Car Show Shopping List

A car show needs more than display space and vehicles. You will need equipment for exhibitor check-in, visitor registration, parking control, power distribution, lighting and clear wayfinding. Buy or hire the items that keep queues moving and protect cables, entrances and display areas. Use your expected visitor and exhibitor numbers to set quantities, then add a small spare allowance for badges, power banks and signage.

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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
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 bottles
- Orange juice - 6 bottles
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 4 bottles
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Hummus - 10 tubs
- Herb cream cheese - 10 tubs
- Young cheese - 3 kilos
- Ham joint - 2 kilos
- Smoked chicken breast - 2 kilo
- Cucumbers - 12 pieces
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 5 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Mini sandwiches - 250 pieces
- Mini croissants - 150 pieces
- Vegetarian wraps - 80 pieces
- Chicken wraps - 80 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Spice mix - 2 jars
- Napkins - 1000 pieces
- Stirrers - 500 pieces
- Straws - 300 pieces
- Cocktail sticks - 300 pieces
- Coffee filters - 3 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Pedal bin liners - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Cleaning sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Paper towels - 12 packs
- Bandages - 4 boxes
- Disposable gloves - 4 boxes
- Tape - 12 rolls
- Rope - 4 rolls
- Cable ties - 300 pieces
- Markers - 12 pieces
- Ballpoint pens - 30 pieces
- Notepads - 10 pieces
- Labels - 500 pieces
- Printer paper - 2 packs

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

Plan one registration device for every 150–200 expected visitors during the busiest arrival period. Keep spare power banks and at least one backup card machine available so check-in does not stop when a device runs flat.
Allow one folding table and two chairs for each staffed registration or information point. Add a few high tables and bar stools where exhibitors need quick conversations without creating another seated area.
Use cable reels, extension cords and power strips for each separate display or service zone rather than running one long chain across the venue. Bring cable covers or another safe way to keep walkways clear, and test every outlet before opening.
Place route signs at every entrance, parking decision point and turn toward the show area. Prepare roughly one sign for each major direction change, plus several spare signs in case weather or vehicle movements require a change.
Provide one walkie-talkie for every access-control, parking and floor-management lead, with at least two spare units. Check charging the day before and keep mobile phones and flashlights available for late arrivals or low-light areas.

Frequently asked questions

What equipment do I need for a car show?: Most car shows need registration equipment, card machines, tables, chairs, barriers, bollards, walkie-talkies, extension cords, lighting and route signs. For a basic starting point, plan one registration device per 150–200 visitors and one radio for each operational lead.
How many tables and chairs do I need for a car show?: Allow one folding table and two chairs for each staffed registration, information or exhibitor service point. Add one table per exhibitor that needs a staffed display or sales area, then keep 10% extra seating if visitors will wait or attend presentations.
How much lighting is needed for an outdoor car show?: Use emergency lights for every public exit and prepare at least one flashlight for each event-management or security lead. For evening areas, place LED construction lights at entrances, registration, parking routes and power points, then check coverage after dark at least one day before the show.
What should I buy for car show parking and crowd control?: Use bollards and crowd barriers to separate vehicles, pedestrians, queues and restricted areas. Have enough barriers to protect every crossing and entrance, plus around 10% spare, and prepare route signs before exhibitor vehicles begin arriving.

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