How to organize a first aid course from start to finish

A first aid course needs more than a room and an instructor. Start by fixing the date, location and course format, then confirm the instructor and reserve the training materials. Open registration early enough to collect participant details, dietary requirements and any access needs. In the final week, send the route and schedule, check the projector and practice equipment, and prepare certificates and handouts. On the day, allow time for room setup, participant check-in and training stations before the first exercise 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
Record the course date and location
2
Confirm instructor
3
Reserve training materials
4
Create the course schedule
5
Create a registration form
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Confirm participants
10
Prepare presentations and handouts
11
Prepare certificates
12
Order catering
13
Confirm location and route
14
Send participant information
15
Check training equipment
2 people
16
Do the shopping
2 people
17
Lay out handouts and pens
2 people
18
Chill drinks

Event

19
Open room
2 people
20
Check the venue
2 people
21
Set up tables and chairs
3 people
22
Set up training stations
3 people
23
Connect presentation equipment
2 people
24
Distribute course materials
2 people
25
Handle participant check-in
2 people
26
Register attendance
27
Serve coffee and tea
2 people
28
Give introduction and safety instructions
29
Cover first aid theory
30
Refill break drinks
31
Lead CPR training
2 people
32
Lead AED training
2 people
33
Set up the dinner buffet
3 people
34
Serve dinner
2 people
35
Demonstrate basic first aid
36
Guide practical scenarios
3 people
37
Administer the test and skills check
2 people
38
Present Certificates
39
Answer final questions

Aftercare

40
Gather training materials
3 people
41
Wash dishes
2 people
42
Collect waste
2 people
43
Clean the room
3 people
44
Put tables and chairs back
3 people
45
Switch off equipment
2 people
46
Lock up the venue
2 people
47
Return borrowed materials
2 people
48
Send participant certificates

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Registration desk
Clothing rack

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
AED trainerqty 2
CPR manikinsqty 6
Practice walkie-talkiesqty 4

Kitchen

Kettlesqty 2
Coffee maker
Coolersqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 2
Serving spoonsqty 4

Tableware

Coffee cupsqty 24
Drinking glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 6
Serving traysqty 3

Course materials

Writing foldersqty 24
Notepadsqty 24
Ballpoint pensqty 30
First aid manualsqty 24
Certificate foldersqty 24
Flip chart
Flipchart markersqty 8

First aid practice materials

Practice first aid kitsqty 6
Triangular clothsqty 12
Hydrophilic bandagesqty 24
Non-adherent compressesqty 30
Bandagesqty 100
Glovesqty 100
Practice woundsqty 6
Emergency blanketsqty 12

Cleaning

Waste binsqty 3
Cleaning clothsqty 10

Catering

Groceries

Tips

Set the date and location before opening registration. Confirm the instructor first, then build the schedule around the available teaching time and the number of practical training stations.
Open registration at least 3–4 weeks before the course. Use one form to collect names, contact details, dietary requirements and relevant access information instead of chasing missing details by email.
Send participant information 5–7 days before the course. Include the start time, full address, route, parking or public transport details, what to bring and when participants should arrive for check-in.
Test the teaching setup before participants arrive. Connect the laptop, projector, screen, extension cords and power strips, then check that the AED trainer, CPR manikins and other practice equipment are ready at the stations.
Prepare the room in two stages: set tables and chairs first, then place manuals, writing folders, notepads and pens at each seat. Keep certificates in their folders and prepare catering, chilled drinks, cups, plates and cutlery before the course starts.

Frequently asked questions

How far in advance should I organize a first aid course?: Start planning 4–6 weeks before the course date. That gives you time to confirm the instructor and venue, open registration for 3–4 weeks, order catering and resolve missing participant information.
How many first aid training stations do I need?: Plan one practical station for every 3–4 participants so everyone gets enough hands-on time. For example, a group of 12 usually needs 3–4 stations, depending on the instructor’s exercises and available equipment.
What should I send participants before a first aid course?: Send the schedule, start and finish times, location, route information and what to bring 5–7 days beforehand. Include the check-in time and any catering details, and send a final confirmation once registrations are closed.
When should I set up the room for a first aid course?: Open the room and begin setup at least 60–90 minutes before participants arrive. Allow extra time to arrange training stations and test the projector, laptop, power connections and practical equipment.

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