AED training checklist: what to arrange and when

An AED training session depends on more than booking an instructor and a room. You need enough practice equipment for the group, working batteries and cables, clear registration details, and time for each participant to practise. Use this checklist to organise the course in the right order, from setting the date and participant limit to preparing the room and certificates. The final checks also cover parking, emergency exits, refreshments and the registration desk.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and program
2 people
Confirm instructor
Reserve training venue
Set the maximum number of participants
2 people
Create a registration form
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Order training materials
Coordinate technical arrangements with the venue
Check AED trainers
2 people
Inspect CPR mannequins
2 people
Test batteries and cables
Assemble course folders
2 people
Print attendance list
Print certificates
Do the shopping
2 people
Send participant reminder
Check route and parking
Check the room and emergency exits
2 people
Set up tables and chairs
3 people
Set up practice stations
3 people
Connect presentation and projector
2 people
Set up the registration table
2 people
Prepare coffee and tea
2 people
Chill lunch and drinks
2 people

Event

Staff the reception desk
2 people
Register participants
2 people
Explain the schedule and safety rules
Give a lesson on cardiac arrest
Demonstrate AED use
Supervise resuscitation exercises
4 people
Serve coffee and tea
2 people
Refill drinks
Administer practical test
2 people
Serve lunch
3 people
Present Certificates
2 people
Facilitate Q&A and debrief
Have participants sign in
Disinfect practice equipment
2 people

Aftercare

Switch off equipment
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Sort and remove waste
2 people
Clean the room
3 people
Pack up materials
2 people
Return borrowed materials
Register attendance
Send certificates digitally afterward
Return venue keys

What to bring

Grouped the way you'd shop for it, with quantities.

Equipment

Practice AEDsqty 4
CPR manikinsqty 4
AED training padsqty 8
Spare batteriesqty 8
Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Stopwatchesqty 4
Flip chart

Furniture

Tablesqty 6
Chairsqty 24
Registration desk
Coat rack

Tableware

Mugsqty 24
Glassesqty 24
Platesqty 24
Cutlery setsqty 24
Serving traysqty 4

Kitchen

Coffee maker
Thermos flasksqty 2
Coolersqty 2
Water jugsqty 4
Serving tongsqty 4

Cleaning

Waste binsqty 3
Sorting binsqty 2
Bucket
Mop
Broom
Dustpan and brush
Microfiber clothsqty 10

Groceries

Groceries

Tips

Set the date, programme, instructor and venue before opening registration. Confirm the maximum number of participants at the same time, because the number of practice AEDs, CPR manikins and training stations determines how much hands-on time each person gets.
Send the reminder several days before the course with the start time, route, parking information and anything participants need to know. Ask for dietary requirements during registration rather than trying to collect them on the day.
Test every practice AED, CPR manikin, training pad, battery and cable before setting up. Keep spare batteries available, and check that the laptop, projector, screen, extension cords and power strips work together in the room.
Prepare the attendance list, course folders and certificates before participants arrive. Printing these items on the training day creates unnecessary pressure, especially when names or attendance details need correcting.
Set up the registration table, tables and chairs, presentation equipment and practice stations before opening the room. Walk the route to the emergency exits, keep cables out of walking paths and place waste and sorting bins where refreshments are served.

Frequently asked questions

How far in advance should I organise an AED training course?: Start organising the course at least 4 to 6 weeks in advance. This gives you time to confirm the instructor and venue, set the participant limit, collect registrations and order or check training materials.
How many participants can attend an AED training session?: Set the maximum number based on the available instructors, room size and practice equipment. As a practical starting point, plan one practice station for every 4 to 6 participants so everyone gets repeated hands-on practice without long waits.
When should I test the AED training equipment?: Test the practice AEDs, CPR manikins, pads, batteries and cables 1 to 2 days before the course. Repeat a quick visual and power check during room setup, and keep spare batteries available in case equipment fails.
What should I send participants before AED training?: Send a reminder 3 to 5 days before the session. Include the start time, venue address, route and parking details, and ask participants to report any changes to their registration or dietary requirements.

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