Our Share and Repair network hosted this very practical session about the detail of managing a repair cafe event. Members shared their experience and compared different approaches including discussion of the pros and cons of using a booking system.
Watch the event recording
You can view the full recording of the session here.
Speakers
- Lauren Hooper, Repair Cafe Glasgow
- Steve Cook, Repair Cafe Edinburgh
- Richard Evans, Black Isle Repair Cafe
We also heard contributions from Michael Gettins from Arran Repair Cafe and Martyn Welch from Remake Scotland’s Repair Hub in Crieff
The conversation
One of the key messages from the session was that there is no single “correct” way to run a repair café. Each group has developed its own systems based on its capacity, location, and resources.
- Glasgow operates a simple drop-in model with no booking system, prioritising accessibility and minimal administration. They have introduced an “At capacity” sign for very busy sessions. The group feels that queuing is part of the experience and enhances the community building element of the event.
- Edinburgh uses a booking-based approach, allocating time slots and managing requests through a shared inbox. This aids with event planning, helps reduce paperwork on the day of the event and helps manage visitor expectations.
- Black Isle combines optional pre-registration with drop-in visits, using digital tools to capture detailed data for reporting and funding.
- Arran relies on mostly paper-based systems due to limited internet connectivity. Advance booking is available via Facebook.
- ReMake has developed bespoke digital tools to track repairs, made possible because of the technical expertise of their volunteers.
This variety reflects the flexibility of the repair café model, allowing groups to evolve their approach over time. A theme common to all groups was trying to balance efficiency and minimising time spent on admin versus the need to gather data, and communicate with customers.
Why this matters
For repair cafes to be successful and welcoming community events, organisers need to find systems that help events run smoothly, can be easily managed by volunteers and help to gather data that supports funding applications and future development.
Resources
Groups referred to the following systems which they found useful.
- Slack and WhatsApp for volunteer communications.
- Doodle poll on a quarterly basis for checking volunteer availability.
- Google Docs including forms and spreadsheets for contacts, volunteer rotas, managing advanced bookings and pre registration, checking in items and keeping records of repairs and customers.
- Teamup for managing volunteer rotors and availability
- Social media and e-mail for managing advance customer enquiries.
- HubSpot combined with Gmail for a shared inbox to manage enquiries
- Eventbrite, Facebook and local paper for listing events
- Bespoke systems for tracking repairs (designed in house by specialist volunteers).
The Share and Repair Network has a full range of editable template documents that can be used and adapted by members. For further details contact Jane Owens jane@circularcommunities.scot.
The Scottish Repairers Forum is a great platform for continuing detailed conversations with other groups in Scotland.