How to organise a CPR workshop without last-minute problems

A CPR workshop needs more than instructors and practice manikins. Start by confirming the date, venue and instructors, then open registration early enough to build a reliable participant list. Before the day, check every training device, presentation connection and practice station. On site, allow time to ventilate the room, arrange tables and chairs, prepare registration and test the AED trainers before participants arrive. This order prevents the most common delays: missing equipment, unclear attendance and a room that is not ready for hands-on practice.

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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

1
Confirm date and location
2
Confirm instructors
3
Reserve training materials
4
Send invitations
5
Open the registration form
6
Process registrations
7
Collect dietary requirements
8
Update participant list
9
Send confirmation
10
Order catering
11
Send venue instructions
12
Check materials
2 people
13
Do the shopping
2 people
14
Prepare instructor briefing
15
Chill drinks
16
Open venue
2 people
17
Ventilate room
18
Set up tables
3 people
19
Set out chairs
2 people
20
Set up practice stations
3 people
21
Test presentation
2 people
22
Test AED trainers
2 people
23
Set up registration desk
2 people
24
Set out coffee and tea
2 people
25
Set out hand sanitizer and cleaning supplies

Event

26
Receive participants
3 people
27
Register attendance
2 people
28
Hand out name badges
29
Serve welcome coffee
2 people
30
Open the workshop
31
Teach CPR theory
2 people
32
Serve break drinks
2 people
33
Demonstrate CPR
2 people
34
Lead practice rounds
3 people
35
Explain AED use
2 people
36
Facilitate AED drills
3 people
37
Arrange evening break
2 people
38
Lead scenario exercises
3 people
39
Facilitate Q&A and debrief
2 people
40
Distribute participation certificates
2 people
41
See participants off
2 people

Aftercare

42
Disinfect practice materials
3 people
43
Wash dishes
2 people
44
Collect waste
2 people
45
Clear tables and chairs
3 people
46
Clean the room
2 people
47
Pack equipment
2 people
48
Return materials
2 people
49
Send a thank-you gift to participants
50
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. Send the venue instructions with the confirmation so participants know where to go and what to expect at least 3–5 days in advance.
Keep registration open long enough to collect dietary requirements and update the participant list. Send each registered participant a confirmation once their details have been checked, rather than relying on the original invitation.
Test the projector, laptop, HDMI cable and presentation before the workshop starts. Also test every AED trainer and place one CPR manikin at each practice station; discovering a faulty device during the practical session wastes valuable time.
Set up the room for movement, not just seating. Arrange tables and chairs first, then create clear practice stations, a registration desk and space for coats so participants can move between demonstrations and practice without crowding.
Prepare refreshments separately from the training area. Chill drinks, set out coffee, tea, mugs and serving items before arrival, and keep hand sanitizer and cleaning supplies close to the manikins for use between participants.

Frequently asked questions

How far in advance should I organise a CPR workshop?: Start planning at least 4–6 weeks before the workshop. Confirm the date, venue, instructors and training materials first, then allow time for registration, catering and participant communication.
How many CPR manikins do I need for a workshop?: Plan for one manikin per practice station, with about 3–4 participants per station for efficient practice. For 20 participants, prepare roughly 5–7 manikins and check that each one is usable before the session.
When should I send CPR workshop confirmations?: Send the confirmation as soon as each registration has been processed, then send practical venue instructions 3–5 days before the workshop. Include the arrival time, room details and any information participants need to bring.
How early should I arrive to set up a CPR workshop?: Arrive at least 90 minutes before participants. Use that time to ventilate the room, arrange furniture, set up practice stations, test the presentation and AED trainers, and prepare the registration and refreshment areas.

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