How to organize a BHV training session

A BHV training session needs more than a room and an instructor. Start by fixing the training program, booking a suitable room, and building the participant list before sending invitations. Then confirm registrations, collect dietary requirements, and share parking details. On the day, allow time to prepare the registration desk, presentation equipment, manuals, refreshments, and practical stations for AED, CPR, first aid, and fire safety exercises.

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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
Book training room
2
Secure BHV instructor
3
Document the training program
4
Create the participant list
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Send parking information
9
Confirm registrations
10
Check training equipment
2 people
11
Lay out BHV manuals
12
Do the shopping
2 people
13
Chill drinks
14
Prepare snacks and meal
2 people
15
Open training room
16
Set up tables and chairs
2 people
17
Connect presentation equipment
18
Set up practice stations
2 people
19
Set up registration desk
20
Prepare attendance list

Event

21
Receive participants
2 people
22
Register attendance
23
Serve coffee and tea
24
Give welcome instructions
25
Deliver the theory session
26
Supervise the coffee break
2 people
27
Demonstrate CPR
28
Run CPR practice
2 people
29
Supervise first aid exercises
2 people
30
Serve the meal
2 people
31
Refill drinks
32
Demonstrate fire fighting
33
Run fire safety drill
2 people
34
Conduct an evacuation drill
2 people
35
Administer the knowledge test
36
Facilitate Q&A and debrief
37
Hand out certificates and follow-up info
38
See participants off

Aftercare

39
Collect used dishes
2 people
40
Collect and sort waste
2 people
41
Clear away training materials
2 people
42
Wash dishes
2 people
43
Clean the room
2 people
44
Switch off equipment
45
Lock up the venue
46
Return materials
2 people
47
Register attendance
48
Process test results
49
Reorder certificates

What to bring

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

Furniture

Tablesqty 4
Chairsqty 14
Coat rack
Registration desk

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Timerqty 2

Training materials

BHV manualsqty 12
Notepadsqty 12
Ballpoint pensqty 15
Flip chart
Flip chart sheetsqty 15
Markersqty 6
Painter's tapeqty 2
Name badgesqty 15
Attendance formsqty 15
Knowledge testsqty 15

Safety

Practice AED
CPR dummyqty 2
Practice first aid kitqty 2
Training stretcher
Practice fire extinguisherqty 2
Fire blanket
Safety gogglesqty 6

Tableware

Mugsqty 16
Glassesqty 16
Platesqty 16
Cutlery setsqty 16

Kitchen

Coffee potqty 2
Water jugsqty 2
Serving traysqty 3

Cleaning

Waste binsqty 3

Catering

Groceries

Tips

Book the instructor and training room before inviting participants. The room needs enough space for tables, chairs, presentation equipment, and separate practice stations for the CPR dummy, practice AED, stretcher, and fire equipment.
Close registrations several days before the session so you can prepare the attendance list, name badges, manuals, knowledge tests, catering, and any dietary adjustments. Send parking information with the confirmation rather than leaving it until the morning of training.
Test the laptop, projector, projection screen, extension cords, and power strips before participants arrive. A presentation can start without a flip chart, but a practical session cannot run smoothly if equipment has not been checked.
Open the room at least 45 minutes before the start time. Set up the registration desk, attendance forms, tables, chairs, manuals, notepads, pens, and refreshments before receiving participants.
Keep theory and practice visibly separate. Use the presentation area for the theory session, then move groups through clearly marked stations with a timer; this prevents queues around the AED, CPR dummy, first aid kit, stretcher, and fire-safety equipment.

Frequently asked questions

How far in advance should I organize a BHV training session?: Book the instructor and room at least 4 to 6 weeks in advance, especially if several employees must attend. Close registrations several days before the session so you can finalize materials, catering, and the attendance list.
How early should I arrive for BHV training?: Arrive at least 45 minutes before participants. Use that time to set up the registration desk, test the projector and laptop, place manuals and tests, prepare drinks and snacks, and arrange the practical stations.
What equipment is needed for a BHV training day?: Plan for presentation equipment, manuals, writing materials, attendance forms, and a timer, plus practical equipment such as a practice AED, CPR dummy, first aid kit, training stretcher, practice fire extinguisher, and fire blanket. Check every item before the session begins.
How many participants can attend one BHV training session?: Set the group size according to the instructor's program and the room's practice capacity. If participants must rotate through several hands-on stations, divide them into small groups so each person has time to practise rather than wait.

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