Repair café checklist: what to arrange and when

A repair café needs more than a room and a collection of tools. You need enough work tables, tested electrical equipment, clearly assigned volunteers and a reception point that can sort repairs before the queue builds up. Arrange the venue, volunteers and registrations first, then check tools and consumables, and leave enough time for a safe setup. This checklist follows that order, including details that are often forgotten until the first visitor arrives.

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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
Send invitations
2 people
Process registrations
Collect dietary requirements
Inventory repair categories
2 people
Create the volunteer schedule
Check tools
3 people
Test electrical equipment
2 people
Purchase consumables
2 people
Do the shopping
2 people
Print the registration list
Set up repair tables
2 people
Bring materials to the venue
3 people
Set up tables and chairs
4 people
Set up tools per table
4 people
Safely connect power outlets
2 people
Set up the reception desk
2 people
Set up coffee station
2 people
Prepare safety equipment
2 people
Hang up signage
2 people
Brief volunteers
2 people

Event

Staff the open table
2 people
Register repairs
2 people
Triage repairs
2 people
Carry out repairs
10 people
Guide the queue
Serve coffee and tea
2 people
Refill drinks
Refill snacks
Keep work areas safe
2 people
Collect waste separately
Issue completed repairs
2 people

Aftercare

Sort tools
3 people
Clear tables and chairs
4 people
Wash dishes
2 people
Clean work area
3 people
Take out the trash
2 people
Return materials
3 people
Return borrowed items
2 people
Store leftover groceries
2 people

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 24
Reception desk
Clothes racksqty 2

Equipment

Tool casesqty 6
Multimetersqty 4
Soldering stationsqty 4
Sewing machinesqty 2
Ironsqty 2
Glue gunsqty 2
Extension cordsqty 4
Power stripsqty 8
Desk lampsqty 8
Battery chargersqty 2
Vacuum cleaner
Cable reel

Work materials

Floor matsqty 8
Bench visesqty 4
Clampsqty 8
Sorting traysqty 12
Parts binsqty 8

Safety

Safety gogglesqty 12
Work glovesqty 12
Dust masksqty 20
Cable matsqty 6

Tableware

Coffee cupsqty 30
Glassesqty 30
Platesqty 30
Cutlery setsqty 30

Decorations

Information boardsqty 6
Tableclothsqty 8

Office

Clipboardsqty 4
Pen setsqty 6
Number cardsqty 100
Label sheetsqty 4
Markersqty 12
Printer paper

Catering

Thermos flasksqty 4
Water jugsqty 3
Serving plattersqty 6
Coolersqty 2
Tea towelsqty 12
Washing-up bowlsqty 2
Groceries

Tips

Start registrations early enough to collect dietary requirements and estimate demand by repair category. Print the registration list before the event and keep a few blank forms at the reception desk for walk-ins.
Test soldering stations, sewing machines, irons, glue guns, multimeters and battery chargers before packing them. A power strip or extension cord that works at home may still be too short or overloaded for the room layout.
Set up repair tables by category and place the matching tools, parts bins, sorting trays, clamps and bench vises at each station. Keep at least one clear route between tables so visitors and volunteers do not trip over cable reels.
Plan the room setup before volunteers arrive: position the reception desk, coffee station, work tables and chairs first, then run power and cover cables with cable mats. Allow at least 60 minutes for tables, tools, signage and safety equipment.
Brief volunteers on triage before opening. Decide who registers each repair, who checks whether it is safe to work on, and who manages the open table so complicated repairs do not block the queue.

Frequently asked questions

How many volunteers do I need for a repair café?: Plan for at least one reception volunteer, one triage volunteer and one repair volunteer per active work table. For four repair tables, that means roughly six volunteers before adding a coordinator or break cover.
How early should I arrive to set up a repair café?: Allow 60 to 90 minutes before doors open. The last 30 minutes are usually needed for connecting power safely, placing tools, preparing the registration list, setting up coffee and briefing volunteers.
What should I check before a repair café opens?: Check every electrical tool, extension cord, power strip and cable reel, then confirm that safety goggles, gloves, dust masks and cable mats are available. Also verify the registration list, repair categories, signage and volunteer assignments.
How should repairs be registered at a repair café?: Record the visitor, item, repair category and initial triage decision at the reception desk before sending the item to a table. Keep the printed registration list visible and reserve a few minutes every hour to update incomplete entries.

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