Car Show Planning Checklist

A car show needs more than a date, a venue and a list of vehicles. You need a workable parking layout, clear traffic routes, participant instructions and a registration process that does not create a queue at the entrance. Start with the venue capacity and permit requirements, then build the plan around vehicle arrival times, visitor flow, safety and basic facilities. This checklist covers the practical work from the first booking through event-day coordination.

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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 venue capacity
Arrange event insurance
Check required permit
Apply for a permit
Invite car participants
2 people
Send visitor invitations
2 people
Open online registration form
Post promotion on social media
2 people
Distribute promotional posters
3 people
Process registrations
2 people
Collect dietary requirements
Gather car information
2 people
Create participant groups
2 people
Create the parking layout
2 people
Make parking lot reservation
Arrange waste collection booking
Make reservation for tables and chairs
Check the toilet reservation
Develop traffic route
2 people
Develop safety plan
2 people
Confirm participants' contact details
2 people
Send participant instructions
2 people
Design parking signs
Create a visitor map
Make name badges for participants
2 people
Print information signs
2 people
Prepare route signs
2 people
Take inventory of supplies
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Print car registration list
Prepare catering
4 people
Carry out a site check
2 people
Cordon off the area
4 people
Set out the parking route
4 people
Set up tables and chairs
5 people
Set up registration desk
3 people
Mark car spaces
4 people
Place information signs
3 people
Hang decorations
3 people
Connect lighting
2 people
Secure power outlets
2 people
Receive cars
5 people
Guide cars into parking spaces
5 people
Post car information
3 people
Chill drinks
3 people
Prepare snacks
4 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Hand out wristbands
2 people
Arrange parking assistance
4 people
Staff the information desk
2 people
Guide cars to the route
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Check toilets
2 people
Restock toiletries
Photograph cars and visitors
2 people
Distribute audience voting
2 people
Collect audience votes
2 people
Support awards ceremony
3 people
Open the departure route
3 people
Guide departing cars
4 people
Guide visitors to the exit
2 people
Close registration desk
2 people
Ensure cars leave safely
4 people

Aftercare

Cool leftover food
2 people
Collect tableware
3 people
Dismantle tables and chairs
5 people
Remove decorations
3 people
Disconnect lighting
2 people
Remove parking signs
3 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Clean equipment
2 people
Check materials
2 people
Store usable materials
3 people
Return rental items
3 people
Dispose of waste
2 people
Register lost and found items
Select participant photos
2 people
Send thank-you message
Share photos with participants
Check invoices and deposit

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Registration desk
Bar stoolsqty 6
Crowd control barriersqty 24
Conesqty 40
Traffic conesqty 30

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Handheld megaphone
Walkie-talkiesqty 6
Cameraqty 2
Power banksqty 4

Lighting

LED light stringsqty 8
LED work lightsqty 6
Battery lanternsqty 8

Decorations

Start and finish bannerqty 2
Buntingqty 8
Balloonsqty 100
Balloon weightsqty 8
Tableclothsqty 12
Prize trophiesqty 3
Photo backdrop
Photo wall standsqty 2

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Serving spoonsqty 12
Coffee spoonsqty 80

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Ice packsqty 24
Thermos bottlesqty 4
Food containersqty 12
Aluminum foilqty 2
Food storage containersqty 12

Safety

Fire extinguishersqty 4
First aid kitsqty 2
Safety vestsqty 12
Work glovesqty 12
Flashlightsqty 6

Registration

Name badgesqty 50
Wristbandsqty 200
Markersqty 12
Ballpoint pensqty 30
Clipboardsqty 8
Ballot slipsqty 200
Cash register or cash box
Cash change

Cleaning

Broomqty 4
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Trash binsqty 12
Waste binsqty 4
Cleaning clothsqty 24

Communication

Parking signsqty 12
Route arrowsqty 20
Information boardsqty 12
Program leafletsqty 200
Floor plansqty 200
Table displaysqty 20

Catering

Groceries

Tips

Confirm the venue capacity before inviting participants. Count display vehicles, visitors, staff and service areas separately, then leave clear space for arrival, emergency access and pedestrian routes.
Create the parking layout before sending participant instructions. Group vehicles by category or display area, mark each space clearly and share arrival details at least 7 days before the show.
Open online registration early and collect vehicle details, contact information and dietary requirements in one form. Close or review registrations 1–2 weeks before the event so you can assign spaces and create participant groups.
Treat traffic management as a separate plan from parking. Use cones, barriers and signs to keep vehicles away from visitor paths, and give marshals walkie-talkies so they can respond without leaving their posts.
Check power, lighting and facilities during a site walk-through at least 1 day before opening. Test extension cords, power strips, cable mats, registration equipment and work lights before vehicles and visitors arrive.

Frequently asked questions

How early should I start planning a car show?: Start at least 8–12 weeks before the event. That gives you time to confirm the location, check permits and insurance, open registration, promote the show and produce the parking and safety plans.
How many cars can I fit at a car show?: Use the venue’s usable display area rather than its total site size. Allow space for each vehicle, access lanes, pedestrian routes, emergency access and visitor facilities; finalize the count after drawing the parking layout, not before.
When should I send car show participant instructions?: Send the first instructions at least 7 days before the event, once parking spaces and arrival routes are confirmed. Include the arrival time, assigned area, contact details, traffic route and what participants should bring.
Do I need a permit for a car show?: Check with the relevant local authority as soon as the date and location are known, preferably 8–12 weeks ahead. Requirements can depend on expected attendance, road use, noise, temporary structures and traffic arrangements.

Start this plan in Lizzt

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