Car Sharing Campaign Checklist: Plan It Step by Step

A car sharing campaign needs more than demo cars and a few promotional posts. You need a clear route, permission to use the location, a registration process, reliable connectivity and enough volunteers to guide visitors. Start by confirming the date and target group, then build the schedule around demonstrations, information sessions and arrivals. Use this checklist to keep planning, communication and the event-day setup in the right order.

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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
Check permits and notifications
2 people
Define the target participant group
2 people
Prepare the schedule and route
3 people
Contact information providers
2 people
Reserve demo cars
2 people
Send invitations
2 people
Post promotional messages
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Send participant information
2 people
Print registration forms
Check the route and parking spaces
2 people
Do the shopping
2 people
Chill drinks
2 people
Collect materials
3 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Place information signs
3 people
Position demo cars
3 people
Set up the registration desk
2 people
Set up the coffee station
2 people
Brief volunteers
2 people
Welcome visitors
3 people
Explain car sharing
4 people
Guide test drives
3 people
Register sign-ups
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
See off the last visitors
2 people

Aftercare

Return the demo cars
3 people
Take down materials
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Clean the venue
4 people
Dispose of waste
2 people
Return materials
2 people
Follow up on registration details
2 people
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
High tablesqty 4
Folding chairsqty 30
Tableclothsqty 6

Equipment

Demo carsqty 3
Laptopqty 2
Tabletsqty 3
Mobile Wi-Fi router
Extension cordsqty 3
Power stripsqty 3
Power banksqty 4

Communication

Information boardsqty 8
Route arrowsqty 12
Flyersqty 250
Registration formsqty 100
Pensqty 20
Name stickersqty 100
Clipboardsqty 6

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving boardsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Scissorsqty 4
Rolls of tapeqty 6

Safety

First aid kit
Reflective vestsqty 8

Lighting

LED string lightsqty 4
Battery lanternsqty 4

Cleaning

Waste binsqty 6
Litter pickersqty 2
Broom setsqty 2

Catering

Groceries

Tips

Check the location and route at least 2–3 weeks before the campaign. Confirm parking spaces, vehicle access, power availability and where information signs and route arrows can be placed.
Open registration early enough to process participant details and dietary requirements before sending final information. Keep printed registration forms, pens, name stickers and clipboards at the registration desk as a backup.
Reserve demo cars before publishing the invitations, and assign a clear position for each vehicle. Visitors should be able to see the cars without blocking the registration area, coffee station or walking route.
Test the laptop, tablets and mobile Wi-Fi router before the event. Bring power banks, extension cords and power strips so registration and information services can continue if a socket is out of reach.
Set up the venue in a fixed order: tables and chairs first, then tents, signs, registration, coffee and demo cars. Chill drinks before opening and keep reusable cups, coffee cups, plates and cutlery together at the serving area.

Frequently asked questions

How early should I start planning a car sharing campaign?: Start at least 6–8 weeks before the campaign. That gives you time to confirm the date and location, check permits, reserve demo cars, contact information providers and open registration.
How many volunteers do I need for a car sharing campaign?: Plan for at least 1 volunteer at registration, 1 person guiding visitors and 1 person supporting the demo cars or information area. Add one extra volunteer if the campaign has several arrival waves or more than 30 participants.
When should I check the route and parking spaces?: Check the route and parking spaces 2–3 weeks before the event, then verify them again during the final week. Confirm that the demo cars can arrive, park and leave without blocking visitors or emergency access.
What equipment should I test before the campaign?: Test the laptop, tablets, mobile Wi-Fi router, coffee machines and kettles at least 3 days beforehand. Charge power banks, check extension cords and power strips, and keep printed registration forms available if the digital setup fails.

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