CPR workshop checklist: what to arrange and when

A CPR workshop needs more than manikins and an instructor. You need a confirmed venue, working AED trainers, enough practice stations, accurate registration details, and clear arrival information for every participant. Start with the date, location, and instructors, then open registration and track requirements before ordering catering. In the final hours, test the presentation and equipment, ventilate the room, arrange the registration desk, and prepare coffee, tea, and cleaning supplies so the session can start on time.

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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

Confirm date and location
Confirm instructors
Reserve training materials
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Update participant list
Send confirmation
Order catering
Send venue instructions
Check materials
2 people
Do the shopping
2 people
Prepare instructor briefing
Chill drinks
Open venue
2 people
Ventilate room
Set up tables
3 people
Set out chairs
2 people
Set up practice stations
3 people
Test presentation
2 people
Test AED trainers
2 people
Set up registration desk
2 people
Set out coffee and tea
2 people
Set out hand sanitizer and cleaning supplies

Event

Receive participants
3 people
Register attendance
2 people
Hand out name badges
Serve welcome coffee
2 people
Open the workshop
Teach CPR theory
2 people
Serve break drinks
2 people
Demonstrate CPR
2 people
Lead practice rounds
3 people
Explain AED use
2 people
Facilitate AED drills
3 people
Arrange evening break
2 people
Lead scenario exercises
3 people
Facilitate Q&A and debrief
2 people
Distribute participation certificates
2 people
See participants off
2 people

Aftercare

Disinfect practice materials
3 people
Wash dishes
2 people
Collect waste
2 people
Clear tables and chairs
3 people
Clean the room
2 people
Pack equipment
2 people
Return materials
2 people
Send a thank-you gift to participants
Archive attendance records

What to bring

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

Furniture

Tablesqty 6
Chairsqty 18
Registration desk
Coat racksqty 2

Equipment

CPR manikinsqty 6
AED trainersqty 3
Projector
Projection screen
Laptop
HDMI cable
Extension cordsqty 3
Power stripsqty 3
Portable speaker

Tableware

Glassesqty 24
Mugsqty 24
Platesqty 24
Cutlery setsqty 24
Coffee potsqty 2

Kitchen

Kettlesqty 2
Thermos flasksqty 2
Coolersqty 2
Serving traysqty 3
Scissorsqty 2
Kitchen knivesqty 2

Catering

Badge holdersqty 20
Name badgesqty 20
Participation certificatesqty 20
Presentation foldersqty 20
Notepadsqty 20
Ballpoint pensqty 25
Registration formsqty 20
Evaluation formsqty 20
Pen holdersqty 3

Cleaning

Disinfecting wipesqty 6
Hand sanitizer dispensersqty 3
Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brush
Waste binsqty 3

Groceries

Groceries

Tips

Confirm the instructors and venue before opening registration. Participants need the exact address, arrival instructions, and a reliable start time before they sign up.
Plan practice stations around the number of participants and CPR manikins available. Set up the stations before attendees arrive, then check every AED trainer rather than assuming the batteries and controls work.
Close registration early enough to update the participant list, collect dietary requirements, and send confirmations. Include venue instructions so fewer people arrive late or go to the wrong entrance.
Test the laptop, projector, screen, HDMI cable, speaker, extension cords, and power strips before the workshop day. A presentation check at the venue catches connection problems while there is still time to fix them.
Finish the room setup before opening the doors: place tables and chairs, prepare name badges and the registration desk, and set out hand sanitizer and cleaning supplies. Chill drinks and prepare coffee and tea after the equipment check, not instead of it.

Frequently asked questions

How far in advance should I organize a CPR workshop?: Confirm the date, venue, and instructors at least 4 to 6 weeks before the workshop. Open registration soon afterward so you have time to process participants, collect dietary requirements, and order catering.
How many CPR practice stations do I need?: Plan the stations according to your participant count and the number of CPR manikins and AED trainers available. As a practical target, keep each station small enough that participants are not waiting through several practice turns.
When should I test the AED trainers and presentation equipment?: Test the AED trainers, laptop, projector, screen, HDMI cable, speaker, and power connections at least one day before the workshop. Repeat a quick check when setting up, because cables or settings may have changed during transport.
What should I prepare on the morning of a CPR workshop?: Open and ventilate the room first, then allow at least 60 to 90 minutes for tables, chairs, practice stations, registration, badges, equipment, and refreshments. Keep cleaning supplies and hand sanitizer ready before participants begin practicing.

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