How to organize a first aid course

A first aid course needs more than an instructor and a room. Start by fixing the date, location and teaching team, then build the schedule around demonstrations and hands-on practice. Participant numbers determine the room layout, catering, course materials and number of CPR manikins or AED trainers needed. The most common problems happen when attendance, equipment checks and participant information are left until the final day.

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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
Record the course date and location
2
Confirm instructor and assistants
3
Put together the course schedule
4
Send invitations
2 people
5
Process registrations
6
Keep track of the participant list
7
Collect dietary requirements
8
Send participant information
9
Order course materials
10
Determine catering quantities
11
Book catering
12
Prepare certificates
13
Print presentation and forms
14
Check materials and shelf life
2 people
15
Do the shopping
2 people
16
Confirm participant attendance

Event

17
Open and ventilate the room
2 people
18
Set up tables and chairs
3 people
19
Set up practice stations
3 people
20
Connect presentation equipment
2 people
21
Lay out teaching materials
2 people
22
Prepare coffee and tea
2 people
23
Set up the reception table
24
Receive participants
2 people
25
Register attendance
26
Explain the course rules
27
Give first aid theory training
28
Demonstrate CPR
29
Run CPR practice
3 people
30
Serve break drinks and snacks
2 people
31
Refill drinks
32
Practice choking and gagging
2 people
33
Practice wound care and bandaging
2 people
34
Serve dinner
3 people
35
Guide practical scenarios
3 people
36
Test knowledge and skills
2 people
37
Present Certificates
38
See participants off
2 people

Aftercare

39
Collect practice materials
3 people
40
Wash dishes
2 people
41
Clear tables and chairs
3 people
42
Collect and remove waste
2 people
43
Clean the room
2 people
44
Switch off and pack up equipment
2 people
45
Return borrowed materials
46
Send out participant certificates
47
Archive participant list
48
Replenish used materials

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Reception desk
Tableclothsqty 6

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Mobile phone
CPR manikinsqty 4
AED trainer
Practice matsqty 4
Hand sanitizer stationsqty 3

First aid supplies

First aid kitsqty 3
Practice bandageqty 10
Triangular clothsqty 10
Non-adherent compressesqty 20
Wound dressingsqty 2
Elastic bandagesqty 10
Bandage scissorsqty 4
Nitrile glovesqty 100
Emergency blanketsqty 10
Practice woundsqty 4
Practice glassesqty 4
Safety vestsqty 6

Tableware

Mugsqty 24
Glassesqty 24
Platesqty 24
Cutlery setsqty 24
Coffee potsqty 2

Kitchen

Kettlesqty 2
Thermos flasksqty 3
Serving traysqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 3
Coolersqty 2

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Trash binsqty 3

Other

Name badgesqty 24
Ballpoint pensqty 30
Notepadsqty 24
Course foldersqty 24
Presentation boardsqty 4
Paper tapeqty 4
Permanent markersqty 6
Certificatesqty 24

Catering

Groceries

Tips

Set the date and location before opening registration. Allow enough time for the full course, room access, setup and cleanup, and confirm the instructor and any assistants before sending invitations.
Close registrations early enough to plan the room and materials. Keep one current participant list, confirm attendance before the course, and collect dietary requirements rather than guessing catering quantities.
Build the schedule around practical stations, not just presentation time. Plan how participants will rotate between CPR manikins, the AED trainer and first aid practice materials without waiting.
Check all teaching and first aid materials before the course, including expiry dates and quantities. Do not leave this until setup time: missing gloves, dressings or practice bandages can stop a practical exercise.
Send participants the arrival time, location, what to bring and the course schedule in advance. On the day, open and ventilate the room, test the projector and power connections, then prepare registration, coffee and teaching stations before people arrive.

Frequently asked questions

How far in advance should I organize a first aid course?: Start planning at least 4 to 6 weeks before the course date. This gives you time to confirm the instructor, collect registrations, order materials, arrange catering and prepare certificates.
How many CPR manikins do I need for a first aid course?: Plan the practical groups before deciding the number. One manikin for every 2 to 3 participants keeps practice time reasonable; for 12 participants, prepare 4 to 6 manikins if the course relies heavily on CPR practice.
When should I confirm first aid course attendance?: Confirm attendance 2 to 3 days before the course. Use the final number to adjust catering, seating, practice stations, printed forms and participant materials.
What should I check the day before a first aid course?: Check the participant list, certificates, presentation, forms and all practice supplies the day before. Also test the laptop, projector, extension cords and power strips so technical problems do not delay the start.

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