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Better ERPs Part 1: Hosting a Roundtable Discussion

Creating a strong emergency plan is often easier said than done—and the middle of an emergency is the worst time to discover you’ve forgotten something. This is the first of a four-part series with guides and tips to help you build a comprehensive emergency response plan. 

Before you start drafting, though, consider hosting a water emergency roundtable discussion. These events provide a unique opportunity to connect water security with broader preparedness and community resiliency efforts underway in your region. Here’s a quick glance at what you can do to host a successful discussion: 

  1. Consult with partners within your water community to identify the groups that need to be at the table. Some groups to consider include hospitals, schools, farm operations, industrial parks, municipal pools, and first responders.
  2. Set a date and secure a meeting place that meets your meeting needs.
  3. Work with partners or co-hosts to ensure that the room has the equipment needed, such as a laptop, PowerPoint projector, and pens and pads for meeting participants.
  4. Have your water utility manager or superintendent call the groups to invite them to the event. A personal call typically results in a more positive response and can be followed by a formal invite and RSVP request.
  5. Call confirmed participants to outline what types of information participants will need to bring with them, how the discussion will be facilitated, and how sensitive information will be treated.
  6. Confirm with partners or co-hosts who will be responsible for facilitating the discussion, compiling participant data, putting together registration packets, welcoming participants, presenting, taking notes, and writing a meeting summary.
  7. Arrive at least on hour before the event is scheduled to set up materials and manage last minute details.
  8. Use meeting notes and discussed action items to develop a short report for participants.
  9. Write and distribute an internal and external report on progress towards action items approximately six months after the event.
  10. Determine the need for a follow-up meeting.

For more tips and sample invitation scripts, read the Water Emergency Roundtable—Outline for Discussion developed by the Association of State Drinking Water Administrators and EPA Region 5. And check back for part two of our series for free templates you can use when you're ready to write your emergency response plan. 


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