Repair café checklist: what to arrange and when

A repair café needs more than a room and a table for broken appliances. You need repairers, volunteers, safe workstations, a clear intake process and enough time to test repairs before visitors leave. Start by confirming the date and location, then secure the people and equipment that determine how many repairs you can handle. This checklist keeps registrations, shopping, setup, visitor flow and reporting in a practical order.

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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

Confirm date and location
Contact repairers
2 people
Recruit volunteers
2 people
Send invitations
2 people
Hang up promotion
2 people
Process registrations
Collect dietary requirements
Inventory tools
2 people
Set up repair tables
2 people
Make reservations
Do the shopping
2 people
Sort materials
2 people
Charge batteries

Event

Report repairs
2 people
Welcome visitors
2 people
Fill out repair forms
2 people
Inspect equipment
4 people
Carry out minor repairs
6 people
Test electrical repairs
2 people
Register parts
Guide the queue
Give repair advice
3 people
Serve coffee and tea
2 people
Refill drinks
Keep worktables safe
2 people
Sort waste
Finish final repairs
4 people
Return borrowed items
2 people
Wave goodbye to visitors
2 people

Aftercare

Clear away work tables
4 people
Clean tools
3 people
Wash dishes
2 people
Clean the room
3 people
Take out the trash
2 people
Pack up materials
3 people
Lock up the venue
2 people
Return borrowed items
2 people
Call back unrepaired items
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

Set the capacity before opening registrations. Count the repair tables, repairers and available hours, then use that number to decide how many visitors you can accept without creating a long queue.
Contact repairers early and match their skills to the equipment you expect. Confirm who can handle electrical testing and reserve enough volunteers for reception, forms, queue guidance and refreshments.
Inspect extension cords, power strips, chargers and battery-powered tools before the event. Charge batteries the day before, and test soldering stations, multimeters and test lamps before visitors arrive.
Set up separate intake, waiting and repair areas. Keep queue barriers and the reception desk near the entrance, while worktables have enough room for tools, safety goggles and safe movement around electrical equipment.
Use a repair form for every item and record parts used and the final result. Allow time for a final electrical test and explain clearly when an item cannot be repaired or needs a replacement part.

Frequently asked questions

How many volunteers do I need for a repair café?: Plan for at least one person at reception, one person managing the queue and one helper for every two to three repair tables. Add separate repairers for each technical area and schedule drink service so the worktables are not left unattended.
How far in advance should I organize a repair café?: Start six to eight weeks ahead if you need to recruit repairers, promote the event and process registrations. Confirm the location and date first, then contact repairers and check equipment before ordering materials.
How long does a repair café take to set up?: Allow two to three hours for tables, chairs, reception, queue barriers, tools, cables and safety equipment. Complete the equipment inspection before visitors arrive and keep at least 30 minutes for final checks and briefing volunteers.
How do you organize the queue at a repair café?: Register each visitor and item at reception, then give repairs a clear order based on available repairers and expected duration. Set a maximum number of registrations for each repair session and tell visitors when they should return if their item cannot be handled immediately.

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