First Aid Course Checklist

A first aid course needs more than an instructor and a room. Set the date and location first, then secure the instructor, training materials and participant registrations. Before the course, prepare handouts, certificates, practice stations and presentation equipment, and confirm dietary requirements for catering. On the day, allow time to check the venue, arrange tables and chairs, test the projector, and set up the AED trainer and CPR manikins 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

Record the course date and location
Confirm instructor
Reserve training materials
Create the course schedule
Create a registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm participants
Prepare presentations and handouts
Prepare certificates
Order catering
Confirm location and route
Send participant information
Check training equipment
2 people
Do the shopping
2 people
Lay out handouts and pens
2 people
Chill drinks

Event

Open room
2 people
Check the venue
2 people
Set up tables and chairs
3 people
Set up training stations
3 people
Connect presentation equipment
2 people
Distribute course materials
2 people
Handle participant check-in
2 people
Register attendance
Serve coffee and tea
2 people
Give introduction and safety instructions
Cover first aid theory
Refill break drinks
Lead CPR training
2 people
Lead AED training
2 people
Set up the dinner buffet
3 people
Serve dinner
2 people
Demonstrate basic first aid
Guide practical scenarios
3 people
Administer the test and skills check
2 people
Present Certificates
Answer final questions

Aftercare

Gather training materials
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Put tables and chairs back
3 people
Switch off equipment
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Send participant certificates

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Registration desk
Clothing rack

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
AED trainerqty 2
CPR manikinsqty 6
Practice walkie-talkiesqty 4

Kitchen

Kettlesqty 2
Coffee maker
Coolersqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 2
Serving spoonsqty 4

Tableware

Coffee cupsqty 24
Drinking glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 6
Serving traysqty 3

Course materials

Writing foldersqty 24
Notepadsqty 24
Ballpoint pensqty 30
First aid manualsqty 24
Certificate foldersqty 24
Flip chart
Flipchart markersqty 8

First aid practice materials

Practice first aid kitsqty 6
Triangular clothsqty 12
Hydrophilic bandagesqty 24
Non-adherent compressesqty 30
Bandagesqty 100
Glovesqty 100
Practice woundsqty 6
Emergency blanketsqty 12

Cleaning

Waste binsqty 3
Cleaning clothsqty 10

Catering

Groceries

Tips

Confirm the instructor and reserve the training materials before opening registration. This avoids accepting participants for a date when the trainer, AED trainer or CPR manikins are unavailable.
Send participant information at least 3 days before the course. Include the route, start time, what to bring, dietary requirements deadline and any parking or arrival instructions.
Prepare one writing folder, notepad, pen and first aid manual per confirmed participant, plus the certificate folders. Lay them out before check-in so late arrivals do not interrupt the opening.
Test the laptop, projector, projection screen, extension cords and power strips before the room opens. A presentation check 30 minutes beforehand leaves time to change the room layout or replace a cable.
Set up practical stations before serving coffee and catering. Place the CPR manikins, AED trainer and practice walkie-talkies where every group can reach them, then keep drinks chilled and ready.

Frequently asked questions

How far in advance should I organize a first aid course?: Start planning at least 4 weeks before the course date. Confirm the instructor and location first, then allow 2 weeks for registration, participant information, catering and training-material preparation.
What equipment is needed for a first aid course?: Plan for an AED trainer, CPR manikins, presentation equipment and any practice walkie-talkies required by the course. Check all equipment at least 1 day before the session and test the laptop, projector and power connections on site.
When should I send first aid course invitations?: Send invitations as soon as the date, location and instructor are confirmed, ideally 3 to 4 weeks in advance. Close registrations early enough to confirm attendance, dietary requirements and the number of manuals, pens and certificates.
How early should I arrive to set up a first aid course?: Arrive at least 60 minutes before participants. Use that time to open and check the room, arrange tables and chairs, set up training stations, connect the presentation equipment and prepare the registration desk.

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