Classic Car Day checklist: plan it in the right order

A Classic Car Day combines vehicle displays, a guided tour, judging, catering and visitor traffic, so small omissions quickly become visible. Start with the date, programme, permits and insurance before contacting clubs or opening registration. Then build the tour route, parking layout and volunteer plan around the expected number of cars. This checklist also covers the details people often arrange too late: toilets, power, waste collection, route signs, printed materials and prizes.

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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 date and program
2 people
Apply for permits
Check insurance
Divide up the venue and grounds
3 people
Set route for tour
2 people
Register for the tour
Create registration form
Send invitations
2 people
Contact classic car clubs
2 people
Process registrations
Collect dietary requirements
Order catering
2 people
Check power outlets
2 people
Reserve toilets
Arrange waste collection
Develop the traffic plan
2 people
Create the parking layout
2 people
Assign volunteers
2 people
Contact the competition jury
Order prizes and cups
Design program boards
Post promotion online
2 people
Have printed materials made
Prepare route signs
2 people
Confirm registrations
Check the weather forecast
Do the shopping
3 people
Fill coolers
2 people
Prepare the registration desk
2 people
Cordon off the area
4 people
Set up parking spaces
4 people
Set up tents
6 people
Set up tables
4 people
Set out chairs
4 people
Hang decorations
3 people
Place signs and direction arrows
3 people
Hang lighting
3 people
Connect the technical equipment
2 people
Prepare the buffet
4 people
Set up coffee station
2 people
Lay out name badges
2 people
Prepare the jury forms
2 people
Brief volunteers
2 people

Event

Receive participants
4 people
Guide vintage cars to their spots
4 people
Welcome visitors
3 people
Distribute program
2 people
Complete registrations
2 people
Present classic cars
2 people
Oversee the jury round
2 people
Give the tour briefing
2 people
Start the tour
5 people
Guide the tour
5 people
Manage traffic at departure
4 people
Open the buffet
3 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Provide coffee and tea
2 people
Empty trash bins
2 people
Check toilets
2 people
Inform the audience
2 people
Announce the winners
2 people
See participants off
3 people

Aftercare

Turn off music and lighting
2 people
Clear tables and chairs
5 people
Take down tents
6 people
Clean the grounds
5 people
Dispose of waste
3 people
Wash dishes
3 people
Clean materials
3 people
Remove route signs
3 people
Return borrowed items
2 people
Store leftovers refrigerated
2 people
Hand over the site
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 8
Buffet tablesqty 4
Bar stoolsqty 6
Waste binsqty 12
Changing room screenqty 2
Clothes racksqty 2
Storage cabinetsqty 2
Registration desk

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Bluetooth speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Walkie-talkiesqty 6
Megaphone
Handheld microphone
Laptop
Printer
Toolboxesqty 2
Hammerqty 2
Screwdriversqty 4
Flashlightsqty 6
Laddersqty 2
Cable reelsqty 4
Traffic conesqty 30
Crowd barriersqty 20
Conesqty 30
First aid kit
Fire extinguishersqty 3
Emergency lightingqty 2
Cash deskqty 2
Cash boxqty 2
Payment terminalsqty 2
Cash traysqty 4

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Water jugsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 3
Small bowlsqty 12
Aluminum foilqty 4
Cling filmqty 3
Gas burnersqty 2
Gas cylindersqty 2
Cold thermometersqty 4
Storage cratesqty 20
Serving jugsqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen tongsqty 8
Measuring spoonsqty 3
Oven mittsqty 4

Decorations

Buntingqty 12
Dutch flagsqty 6
Classic car postersqty 20
Name badgesqty 100
Tableclothsqty 12
Program boardsqty 8
Directional signsqty 20
Parking signsqty 12
Bib numbersqty 100
Jury formsqty 100
Prize trophiesqty 6
Winner ribbonsqty 6
Stickersqty 200
Pensqty 30
Clipboardsqty 12
Name labelsqty 150
Wristbandsqty 250
Duct tapeqty 8
Cable tiesqty 200

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 8
Batteriesqty 24

Catering

Groceries

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Work glovesqty 12
Paper binsqty 4
General waste binsqty 6
Litter pickersqty 4

Tips

Set the date, programme and permit requirements first. Allow at least 8–12 weeks for approvals, insurance checks and coordination with classic car clubs before public promotion starts.
Close registration before ordering catering and printing materials. Use the final registration list to count cars, collect dietary requirements and confirm attendance rather than relying on informal replies.
Walk or drive the tour route before the event and place route signs at every decision point. Prepare a printed route plan and give key volunteers walkie-talkies so problems can be reported without leaving their posts.
Create the parking and traffic layout before inviting large groups. Mark separate areas for display cars, tour participants, visitors, unloading and emergency access, then brief volunteers on the plan at least one week ahead.
Test power and communication equipment during the final site check. Count outlets, extension cords and power strips, and test the microphone, speakers, coffee machines and food warmers before guests arrive.

Frequently asked questions

How far in advance should I organise a Classic Car Day?: Begin planning at least 8–12 weeks before the event. That gives you time for permits, insurance, club contacts, registration, catering, printed materials and route signs.
When should Classic Car Day registration close?: Close registration 7–10 days before the event if possible. You can then confirm registrations, order the right amount of catering, prepare parking and print accurate programme materials.
How many volunteers do I need for a Classic Car Day?: Plan for at least 1 volunteer per 20–30 attending cars, plus separate people for registration, parking, the tour, catering and judging. Add extra coverage if the site has several entrances or a long route.
When should I reserve toilets and arrange waste collection?: Reserve toilets and confirm waste collection at least 3–4 weeks in advance. Recheck delivery, collection times and placement during the final site inspection, especially if tents, tables or parking areas have changed.

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