What you need for a car sharing campaign

A car sharing campaign needs more than demo cars and flyers. You will also need a workable registration desk, clear route signs, reliable power for laptops and tablets, and enough coffee and drinks for people who stop by. Plan quantities around your expected attendance and the length of the campaign. The items below cover the practical supplies people often remember only when setup has already started.

Organize this event for free with Lizzt

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
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilogram
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Spa Blauw - 6 bottles
- Sparkling water - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 3 bags
- Mixed nuts - 2 bags
- Rice cakes - 4 packs
- Wholegrain crackers - 4 packs
- Hummus - 6 tubs
- Cream cheese - 3 tubs
- Young cheese - 1,5 kilogram
- Chicken breast slices - 1 kilogram
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Grapes - 2 kilogram
- Apples - 30 pieces
- Bananas - 20 pieces
- Mini muffins - 80 pieces
- Cookies - 6 packs
- Napkins - 300 pieces
- Paper towels - 4 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfecting wipes - 3 packs
- Sponges - 2 packs
- Toilet paper - 2 packs

Tips

Plan one registration form, pen and name sticker per expected participant, plus at least 10% extra. Keep the forms on clipboards so people can register while standing.
For an outdoor campaign, allow one party tent for each main activity area, such as registration, coffee and vehicle information. Bring at least two rolls of tape and scissors for securing signs and making last-minute fixes.
Provide one reusable cup per expected guest for the busiest service period, with 10% extra. For coffee, prepare about two cups per person who is likely to stay for an hour, then match the number of coffee cups, plates and cutlery sets to that estimate.
Give every laptop or tablet access to a power source, but do not rely on one outlet: pack extension cords, power strips and one power bank per mobile device used at the registration desk. Test the mobile Wi-Fi router before the event and charge all devices the evening before.
Print route arrows and information boards before leaving for the venue, and bring spare copies of flyers and registration forms. Pack the signs together with tape and clipboards so they are available during the first setup pass, not after the demo cars are positioned.

Frequently asked questions

How many registration forms do I need for a car sharing campaign?: Prepare one form per expected participant and add at least 10% spare copies. For 50 expected participants, print 55 forms and bring at least 55 pens or shareable writing points.
How much coffee should I buy for a car sharing campaign?: Allow roughly two cups of coffee per person who stays for the first hour. For 50 visitors, plan for about 100 cups and enough coffee, milk and sugar to serve that quantity.
How many reusable cups do I need for the campaign?: Use one cup per expected guest during the busiest serving period, plus 10% extra. For 50 guests, bring at least 55 reusable cups and keep a cooler available for cold drinks.
When should I prepare the campaign supplies?: Print forms, flyers, signs and route arrows at least one day before the campaign. Charge laptops, tablets and power banks the evening before, and chill drinks several hours before opening.

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.