How to organise a repair café without the usual delays

A repair café works best when visitors move through a clear process: registration, inspection, repair and testing. Start by confirming the date and location, then secure repairers and volunteers before promoting the event. Plan separate reception, waiting and work areas so tools, cables and visitors do not interfere with each other. The tasks and equipment below support everything from small repairs to electrical testing, while repair forms and parts records keep the day manageable.

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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 date and location
2
Contact repairers
2 people
3
Recruit volunteers
2 people
4
Send invitations
2 people
5
Hang up promotion
2 people
6
Process registrations
7
Collect dietary requirements
8
Inventory tools
2 people
9
Set up repair tables
2 people
10
Make reservations
11
Do the shopping
2 people
12
Sort materials
2 people
13
Charge batteries

Event

14
Report repairs
2 people
15
Welcome visitors
2 people
16
Fill out repair forms
2 people
17
Inspect equipment
4 people
18
Carry out minor repairs
6 people
19
Test electrical repairs
2 people
20
Register parts
21
Guide the queue
22
Give repair advice
3 people
23
Serve coffee and tea
2 people
24
Refill drinks
25
Keep worktables safe
2 people
26
Sort waste
27
Finish final repairs
4 people
28
Return borrowed items
2 people
29
Wave goodbye to visitors
2 people

Aftercare

30
Clear away work tables
4 people
31
Clean tools
3 people
32
Wash dishes
2 people
33
Clean the room
3 people
34
Take out the trash
2 people
35
Pack up materials
3 people
36
Lock up the venue
2 people
37
Return borrowed items
2 people
38
Call back unrepaired items
39
Archive repair records

What to bring

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

Furniture

Repair tablesqty 8
Chairsqty 30
Reception desk
Queue barriersqty 4
Coat racksqty 2

Equipment

Extension cordsqty 10
Power stripsqty 10
USB chargersqty 6
Soldering stationsqty 4
Multimetersqty 4
Test lampsqty 3
Workbenchesqty 4
Cordless drill driversqty 3
Heat gunsqty 2
Glue gunsqty 3
Magnifying lampsqty 4

Tools

Screwdriver setsqty 6
Pliers setsqty 6
Allen key setsqty 4
Wrench setsqty 3
Hammersqty 4
Hand sawsqty 2
Utility knivesqty 4
Measuring tapesqty 4
Clampsqty 8
Tweezersqty 6
Wire strippersqty 4
Cable cuttersqty 4

Safety

Safety gogglesqty 12
Work glovesqty 12
Ear defendersqty 6
Fire extinguisher
Power strip testersqty 2

Tableware

Mugsqty 40
Glassesqty 40
Platesqty 30
Cutlery setsqty 30

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving plattersqty 4
Scissorsqty 4

Decorations

Welcome sign
Information boardsqty 8
Tableclothsqty 8
Directional signsqty 10

Administration

Clipboardsqty 6
Pensqty 30
Repair formsqty 150
Number cardsqty 100
Name badgesqty 40
Tape dispensersqty 4
Labelsqty 200

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Microfiber clothsqty 12
Dustpan and brushqty 2

Catering

Groceries

Tips

Book repairers and recruit volunteers before sending invitations. You need people for reception, queue guidance, repairs, drinks and safety—not only technicians at the worktables.
Set up reception, queue barriers and coat racks before the first visitor arrives. Use a repair form at check-in to record the item, reported fault, inspection result and whether the repair was completed.
Prepare the electrical work area separately from general repairs. Check extension cords, power strips, soldering stations, multimeters and test lamps before opening, then test every electrical repair before returning it.
Charge cordless tool batteries and USB chargers the day before. A missing charged battery or unavailable charger can stop a repair even when the right drill driver, glue gun or heat gun is on the table.
Keep worktables safe throughout the session, not just during setup. Route cables away from walking areas, provide safety goggles and work gloves, and leave enough space for visitors waiting with large equipment.

Frequently asked questions

How far in advance should I organise a repair café?: Confirm the date, location and repairers at least 4 to 6 weeks in advance. Recruit volunteers and begin promotion once the core team is confirmed, then process registrations as they arrive.
How many volunteers do I need for a repair café?: Plan for at least 1 reception volunteer, 1 queue guide and 1 drinks volunteer, plus one repairer for each active worktable. Add cover for breaks if the session lasts longer than 3 hours.
How do you set up a repair café?: Create four clear stages: reception, waiting, inspection and repair/testing. Set up workbenches and repair tables first, keep electrical testing equipment together, and check tools, batteries and safety equipment before visitors enter.
What should I record during a repair café?: Record the visitor’s item, fault, inspection result, repair attempted, parts used and final test result on the repair form. Register replacement parts during the session so stock can be checked immediately afterward.

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.