Repair Café organising checklist

A Repair Café needs more than tables and a box of tools. You need confirmed repair volunteers, clearly assigned workstations, safe power supplies and a simple reception process before visitors arrive. This checklist takes you from confirming the venue and opening hours to setting up tools, signage, refreshments and safety controls. Use it to avoid common last-minute problems such as missing specialist tools, untested extension cords or volunteers who do not know which repair category they are covering.

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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
2 people
Publish opening hours
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm repair staff
2 people
Organize repair categories
2 people
Assign workstations
2 people
Check tools
2 people
Test extension cords
2 people
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Prepare signage
Print participant list

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up workstations
4 people
Lay out tools
3 people
Check Electrical Safety
2 people
Set up the reception desk
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Set out snacks
2 people
Hang up signage
2 people
Brief the repair team
2 people
Welcome visitors
2 people
Register repair requests
2 people
Label equipment
2 people
Carry out repairs
8 people
Guide the queue
Give repair advice
2 people
Sort waste immediately
Serve coffee and tea
2 people
Refill drinks
Refill snacks
Finish final repairs
8 people
Register borrowed items
2 people

Aftercare

Switch off tools
2 people
Clear work tables
4 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Put furniture back
4 people
Pack up materials
3 people
Check tools
2 people
Return borrowed items
2 people
Keep lost and found items
Follow up on outstanding repairs
2 people
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 and categories before assigning workstations. A table for electrical repairs needs different equipment from one for bicycles, clothing or small household items, so match each station to the repairs you actually accept.
Test every extension cord, power strip, desk lamp and soldering station before opening. Keep electrical testing equipment at the reception or safety point rather than discovering a fault when the first visitor arrives.
Set up the reception desk before the workstations are finished. Have the participant list, registration details and signage ready so arrivals can be checked in while other volunteers complete the room setup.
Allow at least 60 minutes before opening for tables, chairs, tools, safety equipment and signs. Put frequently used tools such as screwdriver sets, pliers and measuring tapes where volunteers can reach them without crossing the room.
Plan refreshments around the opening period, not after setup. Prepare the kettle or coffee machine, chill drinks and place snacks where they are separate from tools, cables and repair materials; also check recorded dietary requirements before shopping.

Frequently asked questions

How early should I set up a Repair Café?: Allow at least 60 minutes before the published opening time. Use that time to arrange tables and workstations, lay out tools, test electrical equipment, open the reception desk and hang the signs.
How many workstations does a Repair Café need?: There is no fixed number; base it on the repair categories and confirmed repair staff. Give each category a clearly marked table and allow enough space for tools, chairs, safety equipment and visitors waiting for help.
What safety equipment is needed for a Repair Café?: Provide safety goggles and work gloves at repair stations, plus ear defenders where tools are noisy. Check power strips, extension cords and electrical test equipment before opening, and keep waste bins close to each work area.
When should I send Repair Café invitations and process registrations?: Publish the date, location and opening hours before sending invitations, then process registrations as they arrive. Print the participant list shortly before the event and check dietary requirements before buying refreshments.

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.