How to organise a first aid training day

A first aid training day works best when administration, teaching materials and room setup are planned as one sequence. Start by securing the course room and instructor, then open registrations and confirm the programme before ordering catering and materials. On the day, allow time to ventilate the room, test the presentation equipment and prepare separate practice stations. The details people most often leave too late are dietary requirements, participant information, working extension cords and 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

1
Reserve course room
2
Book first aid instructor
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Check participant list
7
Confirm course program
8
Order catering
9
Order course materials
10
Prepare certificates
11
Check the presentation
12
Set out practical scenarios
2 people
13
Do the shopping
2 people
14
Chill drinks
15
Send participant information
16
Open venue
2 people
17
Ventilate room
18
Set up tables and chairs
3 people
19
Connect presentation screen
20
Lay out course materials
2 people
21
Set up training mannequins
2 people
22
Set up practice stations
2 people
23
Set out coffee and tea
2 people
24
Set up the reception table

Event

25
Receive participants
2 people
26
Register attendance
27
Give welcome instructions
28
Give first aid theory training
29
Serve coffee break
2 people
30
Refill drinks
31
Demonstrate CPR
32
Run CPR practice
3 people
33
Practice using an AED
3 people
34
Serve dinner
3 people
35
Collect tableware
2 people
36
Practice choking response
2 people
37
Practice wound care
2 people
38
Practice accident scenarios
3 people
39
Test knowledge and skills
2 people
40
Present Certificates
2 people
41
Answer participants' questions

Aftercare

42
Clean the practice materials
2 people
43
Clear tables and chairs
3 people
44
Wash dishes
2 people
45
Collect waste
2 people
46
Clean the room
2 people
47
Switch off equipment
48
Inventory materials
49
Return borrowed materials
50
Send participants’ certificates afterward

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Reception desk
Waste binsqty 3

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Presentation remote

Course materials

Adult CPR mannequinsqty 4
Child CPR manikin
Baby CPR manikin
Practice AEDsqty 4
Practice bandagesqty 10
Practice woundsqty 6
Practice safety vestsqty 6
Course booksqty 22
Worksheetsqty 24
Ballpoint pensqty 24
Notepadsqty 24
Name badgesqty 24
Certificatesqty 22
Markersqty 12
Flip chart
Flipchart markersqty 6
Tapeqty 2
Scissorsqty 2
Clipboardsqty 6
Training bandageqty 6
Training glovesqty 50
Training blanketsqty 6

Tableware

Coffee cupsqty 24
Drinking glassesqty 24
Platesqty 24
Cutlery setsqty 24

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2
Serving plattersqty 4
Serving spoonsqty 4
Cutting boardsqty 2

Catering

Groceries

Tips

Book the instructor and course room before sending invitations, then include the confirmed programme, start and finish times, registration deadline and any preparation participants need. This prevents changes after people have registered.
Close registrations several days before the course and check the participant list against dietary requirements. Use the final headcount for catering, course books, worksheets, name badges and certificates rather than estimating on the morning itself.
Prepare the practical stations before participants arrive. Set out adult, child and baby CPR mannequins, practice AEDs, bandages and wound scenarios so the instructor can move directly from the presentation into exercises.
Test the laptop, projector, screen, presentation remote and power connections at least 30 minutes before opening. Keep extension cords and power strips secured and leave a clear route between the reception table and training area.
Schedule certificates before the course begins, not after the final exercise. Check names against the participant list, place pens and notepads at each seat, and keep spare certificates and markers at the reception desk.

Frequently asked questions

How far in advance should I organise a first aid training day?: Book the instructor and course room at least 4 to 6 weeks ahead. Send invitations once the programme and capacity are confirmed, and close registrations 3 to 5 days before the training day.
How many first aid practice stations do I need?: Plan one practical station for every 3 to 4 participants so each person gets enough hands-on time. For a group of 12, prepare at least 3 stations and confirm the exact equipment mix with the instructor.
When should I order catering for first aid training?: Order catering after registrations close, usually 3 to 5 days before the course. Use the final participant count and dietary information, and have coffee, tea and chilled drinks ready before arrivals.
How early should I arrive to set up a first aid course?: Open the venue at least 60 minutes before participants arrive. Allow time to ventilate the room, arrange tables and chairs, connect the presentation equipment, lay out course materials and prepare the practice stations.

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