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First Aid Workshop Checklist

A first aid workshop needs more than a trainer and a few practice bandages. This checklist takes you from booking the venue and confirming trainers to registration, room setup, practical exercises and follow-up. Build in time to test the CPR mannequins, AED trainer, projector and presentation before participants arrive. It also helps you avoid late tasks such as collecting dietary requirements, printing course folders and preparing certificates.

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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

  • Reserve venue

  • Confirm first aid trainers

  • Create the program

    2 people

  • Send invitations

  • Open the registration form

  • Process registrations

  • Collect dietary requirements

  • Update participant list

  • Send confirmation

  • Prepare the coaches' briefing

    2 people

  • Check teaching materials

    2 people

  • Do the shopping

    2 people

  • Remind participants

  • Check the venue

    2 people

  • Prepare first aid supplies

    2 people

  • Test training mannequins

    2 people

  • Test presentation

  • Set up tables and chairs

    3 people

  • Set up registration desk

  • Prepare coffee and tea

    2 people

  • Set out snacks

    2 people

Event

  • Register participants

    2 people

  • Distribute welcome information

  • Give safety instructions

    2 people

  • Cover basic first aid knowledge

    2 people

  • Demonstrate CPR

    2 people

  • Practice CPR

    3 people

  • Serve break drinks

    2 people

  • Refill drinks

  • Practice bandaging techniques

    3 people

  • Treat wound care

    2 people

  • Serve the meal

    3 people

  • Mark allergen-friendly options

  • Practice choking response

    2 people

  • Practice accident scenarios

    3 people

  • Moderate the Q&A

    2 people

  • Hand out certificates

    2 people

  • Check out participants

Aftercare

  • Collect materials

    3 people

  • Wash dishes

    2 people

  • Sort waste

    2 people

  • Clean the room

    3 people

  • Put tables and chairs back

    3 people

  • Let materials dry

  • Check and store the materials

    2 people

  • Return rented items

    2 people

  • Send a thank-you gift to participants

What to bring

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

Furniture

  • Tablesqty 6
  • Chairsqty 24
  • Registration desk
  • Waste binsqty 3

Equipment

  • Laptop
  • Projector
  • Projection screen
  • Extension cordsqty 3
  • Power stripsqty 3
  • CPR training manikinsqty 4
  • AED trainer
  • Practice walkie-talkiesqty 2

First aid supplies

  • Training bandage boxesqty 6
  • Practice woundsqty 12
  • Practice glassesqty 12
  • Practice glovesqty 50
  • Triangular clothsqty 24
  • Emergency blanketsqty 12
  • Practice apronsqty 6
  • Bandage rollsqty 6
  • Practice breathing masksqty 24
  • Practice bottles of disinfectantqty 6

Presentation

  • Flip chart
  • Flipchart markersqty 6
  • Name badgesqty 24
  • Pen setsqty 24
  • Notepadsqty 24
  • Course foldersqty 24
  • Certificatesqty 24

Tableware

  • Coffee cupsqty 24
  • Glassesqty 24
  • Platesqty 24
  • Cutlery setsqty 24

Kitchen

  • Coffee maker
  • Kettlesqty 2
  • Hot drink urnsqty 2
  • Coolersqty 2
  • Serving spoonsqty 4

Cleaning

  • Bucketsqty 2
  • Cleaning clothsqty 12
  • Dish brushesqty 2
  • Rubber glovesqty 4

Catering

  • Groceries

Tips

  • Book the venue and confirm the trainers before opening registration. Aim to have the date, room layout and programme settled at least four weeks before the workshop.
  • Close registrations early enough to update the participant list, collect dietary requirements and send confirmations. A final reminder 2–3 days before the session reduces no-shows.
  • Test every practical item before the workshop, including CPR training mannequins, the AED trainer, practice breathing masks and walkie-talkies. Replace or repair anything that fails before participants arrive.
  • Prepare the room in two zones: tables and chairs for teaching, and clear space for practical exercises. Set up the registration desk, presentation equipment and extension cords before making coffee and setting out snacks.
  • Give trainers a short briefing before registration starts. Confirm the programme, safety instructions, timing of the practical blocks and which materials each exercise requires.

Frequently asked questions

How far in advance should I organise a first aid workshop?
Start at least 4–6 weeks before the workshop. That gives you time to reserve the venue, confirm trainers, open registration, process sign-ups and prepare the teaching materials.
When should I send first aid workshop invitations?
Send invitations once the venue, trainers and programme are confirmed, ideally 3–4 weeks before the event. Send a reminder 2–3 days before the workshop with the start time, venue details and anything participants need to bring.
What equipment do I need for a first aid workshop?
Plan for CPR training mannequins, an AED trainer, practice bandages, gloves, triangular cloths, emergency blankets and practice breathing masks. You may also need a laptop, projector, screen, extension cords and power strips for the presentation.
How early should I arrive before a first aid workshop?
Arrive at least 90 minutes before participants. Use that time to check the venue, set up tables and chairs, test the presentation and mannequins, prepare the registration desk and brief the coaches.

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