How to organize a first aid course

A first aid course runs smoothly when the teaching plan, practical exercises, and participant logistics are arranged in the right order. Start by fixing the date, course program, instructors, and venue before opening registration. Then track dietary requirements, prepare course folders and certificates, and check every presentation and practice item. On the day, allow time to connect the projector, arrange CPR manikins and the practice AED, set up registration, and serve refreshments before the first session begins.

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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
Reserve course venue
3
Confirm instructors
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Update participant list
8
Order catering
9
Check course materials
2 people
10
Reserve practice materials
11
Check presentation and videos
12
Prepare certificates
13
Send participant information
14
Do the shopping
15
Assemble course folders
2 people
16
Chill drinks
17
Lay out teaching materials
2 people
18
Set up tables and chairs
3 people
19
Connect presentation equipment
2 people
20
Set up practice stations
3 people
21
Set out coffee and tea
2 people
22
Set up the reception table

Event

23
Receive participants
2 people
24
Register attendance
25
Serve coffee and tea
26
Give course introduction
27
Cover basic first aid knowledge
28
Supervise practical exercises
2 people
29
Serve snack breaks
30
Refill drinks
31
Cover CPR and AED
2 people
32
Set up dinner
2 people
33
Serve dinner
2 people
34
Collect tableware
35
Treat first aid
36
Practice accident scenarios
2 people
37
Administer practical test
2 people
38
Present Certificates
39
Handle questions and wrap-up

Aftercare

40
Collect practice materials
2 people
41
Clear tables and chairs
3 people
42
Wash dishes
2 people
43
Collect waste
44
Clean the classroom
2 people
45
Disconnect equipment
2 people
46
Return borrowed materials
47
Archive attendance records
48
Record certificates digitally
49
Send participant documents after the event

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
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Practice AEDqty 2
CPR manikinsqty 4
Bluetooth speaker

Course materials

Course foldersqty 24
First aid bookletsqty 24
Practice formsqty 24
Evaluation formsqty 24
Certificatesqty 24
Ballpoint pensqty 30
Notepadsqty 24
Flip chart
Flipchart markersqty 6
Sticky notesqty 2

First aid supplies

First aid kitsqty 2
Practice bandagesqty 24
Triangular clothsqty 12
Practice woundsqty 12
Nitrile glovesqty 100
Emergency blanketsqty 12
Safety scissorsqty 6
Disinfecting wipesqty 50

Tableware

Glassesqty 30
Coffee cupsqty 24
Platesqty 30
Cutlery setsqty 30

Kitchen

Coffee maker
Kettleqty 2
Thermos flasksqty 3
Serving traysqty 3
Serving jugsqty 3
Coolersqty 2
Pliersqty 3
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Washing-up tubsqty 2
Dish brushesqty 2
Microfiber clothsqty 8
Bucketsqty 2
Dustpan and brush
Hand soap dispensersqty 2

Catering

Groceries

Tips

Confirm the instructors and course program before sending invitations. Participants need the start and finish times, what to bring, and whether the course includes practical assessments.
Open registration with a clear deadline and update the participant list at least once a week. Collect dietary requirements when people register so catering is not arranged at the last minute.
Check the teaching equipment two to three days before the course. Test the laptop, projector, screen, HDMI cable, speaker, extension cords, and power strips in the actual room.
Prepare one course folder per participant, plus certificates, pens, notepads, practice forms, and evaluation forms. Keep a small spare supply available for late registrations or damaged materials.
Set up the room at least 60 minutes before arrival. Arrange tables and chairs, create practice stations with CPR manikins and the practice AED, put out first aid supplies, and leave enough time for attendance registration and coffee service.

Frequently asked questions

How far in advance should I organize a first aid course?: Start planning at least 6 to 8 weeks before the course date. Book the venue and instructors first, then allow 2 to 3 weeks for registrations and catering numbers.
How many first aid practice stations do I need?: Plan one practice station for every 3 to 4 participants so everyone gets regular hands-on time. For a group of 20, prepare about 5 to 7 stations and check the manikins, practice AED, bandages, gloves, and other supplies beforehand.
When should I send the participant information?: Send the main information 7 to 10 days before the course, including the schedule, venue details, start time, and what participants should bring. Send a short reminder 24 to 48 hours before arrival.
How early should the room be set up for a first aid course?: Arrive at least 60 minutes before participants. Use that time to arrange tables, chairs, teaching materials, practice stations, registration, refreshments, and presentation equipment, then test the videos and sound.

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