What you need for a car show

A car show needs more than display space and vehicles. You will need a clear check-in point, enough seating, refreshments, power equipment, traffic controls and signs that visitors can see from the entrance. Plan quantities around your expected visitor count and the number of participating cars. The list below helps you buy or hire the practical items people often arrange too late, especially cable protection, lighting, barriers and waste collection.

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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
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 12 bags
- Mini ice pops - 100 pieces
- Mini water - 100 bottles
- White rolls - 120 pieces
- Whole wheat rolls - 60 pieces
- Ham - 3 kilos
- Young cheese - 3 kilos
- Chicken breast slices - 2 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1,5 kilo
- Cucumber - 3 kilos
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Butter - 1 kilo
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Savory nuts - 6 bags
- Apples - 6 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Cookies - 8 packs
- Brownies - 100 pieces
- Napkins - 500 pieces
- Stirrers - 300 pieces
- Paper straws - 200 pieces
- Baking paper - 2 rolls
- Aluminum trays - 100 pieces
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Cleaning product - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dish soap - 2 bottles
- Scouring sponges - 12 pieces
- Paper towels - 12 packs
- Bandages - 2 boxes
- Nitrile gloves - 4 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Gaffer Tape - 6 rolls
- Cable ties - 200 pieces
- Rope - 2 rolls
- Printer paper - 2 packs
- Ink cartridges - 2 sets

Tips

Set up one registration desk near the entrance, with enough chairs for the people checking participants in. Keep spare pens, printed participant details and power banks there so check-in does not depend on a phone battery.
For refreshments, allow roughly two to three drinks per visitor during the first hour, then one per hour after that. Use coolers for cold drinks and reserve coffee machines, kettles or hot-drink urns early if the venue has limited equipment.
Use cones and traffic cones to separate pedestrian routes, display rows and moving vehicles. Crowd-control barriers are useful at entrances and around cars that visitors must not approach closely; plan the layout before delivery day.
Count every powered item, including coffee machines, LED lighting, cameras and phone chargers, before choosing extension cords and power strips. Cover cables with cable mats wherever visitors cross them, and test the setup at least one day before the show.
Do not leave signs and lighting until the morning of the event. Prepare parking signs, the visitor map, a start and finish banner, LED work lights and battery lanterns at least 48 hours beforehand, particularly if cars arrive before sunrise or leave after dusk.

Frequently asked questions

What should I buy for a car show?: Start with refreshments, tables, chairs, a registration desk, cones, barriers, signs and waste containers. Add coolers, power equipment, cable mats, lighting, walkie-talkies and a camera according to your visitor and participant numbers.
How much seating do I need for a car show?: Provide one chair for each person expected to sit at once, plus 10% spare capacity. Tables are useful for registration, refreshments and information; plan at least one table per separate service point.
How many drinks do I need for a car show?: For the first hour, allow two to three drinks per person, then one drink per person per additional hour. Add extra water for warm weather and keep cold drinks in enough coolers to avoid long queues.
When should I arrange car show equipment?: Book hired furniture, barriers, toilets, waste collection and power equipment at least 4 to 6 weeks before the event. Finalise quantities and delivery times 7 days beforehand, then test cables, lighting and loudhailer equipment at least 24 hours before opening.

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