How to organise a Repair Café from start to finish

A Repair Café works best when repairs are matched to the right people, tools and workstations before visitors arrive. Start by booking a suitable venue and recruiting volunteers, then collect information about the items people want repaired. In the final week, confirm staffing, check equipment, sort spare parts and prepare registration forms. On the day, a short safety briefing and a well-run reception desk keep the repair floor moving.

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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
2 people
3
Send invitations
2 people
4
Process registrations
5
Take inventory of repairs in advance
2 people
6
Assign repair staff
2 people
7
Collect dietary requirements
8
Confirm volunteers
9
Send reminder
10
Check tools
3 people
11
Sort spare parts
2 people
12
Do the shopping
2 people
13
Print forms
14
Prepare name badges
15
Pack up materials
3 people
16
Pick up venue keys
17
Set up tables and chairs
4 people
18
Set up workstations
4 people
19
Safely connect power outlets
2 people
20
Set up the reception desk
2 people
21
Post safety instructions
22
Set out coffee and tea
2 people

Event

23
Welcome volunteers
2 people
24
Give a short safety briefing
25
Register visitors
2 people
26
Collect repairs
2 people
27
Triage repairs
2 people
28
Carry out repairs
8 people
29
Advise visitors
3 people
30
Serve coffee and tea
2 people
31
Refill drinks
32
Clear work tables between tasks
2 people
33
Collect waste separately
34
Finish final repairs
4 people
35
Label uncollected items
2 people
36
Close the reception desk
2 people

Aftercare

37
Switch off tools
2 people
38
Sort materials
3 people
39
Clear tables and chairs
4 people
40
Wash dishes
2 people
41
Clean the floor and work tables
3 people
42
Take waste to the bins
2 people
43
Check the venue
2 people
44
Return borrowed items
2 people
45
Call to follow up on uncollected items
46
Send thank-you message

What to bring

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

Furniture

Work tablesqty 6
Foldable tablesqty 4
Chairsqty 30
Stoolsqty 10
Coat racksqty 2

Equipment

Tool casesqty 6
Multimetersqty 4
Soldering stationsqty 3
Sewing machinesqty 2
Glue gunsqty 3
Work lightsqty 6
Vacuum cleaner
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 2
Label printer
Laptop
Printer
Cash register

Tableware

Reusable mugsqty 50
Glassesqty 50
Platesqty 40
Spoonsqty 50
Thermos flasksqty 4
Water jugsqty 4

Safety

Safety gogglesqty 12
Work glovesqty 12
Work jacketsqty 8
First aid kit
Fire extinguisher

Kitchen

Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 2

Decorations

Information boardsqty 8
Directional signsqty 6
Name badgesqty 30
Markersqty 12
Clipboardsqty 10

Cleaning

Waste binsqty 4
Cleaning bucketqty 2
Mopqty 2
Broomqty 2
Towelsqty 8

Catering

Groceries

Tips

Record expected repairs in advance and group them by skill, such as electrical, sewing or general repairs. This lets you assign staff and prepare equipment before the doors open.
Set up separate workstations rather than one crowded repair table. Leave clear space around soldering stations, sewing machines and glue guns, and keep work lights close to each station.
Check every extension cord, power strip and cable reel before setup. Safely connect outlets, keep cables out of walking routes and post safety instructions where visitors can see them.
Confirm volunteers several days before the event, including who will welcome visitors, register repairs and manage each workstation. Arrange a short safety briefing before visitors arrive.
Prepare the reception desk before opening with printed forms, name badges and a working printer or laptop. Register each visitor and repair so waiting people can be directed to the right volunteer.

Frequently asked questions

How far in advance should I organise a Repair Café?: Book the venue and start recruiting volunteers at least 6 to 8 weeks in advance. Collect repair information during registration, then confirm roles and equipment about 1 week before the event.
How many volunteers do I need for a Repair Café?: Plan for at least 1 volunteer at reception, 1 event coordinator and 1 repair volunteer per active workstation. For a small session with 4 workstations, this usually means 6 to 8 people, plus a few backups.
What should I check before opening a Repair Café?: Check tools, spare parts, work lights, power connections and safety equipment on the same day. Set up and test each workstation at least 60 minutes before visitors arrive, then give volunteers a short safety briefing.
How do visitors register repairs at a Repair Café?: Use one form per repair and record the visitor’s name, contact details, item, fault and agreed next step. Allow about 5 minutes per registration so the reception desk does not become a queue bottleneck.

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.