How to organize an AED training session

Organizing AED training starts with fixing a date, booking a suitable training room, and confirming an instructor before inviting participants. After registrations come in, collect dietary requirements, share route and parking details, and prepare the practical stations. The day before, test the presentation equipment, AED trainers, CPR manikins, batteries, and cables. On the day itself, allow enough time to arrange tables, certificates, teaching materials, refreshments, and a clear reception point.

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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 training date
2
Book training room
3
Arrange AED instructor
4
Reserve training materials
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Update participant list
9
Confirm registrations
10
Send route and parking information
11
Prepare training certificates
12
Check Presentation and Video
13
Check AED batteries
14
Check mannequin materials
15
Do the shopping
2 people
16
Assemble participant folders
2 people
17
Prepare name badges
18
Open and check the room
2 people
19
Set up tables and chairs
3 people
20
Connect presentation equipment
2 people
21
Set up AED practice stations
3 people
22
Lay out teaching materials
2 people
23
Prepare coffee and tea
2 people
24
Set up the reception table

Event

25
Receive participants
2 people
26
Register attendance
27
Give safety instructions
28
Give a lesson on cardiac arrest
29
Serve break drinks
2 people
30
Demonstrate CPR techniques
31
Let participants practice
3 people
32
Refill drinks
33
Arrange evening break
2 people
34
Practice AED procedure
3 people
35
Administer practical test
2 people
36
Present Certificates
37
Handle questions and wrap-up

Aftercare

38
Turn off practice equipment
2 people
39
Wash dishes
2 people
40
Clean up the space
3 people
41
Collect waste
2 people
42
Clean the room
2 people
43
Inventory training materials
44
Return borrowed equipment
2 people
45
Send certificates digitally
46
Archive attendance records

What to bring

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

Furniture

Chairsqty 18
Tablesqty 4
Coat rack

Equipment

AED trainersqty 2
CPR manikinsqty 3
Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3

Medical Supplies

Practice electrodesqty 6
Respirator masksqty 18
Nitrile glovesqty 2
Hand sanitizer dispenserqty 2
Training blanketsqty 3

Presentation

Flip chart
Flipchart padsqty 2
Markersqty 6
Ballpoint pensqty 20
Participant foldersqty 18
Name badgesqty 18
Certificatesqty 18

Tableware

Coffee cupsqty 18
Drinking glassesqty 18
Platesqty 18
Cutlery setsqty 18
Serving traysqty 3

Kitchen

Thermos flasksqty 3
Water jugsqty 2
Coolersqty 2

Cleaning

Waste binsqty 3

Catering

Groceries

Tips

Book the instructor, room, and training materials before sending invitations. This gives you a confirmed date and prevents registration numbers from exceeding the available AED trainers or CPR manikins.
Close registrations early enough to update the participant list and prepare name badges, folders, and certificates. A deadline of 5 to 7 days before the session leaves time to confirm attendance and dietary requirements.
Check every AED trainer, battery, practice electrode, CPR manikin, and respirator mask at least 1 day before training. Do not assume equipment is complete because it was used successfully at the previous session.
Test the laptop, projector, projection screen, HDMI cable, extension cords, and power strips in the actual room before participants arrive. Set up the AED practice stations with enough space for each group to work safely.
Open the room 45 to 60 minutes before the start time. Arrange the reception table, name badges, participant folders, certificates, coffee, tea, water, cups, and glasses before receiving participants.

Frequently asked questions

How far in advance should I organize AED training?: Start at least 4 to 6 weeks before the planned session. This gives you time to secure an instructor and room, invite participants, process registrations, order or reserve materials, and prepare certificates.
How long before AED training should registrations close?: Close registrations 5 to 7 days before the training date. Use that time to confirm the final participant list, collect dietary requirements, prepare folders and name badges, and send route and parking information.
What should I check the day before AED training?: Check the AED trainers, CPR manikins, batteries, practice electrodes, masks, gloves, blankets, and hand sanitizer. Also test the presentation, projector, HDMI connection, power strips, and extension cords at least 1 day in advance.
How early should I arrive to set up AED training?: Arrive 45 to 60 minutes before participants are due to arrive. This allows time to open the room, arrange tables and chairs, set up practice stations, prepare refreshments, and place teaching materials and certificates.

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