How to organise a Bike Repair Day

A Bike Repair Day works best when repairs, people and equipment are planned as one workflow. Start by securing the venue and repairers, then open registration so you can estimate bikes, volunteers, parts and refreshments. Before the event, check every tool and prepare parts by type. On the day, build clear workstations, keep reception separate from repairs, and make safety and weather checks part of the setup rather than last-minute jobs.

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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
Reserve venue
2
Contact repairers
2 people
3
Register volunteers
4
Send invitations
2 people
5
Open the registration form
6
Process registrations
7
Collect dietary requirements
8
Take inventory of repair parts
2 people
9
Register bike repairs
2 people
10
Check the shopping list
11
Do the shopping
2 people
12
Check tools
2 people
13
Prepare repair parts
2 people
14
Print attendance list
15
Check the weather forecast

Event

16
Open venue
2 people
17
Set up workstations
4 people
18
Set up tables and chairs
3 people
19
Set up party tents
4 people
20
Connect lighting
2 people
21
Set up the reception desk
2 people
22
Distribute tools by workstation
3 people
23
Sort parts by type
2 people
24
Chill drinks
2 people
25
Prepare coffee and tea
2 people
26
Register sign-ups
2 people
27
Direct cyclists to workplaces
2 people
28
Inspect bicycles
4 people
29
Repair the tires
3 people
30
Adjust the brakes
3 people
31
Adjust chain and gears
3 people
32
Check the lighting
2 people
33
Record parts and repairs
2 people
34
Serve snacks
2 people
35
Refill drinks
36
Finish the remaining bikes
3 people

Aftercare

37
Gather tools
3 people
38
Take down workstations
4 people
39
Sort and dispose of waste
2 people
40
Wash dishes
2 people
41
Clean the venue
3 people
42
Clear away party tents and lighting
4 people
43
Return materials
2 people
44
Store leftover parts
2 people
45
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

Set a capacity before opening registration. Count available repairers and bike repair stands, then allow enough time for each repair instead of accepting unlimited walk-ins.
Record the bike problem during registration, not only the visitor’s name. This helps you estimate common parts and stops the repair team from discovering the workload at the reception desk.
Prepare one workstation per repair flow and place tool cases, pumps with pressure gauges, tire levers and safety gear there before doors open. Keep spare parts sorted by type in storage crates.
Plan the outdoor setup around the forecast. Party tents, work lights and extension cords should be checked before the event, with cables kept clear of walking routes and wet areas.
Print the attendance list and keep registration at a separate desk with clipboards and directional signs. Prepare coffee, tea and chilled drinks only after the repair area and access routes are ready.

Frequently asked questions

How far in advance should I organise a Bike Repair Day?: Start at least 6 weeks before the event. Use the first 2 weeks to reserve the venue and contact repairers, then open registration once the repair capacity and volunteer team are known.
How many volunteers do I need for a Bike Repair Day?: Plan at least 1 reception volunteer, 1 setup or logistics volunteer, and 1 repairer per active workstation. Add one floating volunteer for every 4 to 6 workstations to fetch parts, guide visitors and keep the area orderly.
What should I check before opening the repair stations?: Check every tool case, pump, tire lever, drill driver, extension cord and power strip on the day before opening. Also place safety goggles, gloves, work jackets and the first aid kit where volunteers can reach them within 1 minute.
When should I prepare the bike repair parts?: Take inventory 3 to 5 days before the event and prepare the parts by type on the day before. Keep a small reserve of frequently used parts separate so repairers can find them without unpacking every storage crate.

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