CPR Day checklist: what to arrange and when

A CPR Day needs more than instructors and practice manikins. You need a confirmed venue, a workable participant list, enough training materials for each group, and a room that is ready before people arrive. This checklist takes you from setting the date and sending invitations to testing AED trainers and handing out certificates. It also covers details that are easy to leave until the last minute, such as dietary requirements, parking, power outlets, name labels, and final group assignments.

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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
Reserve venue
Confirm CPR instructors
Reserve training materials
Draft invitations
Send invitations
Process registrations
Keep track of the participant list
Collect dietary requirements
Send reminder
Create the final group assignments
2 people
Prepare certificates
Check route and parking
Check power outlets
Pick up training materials
2 people
Do the shopping
2 people
Prepare name labels
Print attendance lists
Set out materials for each group
2 people
Fill coolers
2 people

Event

Open venue
2 people
Check the venue
2 people
Set up tables and chairs
4 people
Set up CPR manikins
3 people
Test AED trainers
2 people
Test presentation equipment
2 people
Set up the reception desk
2 people
Set out coffee and tea
2 people
Receive participants
3 people
Register attendance
2 people
Hand out name tags
Explain the program
Give safety instructions
Give a CPR demonstration
2 people
Explain the basic inspection
2 people
Guide CPR exercises
6 people
Demonstrate AED use
2 people
Facilitate AED drills
6 people
Serve break snacks
3 people
Refill drinks
2 people
Lead scenario exercises
6 people
Moderate the Q&A
2 people
Run the knowledge quiz
2 people
Hand out certificates
2 people
Serve the final coffee
2 people
See participants off
2 people

Aftercare

Clean CPR manikins
3 people
Switch off AED trainers
2 people
Collect materials
4 people
Wash dishes
3 people
Sort waste
2 people
Clean the room
3 people
Put tables and chairs back
4 people
Return training materials
2 people
Record attendance in the file
Send the certificates afterward
Process lost and found items

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Registration desk
Coat racksqty 2

Equipment

CPR manikinsqty 12
AED trainersqty 6
Projector
Projection screen
Laptop
Portable speaker
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Training materials

Practice masksqty 70
Resuscitation masksqty 150
AED training electrodesqty 12
Training bandagesqty 12
Instruction postersqty 8
Workbooksqty 70
Pensqty 80
Whiteboard
Whiteboard markersqty 6
Whiteboard
Certificate foldersqty 70

Tableware

Coffee cupsqty 70
Drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 3

Safety

First aid kit
Nitrile glovesqty 100
Hand sanitizerqty 4
Flashlightsqty 3

Decorations

Name labelsqty 80
Directional signsqty 12
Information bannersqty 3

Cleaning

Cleaning bucketsqty 3
Microfiber clothsqty 12
Floor squeegeesqty 2
Dustpan and brushqty 2
Waste binsqty 6

Catering

Groceries

Tips

Confirm instructors, the venue, and training materials before sending invitations. Your registration limit should match the number of instructors, manikins, AED trainers, and workbooks available.
Close registrations early enough to create final group assignments and print attendance lists. Send a reminder after the list is stable, and use the same deadline to collect dietary requirements.
Prepare one labelled set of materials for each training group. Include practice masks, resuscitation masks, AED training electrodes, bandages, workbooks, and pens so instructors do not have to share supplies during practice.
Arrive with enough time to check the route, parking, power outlets, and room layout. Set up tables, chairs, the registration desk, projector, screen, speaker, and extension cords before opening the venue.
Test every AED trainer and presentation device before participants arrive. Fill the coolers, place name labels at registration, and keep certificates in their folders so the closing session does not become a packing job.

Frequently asked questions

How far in advance should I plan a CPR Day?: Start arranging the date, venue, and instructors at least 4 to 6 weeks ahead. Send invitations once those three points are confirmed, leaving enough time to process registrations and order or reserve training materials.
How many CPR participants should be in one group?: Set the group size according to the number of instructors, CPR manikins, and AED trainers available. As a practical check, each participant should have regular hands-on access rather than waiting through long turns; finalize assignments after registrations close, typically 3 to 7 days before the event.
What should I check at the CPR venue on the day?: Check the route and parking, room access, tables and chairs, power outlets, lighting, and the registration area before opening. Allow at least 60 minutes for setup, including testing the projector, speaker, CPR manikins, and AED trainers.
When should I prepare CPR certificates and attendance lists?: Prepare certificates and print attendance lists after registrations and group assignments are final, usually 1 to 3 days before CPR Day. Keep a few blank certificate folders available for last-minute corrections or approved additions.

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