Car show checklist: what to arrange and when

A car show needs more than a list of vehicles and a venue. You need confirmed exhibitors, accurate car details, a workable booth layout, arrival instructions, parking control, registration, and clear signage. Start by fixing the date and opening hours, then work through registration and exhibitor logistics before ordering catering or printing materials. The final days are for checking arrival times, preparing badges and wristbands, chilling drinks, and setting up the site in a clear sequence.

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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
Compile exhibitor list
2 people
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Gather car information
2 people
Create the booth layout
2 people
Assign stand numbers
Send the setup instructions
Create parking plan
Design signage
Prepare name badges
2 people
Print info signs
Sort wristbands and tickets
2 people
Order catering
Do the shopping
2 people
Confirm the cars' arrival time
Chill drinks
2 people
Set up the registration table
2 people
Set up the reception desk
2 people
Mark booth flooring
3 people
Set up tables
3 people
Set up chairs
3 people
Set up exhibition walls
4 people
Connect lighting
2 people
Tidy away extension cords
2 people
Hang up information boards
2 people
Set up signage
2 people
Welcome exhibitors
3 people
Guide cars to the stands
4 people
Place cars on stands
4 people
Secure vehicles
2 people
Update car information
2 people
Lay out brochures by booth
2 people
Set up coffee station
2 people
Set out snacks
2 people
Carry out a lighting test
2 people
Check toilets
Check entrance and route
2 people

Event

Register visitors
3 people
Welcome visitors
2 people
Distribute program
2 people
Answer route questions
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Clean tables in between
2 people
Check toilets periodically
Check the lighting intermittently
Guide visitors to the exit
2 people
See off the last visitors
2 people

Aftercare

Clear away drinks and snacks
3 people
Gather promotional materials
3 people
Guide vehicles to the stands
4 people
Dismantle booth walls
4 people
Stack tables and chairs
3 people
Remove lighting and cables
2 people
Collect waste
3 people
Wash dishes
2 people
Sweep floors
2 people
Mop floors
2 people
Clean the restrooms
2 people
Collect lost and found items
Inventory materials
2 people
Return borrowed materials
2 people
Store leftovers refrigerated
Return venue property
2 people
Inform exhibitors about departure
Register lost and found items

What to bring

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

Furniture

Exhibition tablesqty 12
Folding chairsqty 40
Registration desksqty 2
Bar stoolsqty 6
Display wallsqty 12
Bollardsqty 24
Barrier tapeqty 6
Tableclothsqty 12
Parking signsqty 10
Floor matsqty 12

Equipment

Laptopqty 2
Tabletsqty 3
Card machinesqty 2
Label printer
Printer
Laptop locksqty 2
Mobile chargersqty 6
Extension cordsqty 10
Power stripsqty 8
LED floodlightsqty 8
Handheld megaphone
Walkie-talkiesqty 6
Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Table microphonesqty 2

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 120
Forksqty 120
Knivesqty 120
Teaspoonsqty 120
Serving plattersqty 12
Serving spoonsqty 12
Coffee spoonsqty 12

Decorations

Trade fair bannersqty 6
Flagsqty 12
Table décorqty 12
Booth sign holdersqty 12
Name badge holdersqty 30
String lightsqty 4

Catering

Coffeeqty 2
Tea
Groceries

Paper goods

Program leafletsqty 150
Booth cardsqty 12
Name badgesqty 30
Admission ticketsqty 200
Exhibitor badgesqty 30
Directional signsqty 20
Car cardsqty 20
Envelopesqty 100
Adhesive labelsqty 200

Cleaning

Waste binsqty 12
Trash bins for standsqty 12
Vacuum cleaner
Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Toilet brushesqty 4
Rubber glovesqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 6
Cooling platesqty 6
Water jugsqty 8
Drink dispensersqty 4
Bottle openersqty 4
Corkscrewsqty 3
Storage binsqty 12
Ice packsqty 24

Safety

Cable matsqty 12
Warning signsqty 8
Work glovesqty 12
Flashlightsqty 4
Fire extinguishersqty 4

Other

Toolboxesqty 2
Cable tiesqty 100
Scissorsqty 6
Staplersqty 3
Staplesqty 6
Clipboardsqty 6
Roll containersqty 4
Transport cartsqty 4

Tips

Set the date, opening hours, and exhibitor deadline first. Keep the registration form open long enough to collect car details, contact information, and dietary requirements before confirming the exhibitor list.
Create the booth layout before assigning stand numbers. Mark the floor and match each space to the correct vehicle so cars do not arrive to find that their display area is still undecided.
Send setup instructions with a specific arrival time and route. Include where exhibitors should unload, where they should park afterward, and who they should contact if a vehicle is delayed.
Treat visitor flow as a separate plan from the display layout. Prepare parking signs, bollards, barrier tape, wristbands, tickets, and information signs before the day rather than trying to organise them at the registration desk.
Allow a full setup window before opening. Put out tables, chairs, registration desks, floor mats, power supplies, and signage first; then check drinks, coffee equipment, card machines, badges, and lighting before exhibitors arrive.

Frequently asked questions

How far in advance should I organise a car show?: Start planning at least 8 to 12 weeks before the event. Use the first 2 weeks to set the date and registration process, then leave several weeks to confirm exhibitors, collect car information, and finalise the layout.
When should car show exhibitors receive setup instructions?: Send setup instructions at least 10 to 14 days before the show, then confirm the arrival time again 48 hours beforehand. Include unloading details, stand numbers, parking arrangements, and a contact number.
How many registration desks do I need for a car show?: Plan one registration desk for each queue you expect to handle at the busiest arrival period. If 60 exhibitors or visitors may arrive within 30 minutes, use at least two staffed points or separate exhibitor and visitor queues.
When should I order catering for a car show?: Confirm catering 7 to 10 days before the event, after exhibitor numbers and dietary requirements are collected. Recheck the final headcount 48 hours before opening and make sure drinks can be chilled in time.

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.