What you need for a Classic Car Day

A Classic Car Day needs more than display space and polished vehicles. Plan supplies for the car tour, registration, judging, catering, visitor seating and clear movement around the grounds. The items people often arrange too late are power distribution, route signage, waste bins, toilets and reliable communication between volunteers. Use this shopping list alongside your site layout and confirmed registration numbers, then adjust quantities for the expected cars, drivers and visitors.

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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
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
- Coffee - 4 packs
- Tea - 200 bags
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 4 liters
- Hot chocolate - 4 liters
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Cassis - 6 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 10 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Ice cubes - 20 kilograms
- Sandwiches - 240 pieces
- Baguettes - 12 pieces
- Unsalted butter - 2 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Ham - 3 kilograms
- Roast beef - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Egg salad - 2 kilograms
- Cucumber - 12 pieces
- Tomatoes - 5 kilograms
- Lettuce - 8 heads
- Bell peppers - 3 kilograms
- Red onion - 1 kilogram
- Grapes - 5 kilograms
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Melon - 4 pieces
- Yogurt - 4 kilogram
- Muesli - 2 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Party nuts - 6 kilogram
- Snacks - 6 bags
- Olives - 3 kilograms
- Pickles - 3 jars
- Herb butter - 2 kilograms
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Chili sauce - 2 bottles
- Salt - 1 kilogram
- Pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Olive oil - 2 liters
- Vinegar - 1 liter
- Peanut butter - 2 jars
- Jam - 3 jars
- Cookies - 8 packs
- Cake - 8 pieces
- Brownies - 6 boxes
- Lemons - 2 kilograms
- Mint - 6 bunches
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Paper plates - 300 pieces
- Wooden stirrers - 300 pieces
- Cocktail picks - 500 pieces
- Baking paper - 4 rolls
- Storage containers - 30 pieces
- Trash bags - 80 pcs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant - 2 bottles
- Sponges - 12 pieces
- Cleaning cloths - 24 pieces
- Hand soap - 6 dispensers

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

Plan one registration point with a laptop, printer, power access and spare paper. Pack a power bank as a backup, especially if confirmations or tour details must be printed on the day.
For catering, match plates, cutlery, cups and glasses to your confirmed headcount, then add about 10% spare. Serving platters, tongs, coffee pots and water jugs are easy to overlook until food service starts.
Count power outlets before bringing coffee machines, kettles, food warmers and coolers. Use extension cords and power strips only after checking the available load, and keep cables away from vehicle and visitor routes.
Prepare route signs, program boards and a megaphone before cars arrive. Walkie-talkies are useful when volunteers are spread across parking, registration, the tour start and judging area.
Set up seating and shelter before the first arrivals: party tents, folding tables, chairs or beer tables should leave clear access for vehicles. Place waste bins where people eat and gather, not only beside the entrance.

Frequently asked questions

What do I need to buy for a Classic Car Day?: Plan supplies for registration, catering, seating, power, communication, signage and waste. Typical essentials include tables and chairs, party tents, coolers, coffee equipment, serving ware, extension cords, walkie-talkies and route signs.
How many plates, cups and cutlery sets do I need for a Classic Car Day?: Start with one complete set per expected catering guest and add about 10% spare. If 100 people are eating, prepare roughly 110 plates, cups and cutlery sets, with extra glasses if drinks are served throughout the day.
How early should I arrange supplies for a Classic Car Day?: Confirm tents, furniture, toilets, catering equipment and waste collection at least 4 to 6 weeks before the event. Order prizes, printed materials and route signs early enough to allow corrections before the final registration numbers are known.
What equipment is needed for the Classic Car Day tour?: Prepare route signs, a megaphone and walkie-talkies for the start, checkpoints and finish. Have the route confirmed at least 1 week beforehand, and carry spare batteries or power banks for communication equipment.

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