How to organise a first aid day

A first aid day works best when you plan the teaching before you plan the refreshments. Start by confirming the date, venue, instructors, budget and participant limit, then build the programme around practical workshops. Open registration early enough to process attendance and dietary requirements, and send participants clear group and arrival information. In the final week, check every training item, prepare certificates and brief instructors. On the day, allow time for safety checks, table setup and a calm reception.

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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 people
2
Secure first aid instructors
2 people
3
Set the program and workshops
3 people
4
Set the budget and participant limit
2 people
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Assign workshop groups
2 people
10
Send participant information
11
Confirm reservations
12
Inventory first aid supplies
2 people
13
Order missing supplies
14
Prepare instructor briefing
2 people
15
Create name tags and attendance list
16
Prepare certificates
17
Do the shopping
2 people
18
Check materials
2 people
19
Number workshop tables
2 people
20
Chill drinks
2 people
21
Open venue
2 people
22
Carry out safety checks
2 people
23
Set up tables and chairs
4 people
24
Set up the reception table
2 people
25
Prepare workshop materials
4 people
26
Set up CPR manikins
3 people
27
Check AED Trainer
2 people
28
Set up catering
3 people
29
Test presentation equipment
2 people
30
Hang up signage
2 people
31
Welcome instructors
2 people
32
Hold instructor briefing
4 people

Event

33
Register participants
3 people
34
Hand out name badges
2 people
35
Deliver welcome presentation
2 people
36
Give safety instructions
2 people
37
Lead the CPR workshop
4 people
38
Lead AED workshop
4 people
39
Serve break drinks
3 people
40
Refill drinks
2 people
41
Lead wound care workshop
4 people
42
Serve lunch and snacks
4 people
43
Serve allergy-friendly meals
2 people
44
Lead the bandaging workshop
4 people
45
Lead the evacuation drill
4 people
46
Lead the Q&A session
2 people
47
Hand out certificates
2 people
48
Make closing announcements
49
Check out participants
2 people

Aftercare

50
Dismantle the first aid station
3 people
51
Collect workshop materials
4 people
52
Wash dishes
3 people
53
Collect waste
2 people
54
Clear tables and chairs
4 people
55
Clean rooms
3 people
56
Switch off equipment
2 people
57
Check borrowed items
2 people
58
Return materials
2 people
59
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. Base it on the number of instructors, CPR manikins, AED trainers and workshop tables available, rather than on the room’s maximum capacity.
Give each workshop group a fixed table number and send the group schedule before the event. This prevents the reception desk from becoming a queue when participants arrive.
Check first aid supplies at least 7 days beforehand. Count complete and practice first aid kits, nitrile gloves, respirator masks, triangular cloths and emergency blankets, then order missing items with time to spare.
Prepare the instructor briefing before the final week. Include the timetable, group sizes, workshop locations, safety arrangements and which materials are assigned to each table.
Open the venue at least 90 minutes before participants arrive. Use that time for safety checks, setting up tables and chairs, testing the laptop, projector, speakers and microphone, and preparing the reception table.

Frequently asked questions

How far in advance should I organise a first aid day?: Start planning at least 6 to 8 weeks before the event. This gives you time to secure instructors, confirm the venue, open registration, order missing supplies and send participant information.
How many participants can attend a first aid workshop?: Set the limit according to your instructor and equipment capacity, not just the room size. A practical starting point is one small group per workshop table, with enough CPR manikins and AED trainers for active practice rather than demonstrations only.
When should I check the first aid equipment?: Complete the first inventory 7 days before the event and repeat a final check the day before. Check training kits, practice wounds, gloves, masks, emergency blankets and all electrical equipment used for presentations.
How early should organisers arrive on the day?: Open the venue at least 90 minutes before the first participant arrives. Setup usually includes table numbering, workshop materials, the reception desk, attendance lists, refreshments and a full safety and equipment check.

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