Classic car fair checklist: what to arrange and when

A classic car fair needs more than a row of display vehicles. You have to confirm the site, permits and insurance before inviting exhibitors, then manage registrations, stall assignments, parking and visitor directions. Catering, toilets, waste collection and power are easy to leave until the last week. Use this checklist to work through the planning in sequence, with a final weather and equipment check before opening.

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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

Confirm date and location
Check permits
Check insurance
Draft participant terms and conditions
2 people
Invite exhibitors
2 people
Send visitor invitations
2 people
Open online registration form
Process registrations
2 people
Collect dietary requirements
Assign stalls
2 people
Confirm exhibitors
Order catering
Reserve toilets
Arrange waste collection
Create the parking layout
2 people
Arrange Traffic Signs
Prepare the map
Publish the program
Send directions
Check the weather forecast
Do the shopping
2 people
Check materials
3 people
Charge batteries
Prepare catering
3 people
Remind exhibitors
Inspect the site
2 people
Set out the traffic route
3 people
Check power outlets
2 people
Set up tents
6 people
Set up tables and chairs
4 people
Place booth numbers
2 people
Set up signage
3 people
Mark parking spaces
3 people
Set up registration desk
2 people
Build the catering buffet
3 people
Chill drinks
2 people
Hang decorations
2 people
Test the equipment
2 people
Welcome exhibitors
4 people
Register exhibitors
2 people
Carry out the final safety check
2 people

Event

Welcome visitors
4 people
Manage entry and registration
3 people
Arrange parking assistance
4 people
Support exhibitors
2 people
Staff the information desk
2 people
Guide the photo contest
2 people
Play music
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Do site rounds
2 people
Inform last visitors
2 people
See exhibitors off
3 people
Close the register
2 people
Collect lost property

Aftercare

Take down tents
6 people
Clear tables and chairs
4 people
Remove decorations
2 people
Pack equipment
2 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Empty coolers
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Have waste removed
Handle the deposit and keys
Archive photos and files
Send thank-you message

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 24
High tablesqty 8
Folding chairsqty 80
Beer tablesqty 10
Crowd control barriersqty 20
Parasolsqty 4

Equipment

Coolersqty 6
Speakersqty 2
Mixer
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Power banksqty 4
Cash boxesqty 2
Card machine
Walkie-talkiesqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Cooling matsqty 4
Storage boxesqty 20

Decorations

Buntingqty 12
Directional signsqty 15
Booth numbersqty 40
Information boardsqty 8
Chalkboardsqty 6
Tableclothsqty 24

Lighting

LED light stringsqty 8
Work lightsqty 4
Flashlightsqty 6

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Paper towel dispensersqty 4

Other

Dressing room racksqty 2
Hand trucksqty 3
Toolboxesqty 2
Cable tiesqty 200
Duct tapeqty 8
Measuring tapesqty 3
Clipboardsqty 8
Pensqty 30
Wristbandsqty 500
Admission ticketsqty 500
Brushesqty 4
First aid kit
Fire extinguishersqty 4

Catering

Groceries

Tips

Confirm the date and location before contacting exhibitors, then check permits, insurance and the participant terms and conditions. Aim to have these basics settled before invitations go out.
Open visitor registration early and keep one current list of exhibitors, dietary requirements and stall assignments. Send directions and parking information again during the final week.
Draw the parking layout and place traffic signs before vehicles arrive. Include space for crowd-control barriers, pedestrian routes and safe access for delivery vehicles.
Plan catering around both visitors and exhibitors, including coffee service. Reserve toilets and arrange waste collection in advance; these services are difficult to fix on the event day.
Check the forecast and inspect every item before setup: tents, tables, barriers, speakers, microphone, extension cords, card machine and charged batteries. Prepare a small backup power plan with power banks and spare cables.

Frequently asked questions

How far in advance should I organise a classic car fair?: Start at least 8 to 12 weeks before the fair. Confirm the date, location, permits and insurance first, then invite exhibitors and open visitor registration.
When should classic car fair exhibitors confirm their place?: Set a confirmation deadline around 3 to 4 weeks before the event. That gives you time to assign stalls, prepare the map and publish an accurate exhibitor list.
How many toilets do I need for a classic car fair?: Use your expected visitor count and local requirements to calculate the number, then reserve them at least 2 to 4 weeks ahead. Add extra capacity if catering, alcohol or long opening hours are planned.
When should I send directions and parking information?: Send the first practical information about 1 week before the fair and repeat it 1 to 2 days beforehand. Include the entrance, parking layout, arrival time for exhibitors and any traffic instructions.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.