First Aid Day Checklist

A first aid day needs more than instructors and practice equipment. You must set a participant limit, organize workshop groups, confirm the venue, and make sure every station has the right training materials. This checklist covers the planning sequence from date and budget through registration, participant information, room setup, safety checks, and certificates. Use it to avoid late supply orders, missing dietary information, and rushed preparation on the day itself.

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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
2 people
Secure first aid instructors
2 people
Set the program and workshops
3 people
Set the budget and participant limit
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Assign workshop groups
2 people
Send participant information
Confirm reservations
Inventory first aid supplies
2 people
Order missing supplies
Prepare instructor briefing
2 people
Create name tags and attendance list
Prepare certificates
Do the shopping
2 people
Check materials
2 people
Number workshop tables
2 people
Chill drinks
2 people
Open venue
2 people
Carry out safety checks
2 people
Set up tables and chairs
4 people
Set up the reception table
2 people
Prepare workshop materials
4 people
Set up CPR manikins
3 people
Check AED Trainer
2 people
Set up catering
3 people
Test presentation equipment
2 people
Hang up signage
2 people
Welcome instructors
2 people
Hold instructor briefing
4 people

Event

Register participants
3 people
Hand out name badges
2 people
Deliver welcome presentation
2 people
Give safety instructions
2 people
Lead the CPR workshop
4 people
Lead AED workshop
4 people
Serve break drinks
3 people
Refill drinks
2 people
Lead wound care workshop
4 people
Serve lunch and snacks
4 people
Serve allergy-friendly meals
2 people
Lead the bandaging workshop
4 people
Lead the evacuation drill
4 people
Lead the Q&A session
2 people
Hand out certificates
2 people
Make closing announcements
Check out participants
2 people

Aftercare

Dismantle the first aid station
3 people
Collect workshop materials
4 people
Wash dishes
3 people
Collect waste
2 people
Clear tables and chairs
4 people
Clean rooms
3 people
Switch off equipment
2 people
Check borrowed items
2 people
Return materials
2 people
Clear away leftover catering
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Reception desk
Tableclothsqty 10
Waste binsqty 6

Equipment

CPR manikinsqty 12
AED trainersqty 4
Respirator masksqty 15
Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6

First aid supplies

Complete first aid kitsqty 4
Practice first aid kitsqty 8
Practice woundsqty 12
Triangular clothsqty 20
Emergency blanketsqty 12
Nitrile glovesqty 200
Safety vestsqty 12
Practice glassesqty 12
Lotus victim setqty 2

Tableware

Reusable cupsqty 80
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 70

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 6
Scissorsqty 12
Cutting boardsqty 4
Bread knivesqty 4

Decorations

Name badgesqty 70
Nameplate workshopqty 8
Workshop numbersqty 8
Information boardsqty 8
Wayfinding arrowsqty 12
Certificatesqty 70

Lighting

LED lampsqty 6

Cleaning

Microfiber clothsqty 12
Bucketsqty 3
Trash bag holdersqty 6

Catering

Groceries

Tips

Set the participant limit before opening registration. The number of CPR manikins, AED trainers, workshop tables, and instructors determines how many people can practice at the same time.
Order missing first aid supplies after your inventory, not during the final week. Count complete and practice first aid kits, nitrile gloves, triangular cloths, emergency blankets, practice wounds, and respirator masks separately.
Send participant information after assigning workshop groups. Include the group, arrival instructions, dietary arrangements, and anything participants need to know before the first workshop starts.
Prepare the reception desk before the venue opens. Put the attendance list, name tags, certificates, and registration materials together so arrivals do not interrupt the setup of workshop tables.
Run the safety check after tables, chairs, cables, and equipment are in position. Test the laptop, projector, speakers, microphone, extension cords, and power strips before participants arrive, and keep walkways clear.

Frequently asked questions

How far in advance should I organize a first aid day?: Start planning at least 6 to 8 weeks before the event. Secure the date, venue, instructors, budget, and participant limit first, then allow time for registration and supply checks.
How many first aid instructors do I need for a first aid day?: Base the number on your workshop groups and the equipment available at each table. As a practical rule, plan one instructor for each active workshop group so participants can receive hands-on feedback without long waiting periods.
When should I order first aid training supplies?: Complete an inventory 3 to 4 weeks before the first aid day and order missing items immediately. Check the quantities again at least 3 days before setup, especially gloves, practice kits, CPR manikins, AED trainers, and respirator masks.
What should I prepare on the morning of a first aid day?: Open the venue, complete the safety checks, arrange tables and chairs, number the workshop tables, set up the reception desk, and place the workshop materials. Finish these tasks at least 60 minutes before participants are expected.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.