announcement”
to be sent to heads of participating agencies.
ADAPT GES MATERIALS
The facilitation team will now have to take on the task of adapting materials in
accordance with the country’s particular context. Adapting the GES materials is
time consuming; therefore, allocate two weeks for this process.
Refer to Annex A.04. on Page 52 for detailed guidance on adaptation of
specific documents and presentations.
ARRANGE FOR
EXTERNAL PARTICIPANTS
& ROLE PLAYING
The participants’ tasks during the exercise – analysing data, decision-making,
meeting with partners to coordinate plans and actions, generating key documents
and reports – require a certain amount of interaction with external participants.
E-mail or telephone inputs from external bodies can greatly enrich
the exercise and make it all the more realistic for the participants.
USE REALISTIC EXTERNAL ORGANISATIONS
E-mails and telephone calls from external organisations can be a very realistic
means of working detail into the simulation. Such contact should be organised
at least two to three weeks in advance of the GES event to inform them of the
exercise and determine if staff will be available to participate. These external
participants should be informed that they will have to be available throughout
ROLE-PLAYING EXTERNAL PARTICIPANTS
There are a number of external concerns that will likely have to be role-played by
the facilitators to ensure their inclusion in the exercise. These are groups such as
journalists who are not actually involved in the exercise but whose inputs may be
helpful or necessary for some participants to work on assigned tasks.
Most of these roles can simply be carried out via telephone calls to selected participants.
It is a good idea to assign particular roles to each member of the facilitation
team several days in advance of the exercise so that each can then become
familiar with the role and decide whom to call, and plan the substance of his/her
telephone calls.
When role playing is envisaged, role playing actors should have real experience
in the role they will play as this improves realism. It is also strongly recommended
that the boundaries for the role be established beforehand as excessive
role-playing can detract from the overall simulation or introduce unrealistic elements
outside the testing parameters. The purpose of role-playing is to test
certain objectives within the simulation and as such should not be allowed to
unnecessarily dominate the simulation.
Refer to Annex A.04.05. on Page 63 for guidance on role-playing external
participants.