Bike Repair Day checklist and organising plan

A Bike Repair Day needs more than repairers and spare parts. You need a venue layout that keeps bikes, tools, queues and refreshments moving without clashes. Start by booking the space and contacting repairers, then open registration early enough to estimate repairs, volunteers and dietary needs. During the final week, check parts, tools, weather and supplies; on the day, allow time to build each workstation before the first bikes arrive.

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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

Reserve venue
Contact repairers
2 people
Register volunteers
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Take inventory of repair parts
2 people
Register bike repairs
2 people
Check the shopping list
Do the shopping
2 people
Check tools
2 people
Prepare repair parts
2 people
Print attendance list
Check the weather forecast

Event

Open venue
2 people
Set up workstations
4 people
Set up tables and chairs
3 people
Set up party tents
4 people
Connect lighting
2 people
Set up the reception desk
2 people
Distribute tools by workstation
3 people
Sort parts by type
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Register sign-ups
2 people
Direct cyclists to workplaces
2 people
Inspect bicycles
4 people
Repair the tires
3 people
Adjust the brakes
3 people
Adjust chain and gears
3 people
Check the lighting
2 people
Record parts and repairs
2 people
Serve snacks
2 people
Refill drinks
Finish the remaining bikes
3 people

Aftercare

Gather tools
3 people
Take down workstations
4 people
Sort and dispose of waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Clear away party tents and lighting
4 people
Return materials
2 people
Store leftover parts
2 people
Return lost and found items

What to bring

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

Furniture

Party tentsqty 2
Work tablesqty 6
Folding chairsqty 20
Bike repair standsqty 6
Storage cratesqty 12
Waste binsqty 4

Equipment

Tool casesqty 6
Bike pumps with pressure gaugeqty 6
Tire leversqty 12
Master keysqty 3
Cordless drill driversqty 2
Extension cordsqty 3
Power stripsqty 6

Safety

Safety gogglesqty 8
Work glovesqty 12
Work jacketsqty 8
First aid kit

Tableware

Reusable cupsqty 50
Reusable platesqty 40
Cutlery setsqty 40
Coffee potsqty 3

Kitchen

Coolersqty 3
Kettlesqty 2
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Information boardsqty 6
Directional signsqty 8
Clipboardsqty 6

Lighting

Work lightsqty 6

Cleaning

Bucketsqty 3
Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries

Tips

Open registration at least 2–3 weeks before the event so you can estimate attendance, repair types and volunteer numbers. Ask about dietary requirements at the same time rather than chasing people later.
Take a parts inventory 7–10 days beforehand and group items by type. This gives you time to shop for missing repair parts instead of discovering gaps when a workstation is already busy.
Set up one repair stand per active repairer where possible, with a work table, storage crate and clearly assigned tools. Keep pumps, tire levers and safety equipment at the stations where they will be used.
Allow at least 90 minutes before opening for tables, chairs, tents, lighting, the reception desk and workstation tools. Test extension cords and power strips before visitors arrive, especially if cordless drills need charging.
Prepare the attendance list, directional signs and clipboards before setup day. Keep drinks, coffee and tea away from the repair area, and place waste bins and the first aid kit where volunteers can reach them quickly.

Frequently asked questions

How far in advance should I organise a Bike Repair Day?: Book the venue and contact repairers at least 6–8 weeks ahead. Open registration 2–3 weeks before the event so you have usable attendance and repair information.
How long does Bike Repair Day setup take?: Plan for at least 90 minutes of setup before opening, or 2 hours if you are putting up party tents and connecting lighting. Add extra time if the venue has no pre-arranged furniture.
How many repair stations do I need for a Bike Repair Day?: Start with one bike repair stand and one complete tool setup per active repairer. For example, 4 repairers need 4 stands, 4 work areas and enough chairs or space for the people assisting them.
When should I check bike repair parts and tools?: Check the parts inventory and tools 7–10 days before the event, then do a final check the day before. This leaves time to replace missing or damaged equipment.

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