Car Show Planning Checklist

A car show needs more than a venue and a line of vehicles. You need time to confirm exhibitors, plan visitor and vehicle movement, arrange parking control, and check power and lighting before setup begins. This checklist puts the work in a practical order, from choosing the date and securing the venue to preparing badges, route signs and access control. Use it to keep exhibitor information, registration and event-day logistics from becoming last-minute jobs.

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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

Set the trade fair date and times
2 people
Reserve venue
Check permits
Check insurance
Contact exhibitors
2 people
Publish registration form
Send invitations
2 people
Post promotion on social media
Distribute advertisements
2 people
Process registrations
2 people
Confirm exhibitors
Collect dietary requirements
Create the parking layout
2 people
Create the booth layout
2 people
Prepare the floor plan
Order catering
Reserve barriers and fencing
Check power outlets
2 people
Check lighting plan
2 people
Send exhibitor information
Prepare visitor registration
2 people
Prepare name badges
2 people
Make route signs
2 people
Schedule parking stewards
Schedule access control
Schedule catering team
Schedule the technical team
Check first aid supplies
2 people
Check the weather forecast
Do the shopping
3 people
Inspect venue
3 people
Welcome exhibitors
4 people
Cordon off the area
4 people
Set up tables and chairs
4 people
Mark the stand area
3 people
Hang lighting
3 people
Connect power
2 people
Set up signage
3 people
Set up registration desk
2 people
Set up the catering area
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set out tableware and cutlery
2 people
Conduct a safety check
3 people
Set up the press room
2 people
Give exhibitor briefing
2 people
Carrying out the final cleaning
3 people

Event

Staff the registration table
2 people
Guide parking spaces
3 people
Welcome visitors
3 people
Hand out name badges
2 people
Hand out maps
2 people
Support exhibitors
2 people
Open catering
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Check the lighting
Guide the photo moment
2 people
Inform last visitors
2 people
Guide the exit
3 people
Check out exhibitors
2 people
Collect lost property

Aftercare

Close catering
3 people
Clean up the venue
5 people
Collect stand materials
4 people
Sort waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Put furniture back
4 people
Remove decorations
3 people
Dismantle lighting
2 people
Dismantle the barriers
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Inform vendors about the deposit
Register lost and found items
Archive photos and files
Organize invoices and receipts
Send visitor thank-you gifts
Send a thank-you to exhibitors

What to bring

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

Furniture

High tablesqty 12
Folding tablesqty 24
Chairsqty 80
Bar stoolsqty 12
Countersqty 4
Party tentsqty 8
Clothes racksqty 6
Bollardsqty 20
Crowd barriersqty 30

Equipment

Laptopsqty 3
Tabletsqty 4
Card machinesqty 3
Barcode scannersqty 2
Walkie-talkiesqty 8
Mobile phonesqty 4
Extension cordsqty 12
Power stripsqty 10
Cable reelsqty 6
Power banksqty 6
Handheld microphonesqty 2
Speakersqty 2
Projector
Projection screen

Lighting

LED construction lightsqty 8
String lightsqty 10
Emergency lightsqty 6
Flashlightsqty 6

Decorations

Trade show bannersqty 8
Roll-up bannersqty 6
Flagsqty 12
Tableclothsqty 24
Photo backdrop
Directional signsqty 16
Plate holdersqty 20

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 8
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Food warmersqty 4
Storage boxesqty 12

Catering

Groceries

Registration

Registration formsqty 500
Name badge holdersqty 300
Visitor badgesqty 300
Wristbandsqty 300
Cash drawerqty 2
Cash boxqty 2
Clipboardqty 10
Pen holdersqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Work glovesqty 12
Non-slip matsqty 12
Traffic conesqty 24
Protective coversqty 20

Cleaning

Waste binsqty 20
Cleaning bucketsqty 6
Floor squeegeesqty 4
Broomsqty 6
Dustpansqty 4
Mopsqty 6
Cleaning cartsqty 2

Tips

Set the date, opening hours and venue before inviting exhibitors. Permit and insurance checks can affect the location and may take longer than expected, so complete them before publishing registration details.
Create the booth, floor and parking layouts together. Mark where vehicles, exhibitors, visitors, barriers, catering and access control will go, then use the same layout for route signs and steward briefings.
Confirm exhibitors after registration closes and send one information pack with arrival times, unloading instructions, booth positions, power details and contact numbers. This prevents repeated questions during setup.
Count power points and cable routes before bringing in equipment. Extension cords, power strips and cable reels should stay clear of visitor paths, while lighting and emergency lights need checking before the doors open.
Prepare visitor registration and name badges before event day, not during the first rush. Schedule parking stewards and access control for the full arrival period, and give them walkie-talkies or charged mobile phones.

Frequently asked questions

How early should I start planning a car show?: Start at least 8 to 12 weeks before the event. Use the first two weeks for the date, venue, permits and insurance, then allow several weeks to recruit and confirm exhibitors.
How many parking stewards does a car show need?: Plan at least 1 steward for every 50 arriving vehicles during the busiest period, with a minimum of 2 people for separate entry and parking guidance. Increase the number if vehicles use different entrances or exhibitors arrive at the same time as visitors.
When should car show exhibitors receive the event information?: Send the first information pack 2 to 3 weeks before the show, then send confirmed booth positions and arrival instructions at least 5 days before setup. Include the final layout, access route and a contact number.
What should I check before opening a car show?: Complete a final check 60 to 90 minutes before visitors arrive. Walk the parking and visitor routes, test registration equipment, lighting, microphones and power, and confirm that barriers, signs and access-control staff are in place.

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.