AED training checklist: what to arrange and when

An AED training session runs smoothly when the instructor, equipment and participant details are confirmed well before the day itself. Start by booking the room and trainer, then manage registrations and dietary requirements. In the final week, check the AED trainers, CPR manikins, presentation equipment and certificates. On the day, allow enough time to arrange practice stations, connect the projector and prepare coffee, water and participant folders.

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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 training date
Book training room
Arrange AED instructor
Reserve training materials
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Confirm registrations
Send route and parking information
Prepare training certificates
Check Presentation and Video
Check AED batteries
Check mannequin materials
Do the shopping
2 people
Assemble participant folders
2 people
Prepare name badges
Open and check the room
2 people
Set up tables and chairs
3 people
Connect presentation equipment
2 people
Set up AED practice stations
3 people
Lay out teaching materials
2 people
Prepare coffee and tea
2 people
Set up the reception table

Event

Receive participants
2 people
Register attendance
Give safety instructions
Give a lesson on cardiac arrest
Serve break drinks
2 people
Demonstrate CPR techniques
Let participants practice
3 people
Refill drinks
Arrange evening break
2 people
Practice AED procedure
3 people
Administer practical test
2 people
Present Certificates
Handle questions and wrap-up

Aftercare

Turn off practice equipment
2 people
Wash dishes
2 people
Clean up the space
3 people
Collect waste
2 people
Clean the room
2 people
Inventory training materials
Return borrowed equipment
2 people
Send certificates digitally
Archive attendance records

What to bring

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

Furniture

Chairsqty 18
Tablesqty 4
Coat rack

Equipment

AED trainersqty 2
CPR manikinsqty 3
Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3

Medical Supplies

Practice electrodesqty 6
Respirator masksqty 18
Nitrile glovesqty 2
Hand sanitizer dispenserqty 2
Training blanketsqty 3

Presentation

Flip chart
Flipchart padsqty 2
Markersqty 6
Ballpoint pensqty 20
Participant foldersqty 18
Name badgesqty 18
Certificatesqty 18

Tableware

Coffee cupsqty 18
Drinking glassesqty 18
Platesqty 18
Cutlery setsqty 18
Serving traysqty 3

Kitchen

Thermos flasksqty 3
Water jugsqty 2
Coolersqty 2

Cleaning

Waste binsqty 3

Catering

Groceries

Tips

Book the training room and AED instructor before sending invitations, so the date, capacity and practical details are fixed from the start.
Close registrations early enough to update the participant list, confirm attendance and collect dietary requirements before you shop or prepare refreshments.
Test the laptop, projector, projection screen, HDMI cable and power supplies at least one day before training; presentation problems are harder to solve after participants arrive.
Check every practice station before opening the room, including AED trainers, CPR manikins, practice electrodes, respirator masks, nitrile gloves and training blankets.
Prepare certificates, name badges and participant folders in advance, then arrive early enough to arrange tables, chairs, teaching materials, coffee, tea and the reception table.

Frequently asked questions

How far in advance should I plan an AED training session?: Set the date and book the instructor and training room at least 4 to 6 weeks ahead. This leaves time for invitations, registrations, equipment checks and participant confirmations.
When should AED training registrations close?: Close registrations about 7 days before the session. Use the final week to update the participant list, confirm attendance, collect dietary requirements and prepare folders and name badges.
How early should I arrive for AED training setup?: Arrive at least 60 to 90 minutes before participants. That gives you time to open the room, arrange tables and chairs, connect the presentation equipment and set up AED practice stations.
What equipment should I test before AED training?: Test the AED trainers, CPR manikins, presentation video, laptop, projector, HDMI cable and power supplies at least 24 hours beforehand. Also verify that practice electrodes, gloves, masks and blankets are ready for each station.

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