Clothing repair café checklist

A clothing repair café needs more than sewing machines and spare buttons. You need a clear route from registration and repair requests to intake, assessment and collection. Book the venue and contact repairers first, then confirm attendance, inspect every tool and prepare separate workstations for sewing, pressing and small repairs. On the day, label each garment before it reaches a repairer and brief visitors on what can realistically be completed.

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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
Send invitations
2 people
Process registrations
Collect dietary requirements
Inventory repair requests
2 people
Set up work tables
2 people
Check the shopping list
Do the shopping
2 people
Check tools
2 people
Test sewing machines
2 people
Sort repair supplies
2 people
Prepare name badges
Hang up the program

Event

Open room
2 people
Set up tables and chairs
4 people
Set up workstations
4 people
Set up reception desk
2 people
Prepare coffee and tea
2 people
Chill drinks
Hang up signage
2 people
Receive participants
3 people
Take in and label clothing
2 people
Assess repairs
3 people
Brief visitors
3 people
Assist with sewing machines
2 people
Oversee hand repairs
3 people
Replace zippers and buttons
2 people
Give clothing advice
2 people
Serve coffee and tea
2 people
Refill drinks
Refill snacks
Hand out repaired clothing
2 people
Finish final repairs
3 people

Aftercare

Turn off sewing machines
2 people
Count tools
2 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
4 people
Clean the room
3 people
Pack up materials
3 people
Lock up the venue
2 people
Return borrowed items
2 people
Handle left-behind clothing

What to bring

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

Furniture

Tablesqty 8
Chairsqty 35
Coat racksqty 3
Clothes racksqty 3
Storage boxesqty 12

Equipment

Sewing machinesqty 4
Ironsqty 2
Ironing boardsqty 2
Extension cordsqty 6
Power stripsqty 6

Tools

Scissorsqty 12
Bird's beak knivesqty 8
Pin cushionsqty 8
Measuring tapesqty 8
Needlesqty 10
Tailor's chalkqty 6
Wire cuttersqty 6

Repair materials

Spools of threadqty 40
Sewing kitsqty 8
Zippersqty 30
Button assortmentqty 4
Knee and elbow padsqty 30
Iron-on hem tapeqty 4
Elastic bandsqty 5
Velcroqty 5
Fabric glueqty 6
Pieces of fabricqty 3
Safety pinsqty 100

Tableware

Reusable cupsqty 50
Platesqty 40
Spoonsqty 40
Pliersqty 4

Catering

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving traysqty 4
Groceries

Presentation

Registration formsqty 60
Name badgesqty 50
Pensqty 20
Clothing labelsqty 100
Clipboardsqty 6
Price listsqty 4
Directional signsqty 8

Cleaning

Bucketsqty 3
Broomsqty 2
Vacuum cleaner
Microfiber clothsqty 12
Waste binsqty 4

Safety

Safety gogglesqty 8
Thimblesqty 10
Cable matsqty 6

Tips

Start by collecting repair requests during registration, not when guests arrive. Use the list to identify specialist repairs and estimate how many sewing machines, irons and workstations you need.
Test every sewing machine and iron at least one day before the café. Check extension cords and power strips at the same time, so a faulty cable does not stop a workstation during the event.
Create a clearly marked intake point with labels, storage boxes and a simple numbering system. Record the garment, requested repair and owner’s name before moving anything to a repair table.
Set up separate areas for sewing, pressing and waiting garments. Keep scissors, needles, pins, measuring tapes and tailor’s chalk at each relevant station instead of putting all tools on one crowded table.
Brief repairers and visitors before the doors open. Explain how garments are assessed, where finished items go and which repairs may need to be completed later; this prevents unfinished clothing from being misplaced.

Frequently asked questions

How far in advance should I organise a clothing repair café?: Book the venue and contact repairers at least 4–6 weeks before the event. Send invitations and open registrations once you know the date, capacity and available repair skills.
How many repair stations does a clothing repair café need?: Plan one workstation for each repairer who will work at the same time, plus one intake area. For example, four repairers need four workstations and a separate reception desk for labelling and assessing garments.
What should I prepare the day before a clothing repair café?: Check the shopping list, test sewing machines and irons, sort repair supplies and prepare name badges and signage. Allow at least 2–3 hours for these checks so missing tools can still be replaced.
How should clothing be handled when participants arrive?: Take in and label every garment before assessment, using a number linked to the participant’s details. Spend about 5 minutes per item on the initial assessment, or longer for repairs that need specialist materials.

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