How to Set Up an AED Program: A Step-by-Step Guide for Organizations

Buying an AED is the easy part. Building a program around it — so the device is in the right place, the right people know how to use it, and it stays compliant and rescue-ready year after year — is what actually saves lives. Here’s how to stand one up, step by step.

Step 1 — Assess your need and coverage

Start by mapping your facility. The widely cited goal is to place AEDs so that anyone can be reached with a device and brought back within a 3–5 minute round trip — the window in which defibrillation is most effective. Walk your space and count:

• Square footage, number of floors, and travel distance between the farthest points
• High-occupancy and high-risk areas (gyms, cafeterias, large floors, remote buildings)
• Population — employees, students, members, and daily visitors

A small single-floor office may need one device; a school campus or multi-building facility will need several.

Step 2 — Know your state’s requirements

AED laws vary significantly by state, and many sectors — schools, fitness centers, certain workplaces — have specific mandates covering placement, registration, signage, and staff training. Before you buy, confirm what applies to you. Our institutional purchasing team works through these requirements with organizations every day.

Step 3 — Choose the right devices and accessories

Select AEDs suited to your environment — semi-automatic vs. fully automatic, durability ratings for outdoor or industrial settings, and pediatric capability for schools. Each device needs a visible cabinet or wall mount, clear signage, and a rescue kit. As an authorized dealer for every major brand, we help match the model to the setting rather than selling one-size-fits-all.

Step 4 — Secure medical oversight

AEDs are regulated devices, and most programs require a medical director — a licensed physician who provides oversight, reviews any deployment, and signs off on protocols. Many states fold this into their Good Samaritan and AED statutes. This is a routine, low-cost step, and we can point you toward medical-direction services that handle it.

Step 5 — Train your responders

You don’t need everyone trained, but you need enough trained responders that someone qualified is always on-site. CPR/AED certification through the American Heart Association or American Red Cross typically runs a few hours and is valid for two years. Build training into onboarding so coverage never lapses with turnover.

Step 6 — Place, register, and announce

• Place devices in visible, central, unlocked locations — never behind a locked door or in a manager’s office.
• Register each AED with your local EMS where required, and with the manufacturer for recall notices.
• Announce the program internally so everyone knows the devices exist and where they are.

Step 7 — Maintain it (this is where programs fail)

A program is only as good as its upkeep. Assign a Program Coordinator, run monthly inspections, and track every pad and battery expiration date. The most common point of failure is an expired pad set that no one was monitoring — which turns a lifesaving device into a useless one. A program-management platform tracks every device, expiration, and inspection across your whole organization.

Your AED program checklist

• Facility assessed and coverage mapped (3–5 minute reach)
• State and industry requirements confirmed
• Devices, cabinets, signage, and rescue kits selected
• Medical direction / physician oversight secured
• Responders trained and certified (CPR/AED)
• AEDs placed, registered with EMS, and announced internally
• Program Coordinator assigned; monthly inspection log started
• Pad & battery expiration tracking in place

Frequently asked questions

How many AEDs does my organization need?

Place enough AEDs that anyone can reach a device and return within a 3–5 minute round trip. A small single-floor office may need one; multi-floor or multi-building facilities and campuses typically need several based on size, layout, and occupancy.

Does an AED program require a doctor?

Most AED programs require a medical director — a licensed physician who provides oversight, reviews deployments, and approves protocols. Requirements vary by state, and medical-direction services can handle this routinely.

Who needs to be trained to use an AED?

You need enough trained responders that a certified person is on-site whenever people are present. CPR/AED certification takes a few hours and is valid for two years; build it into onboarding to maintain coverage.

Are AEDs legally required in workplaces?

Requirements vary by state and industry. Schools, fitness centers, and some workplaces face specific mandates for placement, registration, and training. Check your state’s AED laws before building your program.