Car Show Shopping List: What to Buy and Bring

A car show needs more than cars, tables and tickets. You also need a reliable setup for registration, exhibitor information, parking, refreshments and safe movement around the display area. Plan quantities from your expected visitor and exhibitor numbers, then add a small buffer for damaged supplies, late arrivals and busy periods. The items below help you cover the details that are often ordered too late, especially signage, power equipment, drinks and serving supplies.

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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
- Coffee beans - 3 kilo
- Tea bags - 200 pieces
- Sugar sticks - 200 pieces
- Milk cups - 200 pieces
- Oat milk - 6 liters
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Apple juice - 4 packs
- Bitter lemon - 4 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Red wine - 3 bottles
- Rosé - 3 bottles
- Ice cubes - 10 kilos
- Mineral water for coffee - 12 liters
- Cheese cubes - 3 kilo
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Baby carrots - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted sticks - 6 bags
- Toast squares - 10 packs
- Crackers - 8 packs
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Stir sticks - 250 pieces
- Cocktail sticks - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 60 pieces
- Dish soap - 2 bottles
- Sponges - 12 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 48 rolls
- Toilet cleaner - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Paper towels - 12 packs
- Microfiber cloths - 20 pieces
- Nitrile gloves - 4 boxes
- Bandages - 2 boxes
- Pens - 30 pieces
- Markers - 12 pieces
- Tape - 10 rolls
- AA batteries - 24 pieces
- AAA batteries - 24 pieces

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

Order printed signs, badges, wristbands and tickets at least 7 days before the show, and keep 10% extra for replacements and walk-in visitors.
For the first hour, allow 2–3 drinks per person, then 1 drink per person for each additional hour. Chill at least half of the drinks in advance and keep the rest in coolers.
Provide 1 coffee cup, glass and plate per expected serving, plus 10% extra. A car show with 100 guests therefore needs at least 110 of each item if every guest is served once.
Count power points before setup day. Use one extension cord and one power strip for each separate registration, catering or display-lighting area, and bring 20% spare cable length.
Prepare parking and stand signage in advance: allow one clear sign at every entrance, turn or parking decision point, plus one visible number sign for each exhibitor stand.

Frequently asked questions

How many drinks do I need for a car show?: Plan for 2–3 drinks per person during the first hour and 1 drink per person for every hour after that. Add 10% extra for warm weather, exhibitors and unexpected visitors.
How many chairs should I bring to a car show?: Start with one chair per planned seated place, including registration, reception, exhibitors and catering. Add 10% spare chairs; for 100 planned seats, bring 110 chairs.
When should I order car show signage and printed materials?: Order signs, badges, tickets and wristbands at least 7 days before the event. Finish the exhibitor list and stand layout before printing so you do not need a last-minute reprint.
How many coffee cups and glasses do I need for a car show?: Allow one cup and one glass per expected serving, then add 10% spare. For 150 expected servings, prepare at least 165 cups and 165 glasses, with extra if drinks are served more than once.

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