How to organize a first aid workshop
A first aid workshop needs more than a trainer and a room. Start by fixing the venue, confirming instructors and building a practical program around the number of participants. Then manage registrations, dietary requirements and confirmations before preparing the room, teaching equipment and practice supplies. The most common problems happen when mannequins, the AED trainer, presentation equipment or participant materials are tested too late. Use the plan below to keep preparation in the right order.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Reserve venue
- 2
Confirm first aid trainers
- 3
Create the program
2 people
- 4
Send invitations
- 5
Open the registration form
- 6
Process registrations
- 7
Collect dietary requirements
- 8
Update participant list
- 9
Send confirmation
- 10
Prepare the coaches' briefing
2 people
- 11
Check teaching materials
2 people
- 12
Do the shopping
2 people
- 13
Remind participants
- 14
Check the venue
2 people
- 15
Prepare first aid supplies
2 people
- 16
Test training mannequins
2 people
- 17
Test presentation
- 18
Set up tables and chairs
3 people
- 19
Set up registration desk
- 20
Prepare coffee and tea
2 people
- 21
Set out snacks
2 people
Event
- 22
Register participants
2 people
- 23
Distribute welcome information
- 24
Give safety instructions
2 people
- 25
Cover basic first aid knowledge
2 people
- 26
Demonstrate CPR
2 people
- 27
Practice CPR
3 people
- 28
Serve break drinks
2 people
- 29
Refill drinks
- 30
Practice bandaging techniques
3 people
- 31
Treat wound care
2 people
- 32
Serve the meal
3 people
- 33
Mark allergen-friendly options
- 34
Practice choking response
2 people
- 35
Practice accident scenarios
3 people
- 36
Moderate the Q&A
2 people
- 37
Hand out certificates
2 people
- 38
Check out participants
Aftercare
- 39
Collect materials
3 people
- 40
Wash dishes
2 people
- 41
Sort waste
2 people
- 42
Clean the room
3 people
- 43
Put tables and chairs back
3 people
- 44
Let materials dry
- 45
Check and store the materials
2 people
- 46
Return rented items
2 people
- 47
Send a thank-you gift to participants
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 24
- Registration desk
- Waste binsqty 3
Equipment
- Laptop
- Projector
- Projection screen
- Extension cordsqty 3
- Power stripsqty 3
- CPR training manikinsqty 4
- AED trainer
- Practice walkie-talkiesqty 2
First aid supplies
- Training bandage boxesqty 6
- Practice woundsqty 12
- Practice glassesqty 12
- Practice glovesqty 50
- Triangular clothsqty 24
- Emergency blanketsqty 12
- Practice apronsqty 6
- Bandage rollsqty 6
- Practice breathing masksqty 24
- Practice bottles of disinfectantqty 6
Presentation
- Flip chart
- Flipchart markersqty 6
- Name badgesqty 24
- Pen setsqty 24
- Notepadsqty 24
- Course foldersqty 24
- Certificatesqty 24
Tableware
- Coffee cupsqty 24
- Glassesqty 24
- Platesqty 24
- Cutlery setsqty 24
Kitchen
- Coffee maker
- Kettlesqty 2
- Hot drink urnsqty 2
- Coolersqty 2
- Serving spoonsqty 4
Cleaning
- Bucketsqty 2
- Cleaning clothsqty 12
- Dish brushesqty 2
- Rubber glovesqty 4
Catering
- Groceries
Tips
- Set the participant limit before opening registration. The room must fit tables, chairs and a registration desk while leaving enough space for CPR practice and movement between exercises.
- Confirm the trainers before sending invitations, then give them a briefing with the timetable, safety instructions and the practical skills to cover. This prevents the program from becoming too theory-heavy.
- Test the laptop, projector, screen, extension cords and power strips at the venue before the workshop. A presentation that worked elsewhere can still fail because of missing connections or limited sockets.
- Prepare one complete practice setup before participants arrive: CPR training manikins, the AED trainer, gloves, practice wounds, bandages and breathing masks. Checking only the boxes is not enough; test that each item can actually be used.
- Send the final reminder shortly before the workshop and include the start time, arrival instructions, dietary information and what participants will receive. Keep the registration desk ready with name badges, pens, notepads and course folders.
Frequently asked questions
- How far in advance should I organize a first aid workshop?
- Start booking the venue and confirming trainers at least 4 to 6 weeks beforehand. Open registration once the date, location and program are fixed, and close it early enough to prepare participant materials.
- How many participants can attend a first aid workshop?
- Set the number according to the room size, trainer capacity and available CPR manikins and AED training equipment. As a practical starting point, plan for one CPR manikin for every 2 to 4 participants so everyone gets hands-on practice.
- What equipment do I need for a first aid workshop?
- Plan for presentation equipment, CPR training manikins, an AED trainer and practice supplies such as gloves, bandages, triangular cloths and breathing masks. Test all electrical equipment and training devices at least one day before the workshop.
- When should I send the final reminder to participants?
- Send it 2 to 3 days before the workshop, after the participant list and dietary requirements are up to date. Include the start time, arrival details and any last-minute instructions so registration runs smoothly.
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