How to organize a CPR Day without last-minute problems

Organizing a CPR Day starts with the training program, not the refreshments. Set the date, reserve a suitable venue, and confirm instructors before opening registration. Then build the participant list, collect dietary requirements, and divide people into practice groups based on the available manikins and AED trainers. The final week is for reminders, certificates, materials, parking details and a room layout that lets every group practise safely and on time.

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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
Set the date and program
2 people
2
Reserve venue
3
Confirm CPR instructors
4
Reserve training materials
5
Draft invitations
6
Send invitations
7
Process registrations
8
Keep track of the participant list
9
Collect dietary requirements
10
Send reminder
11
Create the final group assignments
2 people
12
Prepare certificates
13
Check route and parking
14
Check power outlets
15
Pick up training materials
2 people
16
Do the shopping
2 people
17
Prepare name labels
18
Print attendance lists
19
Set out materials for each group
2 people
20
Fill coolers
2 people

Event

21
Open venue
2 people
22
Check the venue
2 people
23
Set up tables and chairs
4 people
24
Set up CPR manikins
3 people
25
Test AED trainers
2 people
26
Test presentation equipment
2 people
27
Set up the reception desk
2 people
28
Set out coffee and tea
2 people
29
Receive participants
3 people
30
Register attendance
2 people
31
Hand out name tags
32
Explain the program
33
Give safety instructions
34
Give a CPR demonstration
2 people
35
Explain the basic inspection
2 people
36
Guide CPR exercises
6 people
37
Demonstrate AED use
2 people
38
Facilitate AED drills
6 people
39
Serve break snacks
3 people
40
Refill drinks
2 people
41
Lead scenario exercises
6 people
42
Moderate the Q&A
2 people
43
Run the knowledge quiz
2 people
44
Hand out certificates
2 people
45
Serve the final coffee
2 people
46
See participants off
2 people

Aftercare

47
Clean CPR manikins
3 people
48
Switch off AED trainers
2 people
49
Collect materials
4 people
50
Wash dishes
3 people
51
Sort waste
2 people
52
Clean the room
3 people
53
Put tables and chairs back
4 people
54
Return training materials
2 people
55
Record attendance in the file
56
Send the certificates afterward
57
Process lost and found items

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Registration desk
Coat racksqty 2

Equipment

CPR manikinsqty 12
AED trainersqty 6
Projector
Projection screen
Laptop
Portable speaker
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Training materials

Practice masksqty 70
Resuscitation masksqty 150
AED training electrodesqty 12
Training bandagesqty 12
Instruction postersqty 8
Workbooksqty 70
Pensqty 80
Whiteboard
Whiteboard markersqty 6
Whiteboard
Certificate foldersqty 70

Tableware

Coffee cupsqty 70
Drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 3

Safety

First aid kit
Nitrile glovesqty 100
Hand sanitizerqty 4
Flashlightsqty 3

Decorations

Name labelsqty 80
Directional signsqty 12
Information bannersqty 3

Cleaning

Cleaning bucketsqty 3
Microfiber clothsqty 12
Floor squeegeesqty 2
Dustpan and brushqty 2
Waste binsqty 6

Catering

Groceries

Tips

Confirm the instructors and training materials before sending invitations. Your group size depends on how many CPR manikins and AED trainers are available, so do not accept registrations beyond that capacity.
Close or review registrations several days before the event and create the final group assignments before printing attendance lists. Prepare name labels and certificates at the same time so missing names are easier to catch.
Check the venue at least one day in advance for power outlets, parking and the route to the entrance. Projectors, laptops, speakers, coffee machines and AED trainers often need more sockets than the room initially appears to have.
Set up one registration desk and lay out materials for each practice group before participants arrive. Put the manikins, AED training electrodes, practice masks, workbooks and pens with the correct group rather than handing them out during instruction.
Test every AED trainer and presentation device before opening the venue, then keep extension cords, power strips and rechargeable batteries accessible. A short equipment check prevents the first training block from being delayed by a dead battery or missing cable.

Frequently asked questions

How far in advance should I organize a CPR Day?: Start at least 4 to 6 weeks before the event. This gives you time to reserve the venue, confirm CPR instructors, arrange training materials and allow participants to register.
How many participants can one CPR Day accommodate?: Base the limit on the number of CPR manikins and AED trainers, not on the room’s seating capacity. Plan the final groups several days beforehand so each group has enough equipment for practical training.
When should I send the CPR Day reminder?: Send the reminder 3 to 7 days before the event. Include the start time, venue entrance, parking or route information, what participants should expect and any details needed for dietary requirements.
When should I set up the CPR training room?: Open and check the venue at least 60 to 90 minutes before participants arrive. Set up tables and chairs, test the projector and AED trainers, place group materials, and prepare the registration desk before check-in starts.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.