How to organise a repair café from start to finish

A repair café works best when visitors are registered, repairs are triaged and each work table is ready before the doors open. Start by confirming the venue and repair categories, then recruit enough volunteers for reception, assessment and hands-on repairs. Check electrical equipment and tools several days ahead, not on the morning itself. On the day, allow time for safe power connections, signage, the coffee station and a short volunteer briefing before accepting repairs.

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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
Recruit volunteers
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Inventory repair categories
2 people
7
Create the volunteer schedule
8
Check tools
3 people
9
Test electrical equipment
2 people
10
Purchase consumables
2 people
11
Do the shopping
2 people
12
Print the registration list
13
Set up repair tables
2 people
14
Bring materials to the venue
3 people
15
Set up tables and chairs
4 people
16
Set up tools per table
4 people
17
Safely connect power outlets
2 people
18
Set up the reception desk
2 people
19
Set up coffee station
2 people
20
Prepare safety equipment
2 people
21
Hang up signage
2 people
22
Brief volunteers
2 people

Event

23
Staff the open table
2 people
24
Register repairs
2 people
25
Triage repairs
2 people
26
Carry out repairs
10 people
27
Guide the queue
28
Serve coffee and tea
2 people
29
Refill drinks
30
Refill snacks
31
Keep work areas safe
2 people
32
Collect waste separately
33
Issue completed repairs
2 people

Aftercare

34
Sort tools
3 people
35
Clear tables and chairs
4 people
36
Wash dishes
2 people
37
Clean work area
3 people
38
Take out the trash
2 people
39
Return materials
3 people
40
Return borrowed items
2 people
41
Store leftover groceries
2 people

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 24
Reception desk
Clothes racksqty 2

Equipment

Tool casesqty 6
Multimetersqty 4
Soldering stationsqty 4
Sewing machinesqty 2
Ironsqty 2
Glue gunsqty 2
Extension cordsqty 4
Power stripsqty 8
Desk lampsqty 8
Battery chargersqty 2
Vacuum cleaner
Cable reel

Work materials

Floor matsqty 8
Bench visesqty 4
Clampsqty 8
Sorting traysqty 12
Parts binsqty 8

Safety

Safety gogglesqty 12
Work glovesqty 12
Dust masksqty 20
Cable matsqty 6

Tableware

Coffee cupsqty 30
Glassesqty 30
Platesqty 30
Cutlery setsqty 30

Decorations

Information boardsqty 6
Tableclothsqty 8

Office

Clipboardsqty 4
Pen setsqty 6
Number cardsqty 100
Label sheetsqty 4
Markersqty 12
Printer paper

Catering

Thermos flasksqty 4
Water jugsqty 3
Serving plattersqty 6
Coolersqty 2
Tea towelsqty 12
Washing-up bowlsqty 2
Groceries

Tips

Decide which repair categories you can handle before sending invitations. This lets you match volunteers to tables and tell visitors what to bring; keep a short list of repairs you cannot safely accept.
Build the volunteer schedule around the busiest first hour. Staff reception and triage continuously, and assign at least one person who can pause repair work to help with registrations or queues.
Test soldering stations, sewing machines, irons, multimeters and battery chargers several days before the event. Replace faulty leads or missing consumables before tools are transported to the venue.
Set up work tables by repair category, with the relevant tool cases, lamps, sorting trays and parts bins already in place. Keep extension cords and power strips off walkways, using cable mats where people cross.
Plan the visitor flow from registration to triage to a repair table. Print the registration list before opening, prepare safety goggles and gloves at each station, and leave time for a 10-minute volunteer briefing.

Frequently asked questions

How many volunteers do I need for a repair café?: For a small session, plan on at least 6 volunteers: 1 or 2 at reception and triage, plus 4 or 5 repair volunteers. Add one more person for every busy repair category or additional work area.
How early should I set up a repair café?: Allow 2 to 3 hours before visitors arrive. Use the first hour for tables and chairs, the next hour for tools and safe power connections, and the final 30 minutes for signage, registration and the volunteer briefing.
How do you organise repairs at a repair café?: Register each item first, then spend 3 to 5 minutes on triage to identify the repair category, likely tools and safety risks. Send the visitor to the matching table only when a volunteer and a suitable workspace are available.
What safety equipment is needed for a repair café?: Provide safety goggles and work gloves at every repair area, with dust masks where sanding, dust or fumes are possible. Check power leads, extension cords and cable mats before opening, and keep walkways clear throughout the session.

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