First Aid Workshop Checklist

A first aid workshop needs more preparation than booking a trainer and putting out chairs. You need to confirm the venue, manage registrations, prepare training materials and check every practice station before participants arrive. This checklist puts the work in a useful order, from fixing the date and sending invitations to setting up the registration table and opening the workshop. It also helps you catch details that are often left until the last minute, such as access arrangements, presentation equipment and enough practice supplies.

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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 trainer
Reserve venue
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Send the program and route
Print course materials
Prepare worksheets
2 people
Check first aid supplies
2 people
Do the shopping
2 people
Prepare name badges
Pack up materials
2 people
Arrange key and access

Event

Check the venue
2 people
Set up tables and chairs
3 people
Set up training stations
3 people
Set up the registration table
2 people
Connect projector and laptop
2 people
Prepare coffee and tea
2 people
Receive participants
2 people
Register attendance
2 people
Hand out name badges
Open the workshop
Give first aid theory training
Demonstrate CPR
Run CPR practice
3 people
Serve break snacks
2 people
Refill drinks
Demonstrate wound care
Serve dinner
3 people
Lead scenario exercises
3 people
Cover questions and test
Hand out certificates
Wrap up workshop

Aftercare

Collect first aid supplies
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the room
2 people
Collect waste
2 people
Return materials
2 people
Return borrowed items
Follow up with participants

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Coat racksqty 2

Tableware

Reusable cupsqty 30
Mugsqty 24
Platesqty 30
Cutlery setsqty 30
Pouring jugsqty 4
Serving traysqty 4

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Timerqty 4

First aid supplies

CPR manikinsqty 4
AED trainersqty 2
First aid kitsqty 4
Practice bandagesqty 20
Triangular clothsqty 20
Sterile gauze padsqty 40
Elastic bandagesqty 20
Nitrile glovesqty 100
Respirator masksqty 30
Emergency blanketsqty 10
Splintsqty 4
Bandage scissorsqty 8
Tweezersqty 8
Practice woundsqty 12

Office supplies

Flip chart
Flipchart padsqty 2
Markersqty 12
Ballpoint pensqty 30
Name badgesqty 30
Clipboardsqty 24
Course foldersqty 24
Certificatesqty 24

Cleaning

Washing-up tubsqty 2
Waste binsqty 3

Catering

Groceries

Tips

Confirm the trainer, venue and access arrangements before sending invitations. Ask when you can enter the room and where the key or access code will be collected.
Set a registration deadline at least 5 to 7 days before the workshop. Use the final attendee list to prepare name badges, print worksheets and collect dietary requirements.
Check the practical equipment several days in advance, including resuscitation manikins, AED trainers, first aid kits and practice dressings. Test that every training station has what it needs.
Allow at least 60 minutes for room setup. Arrange tables and chairs, connect the laptop and projector, prepare the flip chart, and place the registration table near the entrance.
Prepare drinks before participants arrive and keep a timer available for demonstrations and practice rounds. Make the opening sequence clear: registration, name badges, attendance check and workshop introduction.

Frequently asked questions

How far in advance should I organise a first aid workshop?: Book the trainer and venue at least 4 to 6 weeks before the workshop. Send invitations once the date, location and programme are confirmed, then close registrations 5 to 7 days before the event.
How long does it take to set up a first aid workshop?: Allow about 60 minutes for room setup and equipment checks. Add another 15 to 20 minutes if the projector, laptop or practical training stations have not been tested at the venue before.
What equipment do I need for a first aid workshop?: Plan the practical equipment around the number of participants and training groups, including resuscitation manikins, AED trainers, first aid kits, dressings, gloves and face shields. Prepare at least one complete set per practice station.
When should I send the first aid workshop programme and route?: Send the programme and travel details as soon as registrations are confirmed, ideally 5 to 7 days before the workshop. Include the start time, arrival instructions, access information and anything participants need to bring.

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