This document provides a template for preparing and conducting tabletop exercises (TTX), focusing on the selection of an effective moderator and seating arrangements to enhance participation and achieve exercise objectives. It outlines key traits to look for in moderators and various seating configurations that can facilitate interaction among participants and observers. Additionally, it discusses the roles of silent and participative observers in TTX and offers guidance on their engagement during the exercise.

1. Template for Table Top Exercise Preparation & Brainstorming
Choosing an effective seating arrangements & picking a suitable moderator
Feel free to copy, distribute, and expand on this template
July 2014
Prepared by Lydia Kostopoulos, PhD
@LKCyber
LKCyber@Outlook.com

2. Table Top Panel Design
Mapping out the way the
panel will interact is
important to think about as
you try to maximize on their
time and expertise.
Wisely chosen seating
arrangements and an
effective moderator can be
conducive to this.
Keeping this in mind can
better help streamline TTX
goals and objectives.
Lydia Kostopoulos, PhD
@LKCyber

3. This template provides guidance to help:
• Pick a moderator for the TTX
• Brainstorm on various seating arrangements
• Think about the role of silent and participative observers
Lydia Kostopoulos, PhD
@LKCyber

4. Lydia Kostopoulos, PhD
Picking a TTX Moderator
More often than not moderators are determined later on in the TTX preparation
and sometimes they do not have any situational awareness on the scenario, or its
vision.
After identifying the goal of the scenario, it helps to brainstorm ahead of time on who the
moderator should be to bring the TTX scenario to life. If the moderator is a part of the
scenario building process they will be more effective in streamlining the TTX participants’
thoughts and directing the scenario to meet the TTX objectives.
Here are some things to consider when choosing a moderator:
* This is not a comprehensive list *
General traits Scenario Specific Traits
• People person, friendly
• Ability to synthesize ideas and connect
dots on the spot
• Objective critical thinker
• Expertise on the subject matter
• Awareness of issues surrounding the
gaps that the TTX is focusing on
• Ability to add value to the scenario
Some general traits to avoid. People who:
• Are afraid to speak in public
• Get nervous in leadership roles
• Unable to think quick
• Are not good at teamwork
• Lack emotional intelligence to assess the mood of others
@LKCyber

5. Lydia Kostopoulos, PhD
Table Top Panel Design: Seating Arrangement Ideas
The following slides are a compilation of some table top exercise
seating arrangements; however it is not a comprehensive list of all
the arrangements that are possible.
The idea is to find the seating arrangement that works best for the
scenario, environment and organizational culture to meet the
identified objective(s) of the TTX and the desired end-state.
@LKCyber

6. “Workshop” Style Seating Arrangement
Lydia Kostopoulos, PhD
These types of TTXs tend to be more informal and hands on with few
participants.
@LKCyber
• The seating arrangement is
quite flexible as it all depends
on the scenario.
• Square or circle shape tables
are good for a smaller group
• This is a good environment to
get thoughts outlined and
prepare lessons learned notes
on the spot.

7. “U Shape” Arrangement
Lydia Kostopoulos, PhD
@LKCyber
Traditional Circle or Square U Shape
This is a classic arrangement the moderator is the
center and all the participants can see and interact
with each other.
* All the seats shown here can be taken up by panel
members.
* This can just as easily be done with a V shape
Square Shaped U
With a square shaped U there is more flexibility
when it comes to bringing observers to the front row.
In this situation, those sitting in the center straight in
front of the moderator would be the participating
members and those on the sides would be the
observers.
They can be silent or participative observers, this
would depend on the TTX structure and objectives.

8. Square U Shape “A10 Support” Arrangement
Lydia Kostopoulos, PhD
@LKCyber
* The arrangement title
comes from the A-10
Thunderbolt
This set up is good to mimic a situation in which a high level decision maker (Front
Row) would have to consult organizational SMEs (Back Row) in order to determine
the appropriate course of action in response to an incident.
In this set up the SMEs sitting in the back double up as silent observers and provide
support to the participants in the front row when needed.
The participants in the front row are the only ones who interact with other front row
participants and the moderator.

9. Lydia Kostopoulos, PhD
“Showcase” Arrangement
This set up is good for public table top exercises where observers and the
media are invited to sit in and watch.
This arrangement can facilitate observers questions in an almost ‘Town Hall’
type environment. As with any observer participation, it is important to take
time into consideration and judge when it is best for observers to
participate, if they do.
@LKCyber

10. Lydia Kostopoulos, PhD
@LKCyber
Multiple Groups
This format works well when the purpose of the scenario is to identify the
reaction of different entities or to see how different people come up with different
ideas for the same problem. There are multiple ways to do the lay out but here
is one example.
• The moderator is centrally
located to be easily
accessed by all of the
groups.
• Groups can be inclusive
and exclusive when
needed.
• This lay out is conducive
for themed group based
exercises.

11. Lydia Kostopoulos, PhD
Silent Versus Participative Observers
Comments on Observers
Observers can bring a lot to a Table Top Exercise as they are the 3rd party looking
in. If observers are present it is important to decide how they will play a role in the
TTX and how they can best be incorporated to meet the identified TTX goals.
Observers
Silent Participative
Silent observers can be engaged if
they are given an effective means to
do so and encouraged to share their
thoughts in an appropriate way.
Having an observer packet with a
survey and/or feedback form can help
provide additional perspective for
lessons learned and notes can be
incorporated into the final report of the
TTX.
The first thing to consider with
observers who participate is how
much time from the TTX should be
allocated to them and why their vocal
participation is important.
Observer feedback can be
incorporated at the beginning, middle
or end. Participation before or during
can disrupt the flow of the exercise, to
avoid this, observer participation can
be done in the end through questions.
@LKCyber

12. Lydia Kostopoulos, PhD
@LKCyber
www.linkedin.com/in/lydiak
LKCyber@Outlook.com
If you have any questions or would like more
information or other templates don’t hesitate to get
in touch!