Car market planning checklist

A car market needs more than exhibitors and vehicles: visitors must be able to find the entrance, park safely, pay easily and move through the site without confusion. Start by recording the grounds and checking permits, insurance and power access. Then manage registrations, assign pitches and confirm suppliers before building the traffic and parking layout. In the final week, send exhibitors clear instructions, prepare signs and wristbands, test payment equipment and check the weather before bringing everything to the venue.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record the location and grounds
2 people
Check permits
Check market insurance
Contact suppliers and exhibitors
2 people
Publish registration form
Send invitations
2 people
Promote auto market online
2 people
Process registrations
2 people
Assign pitch locations
2 people
Confirm payment arrangements
Collect dietary requirements
Place catering order
Confirm reservations
Develop the traffic plan
2 people
Create the parking layout
2 people
Print exhibitor list
Prepare route signs
2 people
Make stall numbers
Count wristbands and vouchers
2 people
Prepare cash
2 people
Test payment terminals
2 people
Check the weather forecast
Send final instructions to exhibitors
Pick up groceries
2 people
Bring materials to the venue
3 people
Cordon off the area
4 people
Set up traffic signs
3 people
Set up parking spaces
4 people
Mark stalls
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Hang up booth numbers
2 people
Set up the registration desk
2 people
Set up payment points
2 people
Connect power points
2 people
Hang lighting
3 people
Set up the catering area
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Place waste stations
2 people
Set out first aid kit
Check site safety
2 people

Event

Welcome exhibitors
4 people
Show exhibitors to their spots
4 people
Open the entrance
3 people
Welcome visitors
3 people
Process entry payments
2 people
Hand out program information
2 people
Direct traffic to parking areas
4 people
Support exhibitors
2 people
Serve catering
4 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check the grounds and walkways
2 people
Check the lighting
Inform last visitors
2 people
Guide the exit
3 people
Let exhibitors drive out
4 people

Aftercare

Close the register
2 people
Chill leftover catering
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove traffic signs
3 people
Remove barricades
3 people
Collect waste
4 people
Clean the grounds
4 people
Clean tableware and supplies
3 people
Count inventory
2 people
Collect lost and found items
Return materials
3 people
Take waste to the collection point
2 people
Return payment devices
Hand over the site
2 people
Call Exhibitors Back

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Beer tablesqty 8
Folding chairsqty 40
High tablesqty 6
Folding benchesqty 6
Garment coversqty 12
Tableclothsqty 12
Cash desk tableqty 2
Brochure racksqty 4

Equipment

Payment terminalsqty 2
Cash drawersqty 2
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 4
Coolersqty 6
Speakersqty 2
Microphone
Battery chargersqty 4
Mobile phone chargersqty 4

Lighting

LED lampsqty 12
String lightsqty 6
Work lightsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Entrance banner
Directional signsqty 12
Booth numbersqty 40
Info boardsqty 6

Safety

Crowd control barriersqty 30
Traffic conesqty 40
Barrier tapeqty 4
First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 6
Fire extinguishersqty 4

Tableware

Reusable cupsqty 300
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Small bowlsqty 20
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Food warmersqty 4
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 6
Ice packsqty 24

Cleaning

Waste binsqty 12
Trash bag holdersqty 8
Broom setsqty 4
Litter pickersqty 4
Mop setsqty 3
Bucketsqty 6
Hand soap dispensersqty 6
Towel dispensersqty 6

Paper goods

Admission ticketsqty 400
Exhibitor passesqty 100
Program flyersqty 400
Floor plansqty 300
Receipt rollsqty 10
Notepadsqty 6
Pensqty 24
Sticky notesqty 12

Tools

Hammerqty 2
Screwdriver setsqty 2
Pliersqty 4
Cable tiesqty 200
Duct tapeqty 6
Ground anchorsqty 24

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the market. Use the final list to assign pitch locations, print exhibitor information and send each exhibitor arrival, parking and setup instructions.
Draw the traffic and parking plan before assigning pitches. Mark the entrance, exit, pedestrian routes, exhibitor spaces and emergency access, then prepare route signs and booth numbers to match the plan.
Confirm permits, market insurance and supplier arrangements no later than 2–3 weeks before the event. Late checks can affect the layout, catering order and whether exhibitors are allowed on the grounds.
Prepare payments at least one day in advance: count the cash, charge phones and payment terminals, test every terminal and pack cash drawers, extension cords, power strips and cable reels together.
Check the forecast 48 hours before opening and send final instructions to exhibitors the same day. Keep tents, tables, lighting, chargers and directional signs together so the setup team can unload them in the order they are needed.

Frequently asked questions

How far in advance should I organise a car market?: Start planning at least 6–8 weeks before the market. Check permits and insurance first, then open registration, contact suppliers and leave the final 7 days for pitch assignments, payments, signage and exhibitor instructions.
When should car market exhibitor registration close?: Close registration around 7 days before the event. This gives you time to process entries, assign pitches, print the exhibitor list and confirm catering quantities.
How do I plan parking for a car market?: Create the parking and traffic layout before exhibitors arrive, ideally 1–2 weeks ahead. Separate exhibitor access from visitor parking, keep an emergency route clear and use signs for the entrance, exit and pedestrian areas.
What should I check the day before a car market?: Check the weather, charge payment terminals and phones, count cash, pack wristbands and vouchers, and confirm catering and reservations. Also make sure route signs, booth numbers, tables, tents, power equipment and lighting are ready for transport.

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.