BHV training checklist: what to arrange and when

A BHV training day combines classroom instruction with practical exercises, so the room, equipment and safety arrangements must be ready before participants arrive. Start with registrations, dietary requirements and the training room, then confirm the safety programme and instructor briefing. On the day itself, allow time for registration, presentation setup, practice stations, refreshments and certificate details. This checklist covers the planning sequence, including items that are often forgotten until the last minute.

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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

Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Book training room
Confirm the occupational health and safety program
Prepare the coaches' briefing
2 people
Send participant information
Check certificate details
Check training equipment
2 people
Do the shopping
2 people
Chill food and drinks
Print participant list
Set up the presentation
Set out training materials
2 people
Set up tables and chairs
2 people
Set up practice stations
2 people
Prepare coffee and tea
Set up reception desk

Event

Register participants
2 people
Welcome and explain the program
2 people
Cover basic first aid training
2 people
Provide coffee break
2 people
Demonstrate fire fighting
2 people
Lead the evacuation drill
3 people
Debrief the evacuation
2 people
Set up the dinner buffet
2 people
Serve dinner
2 people
Refill drinks
Demonstrate first aid
2 people
Practice CPR
2 people
Practice using an AED
2 people
Administer the theory and practical assessment
2 people
Present Certificates
2 people
Handle questions and closing
2 people

Aftercare

Switch off equipment
Pack leftover food
Wash dishes
2 people
Clean the room
2 people
Clear tables and chairs
2 people
Collect waste
Inventory training materials
Return materials
Register attendance
Send certificates digitally

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Tableclothqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cable
Extension cordqty 2
Power stripqty 2
Portable speaker
AED trainerqty 2
CPR dummyqty 2
Training fire extinguisherqty 2
Evacuation whistleqty 2

Kitchen

Coffee maker
Kettle
Thermosqty 2
Cool boxqty 2
Cutting boardsqty 2
Chef's knifeqty 2

Tableware

Mugsqty 24
Drinking glassesqty 24
Platesqty 24
Cutlery setsqty 24
Serving plattersqty 6
Serving spoonsqty 4

Training

BHV manualsqty 20
Notepadsqty 20
Ballpoint pensqty 24
Flip chart
Flip chart sheets
Markersqty 6
Practice bandagesqty 4
Practice safety vestsqty 6
Practice walkie-talkiesqty 4
Certificate foldersqty 20

Cleaning

Soap dispenserqty 2
Paper towel dispenserqty 2
Waste binsqty 4
Bucketqty 2
Mopqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Close registrations and dietary requirements at least 7 days before the training. Use the final participant list to prepare certificates, print the attendance sheet and plan seating.
Check the training room 2–3 days beforehand, including tables, chairs, power outlets, projector, screen, HDMI cable, extension cord and speaker. A presentation can be ready while the equipment still fails.
Prepare practical stations before participants arrive: place the CPR dummy and AED trainer together, and check the training fire extinguisher and evacuation whistle. Keep enough open floor space for the evacuation drill.
Set up coffee and tea before registration and chill food and drinks at least 2 hours in advance. Count mugs, glasses, plates and cutlery against the confirmed number of participants, plus 10% extra.
Brief the coaches on the programme, first aid section, fire-fighting demonstration and evacuation drill the day before. Keep the participant information and occupational health and safety programme available at the reception desk.

Frequently asked questions

How far in advance should I organise a BHV training day?: Start planning at least 4 weeks ahead, especially if you need to book a training room and coordinate coaches. Finalise registrations and dietary requirements 7 days before the session.
What should be checked the day before BHV training?: Check the participant list, certificates, presentation, training equipment and practical stations 1 day before. Also confirm the coaches’ briefing and the room access time.
How much coffee and tea do I need for BHV training?: Plan roughly 3 cups per participant for a half-day session, plus 10% extra. Prepare the first batch before registration and keep additional coffee or tea in a thermos for the break.
When should the BHV training room be set up?: Allow 60–90 minutes before participants arrive for tables, chairs, presentation equipment, training materials and practice stations. Finish the reception desk and registration materials before the first person enters.

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