How to organize a Repair Café from start to finish

A Repair Café works best when visitors, repairers and tools move through the space in a clear order. Start by confirming the date, venue and opening hours, then secure repair staff and group the workstations by repair category. Before opening, test every extension cord, check electrical safety and prepare the reception desk. This plan also covers registrations, signage, refreshments and the setup details that are easy to leave until the last minute.

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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 people
2
Publish opening hours
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Confirm repair staff
2 people
7
Organize repair categories
2 people
8
Assign workstations
2 people
9
Check tools
2 people
10
Test extension cords
2 people
11
Check the shopping list
12
Do the shopping
2 people
13
Collect materials
2 people
14
Prepare signage
15
Print participant list

Event

16
Open venue
2 people
17
Set up tables and chairs
4 people
18
Set up workstations
4 people
19
Lay out tools
3 people
20
Check Electrical Safety
2 people
21
Set up the reception desk
2 people
22
Prepare coffee and tea
2 people
23
Chill drinks
2 people
24
Set out snacks
2 people
25
Hang up signage
2 people
26
Brief the repair team
2 people
27
Welcome visitors
2 people
28
Register repair requests
2 people
29
Label equipment
2 people
30
Carry out repairs
8 people
31
Guide the queue
32
Give repair advice
2 people
33
Sort waste immediately
34
Serve coffee and tea
2 people
35
Refill drinks
36
Refill snacks
37
Finish final repairs
8 people
38
Register borrowed items
2 people

Aftercare

39
Switch off tools
2 people
40
Clear work tables
4 people
41
Wash dishes
2 people
42
Collect waste
2 people
43
Clean the venue
3 people
44
Put furniture back
4 people
45
Pack up materials
3 people
46
Check tools
2 people
47
Return borrowed items
2 people
48
Keep lost and found items
49
Follow up on outstanding repairs
2 people
50
Inform participants

What to bring

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

Furniture

Work tablesqty 8
Reception desk
Chairsqty 30
Storage cabinetsqty 2
Waste binsqty 4

Equipment

Power stripsqty 12
Extension cordsqty 10
Desk lampsqty 8
Soldering stationsqty 3
Multimetersqty 4
Test Plugsqty 4
Kettlesqty 2
Coffee machinesqty 2
Coolersqty 2

Tools

Screwdriver setsqty 8
Pliersqty 8
Allen key setsqty 4
Wrench setsqty 4
Hammersqty 4
Hand sawsqty 2
Cordless drill driversqty 3
Drill bit setsqty 3
Utility knivesqty 4
Measuring tapesqty 4
Cable strippersqty 3
Tweezersqty 6
Magnifying glassesqty 4

Safety

Safety gogglesqty 12
Work glovesqty 12
Ear defendersqty 6
Fire extinguisher
First aid kit

Consumables

Soldering iron standsqty 3
Cable tiesqty 200
Insulation tapeqty 8
Sandpaperqty 20
All-purpose glueqty 6
Super glueqty 6
Solderqty 6
Heat shrink tubingqty 4
Spare fusesqty 30
Universal screwsqty 4
Nuts and boltsqty 4
Velcro rollsqty 4

Registration

Registration formsqty 100
Device labelsqty 100
Pensqty 20
Clipboardsqty 4
Name stickersqty 80
Cash box

Decorations

Direction signsqty 8
Information boardsqty 6
Tapeqty 6

Tableware

Reusable cupsqty 80
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving tongsqty 4
Thermos flasksqty 4

Kitchen

Serving traysqty 4
Cutting boardsqty 2
Bread knivesqty 2
Storage binsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Microfiber clothsqty 12
Washing-up bowlsqty 2

Catering

Groceries

Tips

Confirm repair staff before publishing the event, then match each person to a repair category and workstation. Without this step, visitors tend to queue for the same specialist while other tables remain unused.
Set up the reception desk near the entrance and print the participant list before doors open. Use clear signs to direct visitors to registration, waiting areas and the correct repair workstation.
Test extension cords, power strips and test plugs before arranging the electrical stations. Keep cables out of walking routes and check that each soldering station, desk lamp and multimeter is ready for use.
Arrange tools by repair category instead of placing every screwdriver, plier and drill bit on one table. Put safety goggles, work gloves and ear defenders where visitors and volunteers can reach them without asking.
Plan coffee, tea, chilled drinks and snacks before the final setup hour. Kettles and coffee machines need a separate area from repair work, and waste bins should be visible from the refreshment point.

Frequently asked questions

How far in advance should I organize a Repair Café?: Confirm the date, venue and opening hours at least 6 weeks ahead. Use the remaining time to recruit repair staff, open registrations, collect dietary requirements and check the equipment list.
How many repair stations do I need for a Repair Café?: Start with one workstation per repair category you can staff safely. Add a separate reception desk and allow enough table space for tools, a lamp, safety equipment and the item being repaired.
When should I check the tools and electrical equipment?: Do a full equipment check 1 to 2 weeks before the event, then repeat the electrical safety check on setup day. Test extension cords, power strips, test plugs and soldering stations before visitors arrive.
How early should the venue be opened for setup?: Allow at least 2 hours before the published opening time. This gives you time to place tables and chairs, set up workstations, lay out tools, hang signs and prepare the reception and refreshment areas.

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.