A Practical Guide for California Workplaces, Schools, and Organizations
Every minute counts when someone suffers sudden cardiac arrest (SCA). Survival rates decrease by as much as 10% for every minute without defibrillation, which makes fast access to an Automated External Defibrillator (AED) critical.
Many organizations have purchased AEDs, but few have a clear plan for how many are needed—or where they should be placed. Here’s how to design an effective AED program that saves lives and meets California’s legal requirements.
The 3-Minute Rule: A Proven Standard
The American Heart Association and OSHA recommend that defibrillation occur within 3 to 5 minutes of a collapse. To meet that window, AEDs should be positioned so that trained staff or bystanders can retrieve and return with the device within 3 minutes.
Airports provide an excellent model—most place AEDs every 500–600 feet so that no one is more than 60–90 seconds away. The same logic applies to schools, offices, gyms, and event spaces.
Placement Strategy: Determining How Many AEDs You Need
Use these guidelines to create reliable coverage throughout your facility:
- Map high-traffic and high-risk areas.
Look for places where people gather or where physical activity occurs—gyms, cafeterias, auditoriums, remote work zones, and reception areas. - Apply the walking-time test.
If it takes more than 1.5 minutes (about 450 feet) to reach an AED, that area needs another device. This allows enough time for a rescuer to reach, grab, and return with the AED within 3 minutes. - Cover each building and floor.
Multi-story buildings and large campuses require at least one AED per level or per zone separated by walls, stairwells, or restricted access. - Plan for offsite and outdoor activities.
Schools, athletic programs, and organizations with field operations should have portable AEDs that travel with staff or teams. - Make them visible and accessible.
AEDs must be placed in open, clearly marked locations—not locked in offices or behind obstacles. Signage and regular staff awareness training are key.
AED Requirements in California
California has specific laws outlining when AEDs must be installed and how they must be maintained. Even if your facility is not legally required to have one, these standards represent best practice for preparedness and liability protection.
AEDs Are Required in the Following Facility Types:
- Public swimming pools that have lifeguards on duty or charge a fee.
- Health studios and fitness centers (excluding hotel gyms).
- Assembly buildings with an occupancy of 300 or more people.
- Business, educational, factory, institutional, or mercantile buildings with an occupancy of 200 or more people.
- Schools that host interscholastic athletic programs must maintain at least one AED on campus.
Workplaces or offices not meeting these thresholds are encouraged to voluntarily install AEDs as part of a proactive safety and risk management plan.
Special Rules for Schools and Youth Sports
California Education Code § 35179.6 requires that schools with interscholastic athletic programs have at least one AED on site. In addition:
- Staff must receive annual information on sudden cardiac arrest, emergency procedures, and AED use.
- AED instructions must be posted clearly next to each device in at least 14-point font.
- All staff should know the locations of every AED on campus.
- Beginning January 1, 2027, youth sports organizations must have an AED accessible and certified personnel present during practices or events involving minors.
Inspection, Maintenance, and Documentation
Owning an AED carries legal and operational responsibilities in California. To stay compliant and keep your equipment ready:
- Inspect every 90 days. Check battery indicator lights, pad expiration dates, and physical condition.
- Test biannually or after each use following manufacturer guidelines.
- Keep maintenance records of all inspections, tests, and use.
- Notify local EMS when an AED is installed, including the type and location.
- Conduct annual awareness training for staff or building occupants, including demonstrations and reminders of AED locations.
Many organizations use checklists or digital tracking systems to manage these tasks, ensuring nothing falls through the cracks.
Liability Protection and Good Samaritan Coverage
California’s Health and Safety Code § 1797.196 provides Good Samaritan protection to individuals and organizations that use AEDs in good faith during an emergency. This protection applies as long as:
- The AED has been properly maintained and tested.
- Training and documentation are up to date.
- The device is used with honest intent to help.
Maintaining compliance protects both your organization and those who step in to save a life.
Putting It All Together
A well-planned AED program includes:
- Strategic placement using the 3-minute standard
- Regular maintenance and inspections
- Clear signage and communication
- Staff awareness and CPR/AED training
- Documentation that meets state guidelines
Whether you manage a business, school, church, or community facility, taking these steps ensures you’re prepared to act quickly when every second matters.
Need Help Setting Up an AED Program?
Safety Training Pros provides on-site CPR/AED certification courses, workplace AED assessments and program management, and program setup assistance for organizations across California and Northern Nevada.
📞 (844) 900-7233
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