How to organise a repair café

A repair café works best when repairs, registration and safety are planned as one process. Start by confirming enough repair staff and booking a venue with suitable power access, then estimate how many workstations and visitors you can handle. Before opening, test every electrical tool, label repair areas and place the reception desk at the entrance. Use repair tickets to track broken equipment and keep the queue moving throughout the session.

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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
Confirm repair staff
2
Reserve venue
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Inventory repair areas
2 people
7
Set up workstations
2 people
8
Create visitor information
9
Print Repair Terms
10
Check the shopping list
11
Do the shopping
2 people
12
Check tools
2 people
13
Test batteries
14
Sort materials
2 people
15
Print the registration list
16
Fill coolers

Event

17
Open venue
2 people
18
Set up tables and chairs
4 people
19
Set up workstations
4 people
20
Lay out tools
3 people
21
Set up the reception desk
2 people
22
Conduct a safety check
2 people
23
Welcome visitors
2 people
24
Register repair tickets
2 people
25
Collect broken equipment
2 people
26
Carry out repairs
8 people
27
Guide the queue
28
Serve coffee and tea
2 people
29
Refill drinks
30
Clean work tables between uses
2 people
31
Issue completed repairs
2 people
32
Finish final repairs
6 people

Aftercare

33
Gather tools
3 people
34
Sort materials
2 people
35
Clear tables and chairs
4 people
36
Wash dishes
2 people
37
Collect waste
2 people
38
Clean the venue
3 people
39
Return borrowed items
2 people
40
Archive repair records
41
Return unrepaired items
2 people

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 24
Reception desk
Stoolsqty 8
Storage cabinetsqty 3

Equipment

Extension cordsqty 8
Power stripsqty 8
Desk lampsqty 8
Soldering ironsqty 4
Multimetersqty 4
Test lampsqty 4
Glue gunsqty 3
Coolersqty 2
Kettlesqty 2

Tools

Screwdriver setsqty 6
Pliersqty 12
Allen key setsqty 4
Wrench setsqty 3
Hammersqty 4
Hand sawsqty 2
Bench visesqty 3
Cross wrenchesqty 2

Repair materials

Screw setsqty 4
Nut and washer setsqty 4
Cable tiesqty 3
Electrical wireqty 3
Solderqty 4
Heat-shrink tubing setsqty 3
Universal fusesqty 3
Universal plugsqty 2
Fabric glueqty 4
Super glueqty 6
All-purpose glueqty 4

Safety

Safety gogglesqty 12
Work glovesqty 12
Fire extinguisher
Cable matsqty 8

Administration

Repair slipsqty 150
Clipboardsqty 6
Ballpoint pensqty 30
Markersqty 12
Name badgesqty 40
Paper signageqty 12

Tableware

Mugsqty 30
Glassesqty 30
Platesqty 30
Spoonsqty 30
Teaspoonsqty 30

Cleaning

Bucketsqty 2
Microfiber clothsqty 12
Broom and dustpanqty 2
Mopsqty 2
Waste binsqty 4

Catering

Groceries

Tips

Set your capacity before sending invitations. Count the available repair staff and workstations, then limit registrations so visitors are not waiting several hours with broken equipment.
Check power access during the venue visit, not on the event day. Plan extension cords and power strips so soldering irons, test lamps and desk lamps do not create cables across walkways.
Test batteries and electrical equipment at least one day beforehand. A missing battery, faulty multimeter or damaged cable can stop an entire repair area from working.
Prepare the reception desk before visitors arrive. Print the registration list, keep Repair Terms ready for visitors to read, and use one repair ticket for each item brought in.
Sort repair materials by type before setup. Keep screws, nuts and washers, cable ties, wire, solder, heat-shrink tubing, fuses and plugs where repair staff can find them without leaving their workstation.

Frequently asked questions

How far in advance should I organise a repair café?: Confirm the venue and repair staff at least 4 to 6 weeks before the event. Send invitations once you know the date, capacity and registration process, leaving at least 2 weeks for visitor registrations.
How many repair stations do I need for a repair café?: Plan one workstation for each repair staff member who will work at the same time. Add one reception desk and allow enough chairs or stools for waiting visitors; start with a capacity that can be served within 2 to 3 hours.
What should I check before opening a repair café?: Complete the safety check after tables, tools and power connections are in place. Test batteries, soldering irons, lamps, multimeters and other electrical equipment on the same day, ideally 60 to 90 minutes before visitors arrive.
How do I manage broken items at a repair café?: Register each item at the reception desk and attach or record a repair ticket before sending it to a repair area. Collect basic visitor details and the fault description so staff can handle several items without losing track of them.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.