How to organize a first aid workshop

A first aid workshop needs more than a trainer and a few bandages. Start by confirming the date, venue, group size, and instructor, then build the session around demonstrations and hands-on practice. Registration, printed materials, training equipment, room access, and refreshments all need separate checks. The biggest delays usually happen when the venue setup, projector, practice equipment, or participant list is left until the last day.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2
Confirm trainer
3
Reserve venue
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Update participant list
8
Send the program and route
9
Print course materials
10
Prepare worksheets
2 people
11
Check first aid supplies
2 people
12
Do the shopping
2 people
13
Prepare name badges
14
Pack up materials
2 people
15
Arrange key and access

Event

16
Check the venue
2 people
17
Set up tables and chairs
3 people
18
Set up training stations
3 people
19
Set up the registration table
2 people
20
Connect projector and laptop
2 people
21
Prepare coffee and tea
2 people
22
Receive participants
2 people
23
Register attendance
2 people
24
Hand out name badges
25
Open the workshop
26
Give first aid theory training
27
Demonstrate CPR
28
Run CPR practice
3 people
29
Serve break snacks
2 people
30
Refill drinks
31
Demonstrate wound care
32
Serve dinner
3 people
33
Lead scenario exercises
3 people
34
Cover questions and test
35
Hand out certificates
36
Wrap up workshop

Aftercare

37
Collect first aid supplies
3 people
38
Wash dishes
2 people
39
Clear tables and chairs
3 people
40
Clean the room
2 people
41
Collect waste
2 people
42
Return materials
2 people
43
Return borrowed items
44
Follow up with participants

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Coat racksqty 2

Tableware

Reusable cupsqty 30
Mugsqty 24
Platesqty 30
Cutlery setsqty 30
Pouring jugsqty 4
Serving traysqty 4

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Timerqty 4

First aid supplies

CPR manikinsqty 4
AED trainersqty 2
First aid kitsqty 4
Practice bandagesqty 20
Triangular clothsqty 20
Sterile gauze padsqty 40
Elastic bandagesqty 20
Nitrile glovesqty 100
Respirator masksqty 30
Emergency blanketsqty 10
Splintsqty 4
Bandage scissorsqty 8
Tweezersqty 8
Practice woundsqty 12

Office supplies

Flip chart
Flipchart padsqty 2
Markersqty 12
Ballpoint pensqty 30
Name badgesqty 30
Clipboardsqty 24
Course foldersqty 24
Certificatesqty 24

Cleaning

Washing-up tubsqty 2
Waste binsqty 3

Catering

Groceries

Tips

Confirm the trainer, venue, and expected group size before sending invitations. This determines how many tables, chairs, practice stations, handouts, and training units you need.
Send the programme and route details before the workshop, and set a registration deadline. Keep one current participant list so attendance, name badges, and dietary requirements match.
Check the practical equipment at least one week ahead. Count the resuscitation manikins, AED trainers, first aid kits, practice bandages, gloves, masks, and other materials rather than assuming the set is complete.
Visit or check the venue before the day itself. Confirm the key or access arrangement, room layout, power sockets, extension cables, projector, screen, and enough space for training stations.
Allow 30 to 45 minutes for setup and registration before the opening. Arrange the registration table, name badges, handouts, refreshments, and equipment first so the trainer can start on time.

Frequently asked questions

How far in advance should I plan a first aid workshop?: Book the trainer and venue at least 4 to 6 weeks before the workshop. Send invitations once those details are confirmed, then close registration about 7 days before the session so you can prepare materials and refreshments.
How many first aid practice stations do I need?: Aim for one practical station for every 4 to 6 participants. For a group of 20, prepare roughly 4 to 5 stations and check that each has the required training equipment before participants arrive.
How long should a first aid workshop setup take?: Reserve 30 to 45 minutes for tables, chairs, training stations, registration, printed materials, refreshments, and equipment checks. Add another 10 minutes if you need to connect a laptop, projector, screen, extension cables, or power strips.
When should I prepare the first aid workshop materials?: Print course materials and prepare worksheets 2 to 3 days beforehand. Pack the equipment the day before, then do a final count of first aid supplies, practice items, name badges, and attendance records on the morning of the workshop.

Start this plan in Lizzt

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