How to organize an AED training session

An AED training session needs more coordination than simply booking an instructor and a room. Start by fixing the date, program, instructor, venue, and maximum group size; then open registration and order the training materials. Before the session, test every trainer, CPR mannequin, battery, cable, laptop, and projector. On the day, allow time for registration, practice stations, refreshments, certificates, and a final check of exits and room layout.

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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 people
2
Confirm instructor
3
Reserve training venue
4
Set the maximum number of participants
2 people
5
Create a registration form
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Update participant list
10
Order training materials
11
Coordinate technical arrangements with the venue
12
Check AED trainers
2 people
13
Inspect CPR mannequins
2 people
14
Test batteries and cables
15
Assemble course folders
2 people
16
Print attendance list
17
Print certificates
18
Do the shopping
2 people
19
Send participant reminder
20
Check route and parking
21
Check the room and emergency exits
2 people
22
Set up tables and chairs
3 people
23
Set up practice stations
3 people
24
Connect presentation and projector
2 people
25
Set up the registration table
2 people
26
Prepare coffee and tea
2 people
27
Chill lunch and drinks
2 people

Event

28
Staff the reception desk
2 people
29
Register participants
2 people
30
Explain the schedule and safety rules
31
Give a lesson on cardiac arrest
32
Demonstrate AED use
33
Supervise resuscitation exercises
4 people
34
Serve coffee and tea
2 people
35
Refill drinks
36
Administer practical test
2 people
37
Serve lunch
3 people
38
Present Certificates
2 people
39
Facilitate Q&A and debrief
40
Have participants sign in
41
Disinfect practice equipment
2 people

Aftercare

42
Switch off equipment
2 people
43
Wash dishes
2 people
44
Clear tables and chairs
3 people
45
Sort and remove waste
2 people
46
Clean the room
3 people
47
Pack up materials
2 people
48
Return borrowed materials
49
Register attendance
50
Send certificates digitally afterward
51
Return venue keys

What to bring

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

Equipment

Practice AEDsqty 4
CPR manikinsqty 4
AED training padsqty 8
Spare batteriesqty 8
Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Stopwatchesqty 4
Flip chart

Furniture

Tablesqty 6
Chairsqty 24
Registration desk
Coat rack

Tableware

Mugsqty 24
Glassesqty 24
Platesqty 24
Cutlery setsqty 24
Serving traysqty 4

Kitchen

Coffee maker
Thermos flasksqty 2
Coolersqty 2
Water jugsqty 4
Serving tongsqty 4

Cleaning

Waste binsqty 3
Sorting binsqty 2
Bucket
Mop
Broom
Dustpan and brush
Microfiber clothsqty 10

Groceries

Groceries

Tips

Set the maximum number of participants before opening registration. The number of practice AEDs and CPR mannequins determines how many people can practise without long waiting periods.
Confirm the instructor and training venue before sending invitations. Ask the venue about tables, chairs, power outlets, projection, emergency exits, parking, and the route at least 2–3 weeks in advance.
Test all technical and training equipment 1–2 days before the session. Check every practice AED, CPR mannequin, training pad, spare battery, cable, laptop, projector, and extension cord rather than relying on equipment that worked last time.
Send a participant reminder 2–3 days before training with the start time, route, parking information, and anything participants need to know. Use the final registration list to print attendance records and certificates.
Set up the room at least 60 minutes before arrival. Prepare one registration table, arrange practice stations, connect the presentation, place water and coffee where they will not interfere with equipment, and keep emergency exits clear.

Frequently asked questions

How far in advance should I organize AED training?: Start planning 3–6 weeks before the training date. This gives you time to confirm the instructor and venue, set the participant limit, collect registrations, order materials, and resolve equipment or access problems.
How many people can attend one AED training session?: Set the limit according to the number of practice AEDs and CPR mannequins, not just the room capacity. A practical setup lets participants practise in small groups rather than waiting through most of the session; confirm the instructor’s preferred ratio before opening registration.
What should I check before an AED training session?: One or two days beforehand, test the practice AEDs, training pads, CPR mannequins, batteries, cables, laptop, projector, and extension cords. Also confirm the final participant list, dietary requirements, room access, parking, chairs, tables, and clear emergency exits.
How early should I arrive to set up AED training?: Arrive at least 60 minutes before participants. Use that time to set up the registration table and practice stations, connect the projector, place materials and certificates, prepare refreshments, and complete a safety check of the room.

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