Repair Café organising checklist

A Repair Café needs more than repair skills and a room. You need a clear intake process, enough workstations, safe power connections and volunteers assigned before visitors arrive. Plan repairs in advance where possible, then match people to tools and tasks. This checklist covers the preparation, shopping, printing, setup and visitor registration needed to run the session without last-minute scrambling.

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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

Reserve venue
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
Take inventory of repairs in advance
2 people
Assign repair staff
2 people
Collect dietary requirements
Confirm volunteers
Send reminder
Check tools
3 people
Sort spare parts
2 people
Do the shopping
2 people
Print forms
Prepare name badges
Pack up materials
3 people
Pick up venue keys
Set up tables and chairs
4 people
Set up workstations
4 people
Safely connect power outlets
2 people
Set up the reception desk
2 people
Post safety instructions
Set out coffee and tea
2 people

Event

Welcome volunteers
2 people
Give a short safety briefing
Register visitors
2 people
Collect repairs
2 people
Triage repairs
2 people
Carry out repairs
8 people
Advise visitors
3 people
Serve coffee and tea
2 people
Refill drinks
Clear work tables between tasks
2 people
Collect waste separately
Finish final repairs
4 people
Label uncollected items
2 people
Close the reception desk
2 people

Aftercare

Switch off tools
2 people
Sort materials
3 people
Clear tables and chairs
4 people
Wash dishes
2 people
Clean the floor and work tables
3 people
Take waste to the bins
2 people
Check the venue
2 people
Return borrowed items
2 people
Call to follow up on uncollected items
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

Review expected repairs before the event and group them by skill and equipment, such as sewing, soldering or electrical testing. This helps you assign repair staff and identify missing tools or spare parts several days ahead.
Set up separate workstations rather than one crowded repair area. Leave room for a work table, chair or stool, task lighting, tools and a safe route around extension cords and power strips.
Test every power strip, extension cord and cable reel before opening. Keep cables out of walkways, connect equipment safely and place safety instructions, goggles and gloves where volunteers can reach them.
Prepare the reception desk before visitors arrive, including registration forms, name badges, a laptop or printer if needed, and a clear way to record the repair brought in. Print spare copies instead of relying on one working printer.
Schedule setup early enough for a short volunteer briefing before doors open. Allow time to collect venue keys, arrange tables and chairs, check first-aid and fire equipment, and put out coffee, tea and water.

Frequently asked questions

How many volunteers do I need for a Repair Café?: For a small session, plan at least one reception volunteer, one setup or coordination volunteer and one repair volunteer for each active skill area. Confirm the full team at least 3 to 5 days beforehand so you can reduce registrations or rearrange workstations if someone is unavailable.
How early should I set up a Repair Café?: Allow 90 to 120 minutes before visitors arrive. That gives you time to collect the keys, arrange furniture, connect and test power, set up repair stations, prepare the reception desk and hold a safety briefing.
What should I check before a Repair Café opens?: Check tools, multimeters, soldering stations, sewing machines, glue guns, work lights and spare parts, then test the electrical setup. Also confirm that safety goggles, gloves, a first-aid kit and a fire extinguisher are present before registration starts.
How should visitors register for a Repair Café?: Use one reception point to record the visitor, the item, the reported fault and any relevant contact details before sending the item to a repair station. Prepare the forms and name badges at least 1 day in advance, with extra copies for walk-ins.

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.