BHV training checklist: what to arrange and when

A BHV training session needs more than a room and an instructor. You also need a complete participant list, confirmed registrations, working presentation equipment and enough time to set up practical exercise stations. Plan the training programme before invitations go out, then confirm dietary requirements, parking information and attendance details. On the day, prepare the registration desk, manuals, refreshments and safety equipment before participants arrive.

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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

Book training room
Secure BHV instructor
Document the training program
Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Send parking information
Confirm registrations
Check training equipment
2 people
Lay out BHV manuals
Do the shopping
2 people
Chill drinks
Prepare snacks and meal
2 people
Open training room
Set up tables and chairs
2 people
Connect presentation equipment
Set up practice stations
2 people
Set up registration desk
Prepare attendance list

Event

Receive participants
2 people
Register attendance
Serve coffee and tea
Give welcome instructions
Deliver the theory session
Supervise the coffee break
2 people
Demonstrate CPR
Run CPR practice
2 people
Supervise first aid exercises
2 people
Serve the meal
2 people
Refill drinks
Demonstrate fire fighting
Run fire safety drill
2 people
Conduct an evacuation drill
2 people
Administer the knowledge test
Facilitate Q&A and debrief
Hand out certificates and follow-up info
See participants off

Aftercare

Collect used dishes
2 people
Collect and sort waste
2 people
Clear away training materials
2 people
Wash dishes
2 people
Clean the room
2 people
Switch off equipment
Lock up the venue
Return materials
2 people
Register attendance
Process test results
Reorder certificates

What to bring

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

Furniture

Tablesqty 4
Chairsqty 14
Coat rack
Registration desk

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Timerqty 2

Training materials

BHV manualsqty 12
Notepadsqty 12
Ballpoint pensqty 15
Flip chart
Flip chart sheetsqty 15
Markersqty 6
Painter's tapeqty 2
Name badgesqty 15
Attendance formsqty 15
Knowledge testsqty 15

Safety

Practice AED
CPR dummyqty 2
Practice first aid kitqty 2
Training stretcher
Practice fire extinguisherqty 2
Fire blanket
Safety gogglesqty 6

Tableware

Mugsqty 16
Glassesqty 16
Platesqty 16
Cutlery setsqty 16

Kitchen

Coffee potqty 2
Water jugsqty 2
Serving traysqty 3

Cleaning

Waste binsqty 3

Catering

Groceries

Tips

Book the training room and secure the BHV instructor before sending invitations. Allow enough time to document the programme and confirm which theory and practical sessions will be delivered.
Close registration several days before the training so you can prepare the attendance list, name badges, manuals and knowledge tests from the final participant numbers.
Check the projector, laptop, projection screen, extension cords and power strips before the day itself. Test the presentation from the same position participants will see it.
Set up the CPR dummy, practice AED, first aid kit, stretcher and fire safety equipment before opening the room. Keep the practical stations clear and use the timer to manage exercise rotations.
Prepare coffee, tea, chilled drinks, snacks and the meal before participants arrive. Check dietary requirements in advance rather than trying to adjust the meal during the training day.

Frequently asked questions

How far in advance should I organise BHV training?: Start at least 3 to 4 weeks before the training date. This gives you time to book the room and instructor, collect registrations, confirm dietary requirements and order or prepare the required materials.
What should be ready before BHV participants arrive?: Set up the room, registration desk, attendance forms, manuals, name badges and presentation equipment before opening the doors. Practical stations and refreshments should also be ready at least 30 minutes before the scheduled start.
How many BHV manuals and tests do I need?: Prepare one manual, notepad, pen and knowledge test for every confirmed participant, plus 2 or 3 spare sets. Use the final registration list to check the quantity before printing or laying out the materials.
When should I confirm BHV training registrations?: Send a registration confirmation 3 to 5 days before the training. Include the start time, parking information, what participants should bring and any practical details about the training room.

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