1. Repair Cafe planner - Dec 2023

	A	B	C	D	E	F	G
1	REPAIR CAFE PLANNER
2	Resources in bold can be found on our Repair Cafe Organisers' Hub
3		Task	Who's doing it?	Costs	Deadline	Done?	Notes
4	1	Hold an organisers meeting to assign tasks
5	2	Find possible venue and assess suitability with Venue checklist
6	3	Choose date (check the CCF events page for dates of other Repair Cafes, we currently have 2 toolkits so can have to Repair Cafes on the same day)
7	4	Book venue
8	5	Book a Cambridgeshire Repair Cafe Network toolkit by emailing repairnetwork@cambridgecarbonfootprint.org
9	6	Take out insurance as required in line with our Insurance Guidance
10	7	Conduct a Risk Assessment using our template
11	8	Set up a google repair cafe email account (if you want to take bookings using google forms)
12	9	Recruit repairers locally
13	10	Email (repairnetwork@cambridgecarbonfootprint.org) requirements for additional repairers to the Cambridgeshire Repair Cafe Network to be included in the monthly call for repairers. The newsletter goes out on the first Thursday of the month. Requests should be in 2 days before the newsletter date. Please remember to include a request for someone who is competent at PAT testing if you don't have somebody local
14	11	Respond to offers to repair from repairers in the network. Offers will be sent to you the week after the newsletter goes out. The spreadsheet will automatically update if offers are made later in the month. Please respond to all offers even if it's just a holding message to let repairers know when you will be able to let them know whether their help is needed.
15	12	Book an e-waste bin from the Greater Cambridge Shared Waste Partnership by emailing vicky.lacey@scambs.gov.uk
16	13	Make sure that you have a competent PAT tester to support your Repair Cafe, in line with our PAT testing policy
17	14	Set up booking system (see Booking system instructions & Example booking form)
18	15	Set up an account on the Restart Fixometer for your Repair Cafe organising group and add an event using the guidance here to put your Repair Cafe on the UK map.
19	16	Write events listing including date, time, venue, types of repair, cake offering, booking details and send to repairnetwork@cambridgecarbonfootprint.org to be added to the CCF website
20	17	Recruit general volunteers for on the day to run reception, cafe, take donations and take photos
21	18	Contact CCF to book posters and information displays on carbon footprinting, the Cambridge Climate Charter and/or the Cambridge Climate Map
22	19	Design Repair Cafe poster (you may want to include a QR code to direct people to your events listing on the CCF website)
23	20	Print posters
24	21	Distribute posters
25	22	Write Press Release including pictures
26	23	Publicise event via local media, newsletters and social media one month before event
27	24	Publicise event via local media, newsletters and social media 3 weeks before event
28	25	Publicise event via local media, newsletters and social media two weeks before event
29	26	Publicise event via local media newsletters and social media one week before event
30	27	Check bookings as they come in and follow up with request for more information/check with repairers as required
31	28	Close bookings once quota met (we usually reserve one slot per repairer for walk ins)
32	29	Assign repairs to repairers and create a jobs list for the day
33	30	Email out booking slots
34	31	Print all forms for the day: Repair Cafe Agreement and feedback forms printed double-sided (1 per repair), repairers log (1 per repairer), jobs list (1 per receptionist), registration form (1 shared between receptionists). Print more than you need - you can use them next time.
35	32	Follow up on access arrangements to venue (e.g. pick up keys)
36	33	Contact preceding and following Repair Cafes to make arrangements for toolkit pick up/drop off either directly or via Mackays
37	34	Pick up toolkit
38	35	Check sufficient cutlery, crockery, tea and coffee making facilities given number of repairers, general volunteers and expected visitors
39	36	Buy/source everything for the cafe: different types of milk, squash, teas, coffees, cakes, allergy labels for cakes, cash float, price list
40	37	Briefing for all general volunteers - we usually do this on zoom for 15 mins in the evening the week before - who's doing what on the day, where to direct people
41	38	Pre-Repair Cafe email to all repairers (bcc): final jobs list, risk assessment, PAT policy, wifi code, parking and food availability
42	39	Decorate the room (bunting is included in the toolkit)
43	40	Outdoor signage encouraging walk ins and arrows showing where to go
44	41	Safety briefing for repairers: RCDs, fire precautions, first aid
45	42	Direct booked in repairs to their allocated repairers on the jobs list
46	43	Triage walk-in repairs and ask them to wait in the cafe until suitable repairer becomes available
47	44	Look after repairers and volunteers on the day - offer regular tea, coffee and cake to all day
48	45	Pack up room and clean
49	46	Lock up and leave as arranged with venue
50	47	Enter your item data into the Restart Fixometer using the guidance here in order to estimate the emissions savings and waste prevented by your Repair Cafe and support the Open Repair Alliance campaign for the right to repair
51	48	Send out thank you email (BCC) to repairers and volunteers including summary of feedback forms
52	49	Feedback to Cambridgeshire Repair Cafe Network using feedback checklist
53	50	Return toolkit to Mackays/pass on to next Repair Cafe
54	51	Make £20 electronic transfer to cover toolkit consumables. Bank details: Cambridge Carbon Footprint; s/c: 089299; a/c: 65216648
55	52	Return displays to Cambridge Carbon Footprint
56	53	Ensure all personal information is deleted or stored in GDPR compliant manner
57	54	Repair Cafe review/debrief meeting with organisational team and start planning your next one!
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