Classic Car Market Checklist

A classic car market needs more than display space and a date. You must coordinate exhibitors, vehicle access, pitch locations, visitor parking, catering, toilets and clear traffic routes before setup day. This checklist puts the work in a practical order, from confirming the venue and permits to checking equipment and weather before opening. It also covers the small details that are often left too late, such as stand numbers, payment equipment, dietary requirements and volunteer communication.

Organize this event for free with Lizzt

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
2 people
Check permits
Check insurance
Contact exhibitors
2 people
Send invitations
2 people
Publish registration form
Process registrations
2 people
Assign pitch locations
2 people
Send confirmations
Collect dietary requirements
Book catering
Arrange waste collection
Reserve toilet facilities
Make a traffic plan
2 people
Create the parking layout
2 people
Prepare the layout
Inform exhibitors
Schedule volunteers
2 people
Design route signs
Place promotion
2 people
Check the weather forecast
Do the shopping
2 people
Check materials
2 people
Set out tools
2 people
Inspect venue
2 people
Cordon off the area
3 people
Check power outlets
2 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
2 people
Mark stalls
3 people
Put up route signs
2 people
Mark parking spaces
3 people
Hang lighting
3 people
Hang up decorations
2 people
Set up the registration table
2 people
Set up the catering table
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Lay out cash

Event

Welcome exhibitors
3 people
Check in exhibitors
2 people
Direct vehicles to their spots
4 people
Welcome visitors
2 people
Sell admission tickets
2 people
Direct parking
3 people
Staff the information desk
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Do site rounds
2 people
Check the lighting
Check out exhibitors
2 people
See visitors out
2 people
Carry out the final check
2 people

Aftercare

Clear tables and chairs
4 people
Take down party tents
4 people
Remove lighting
3 people
Remove signs and barriers
3 people
Collect waste
3 people
Sweep the grounds
2 people
Wash dishes
2 people
Clean coolers
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Leave venue clean
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 10
Folding chairsqty 30
Registration desk
Waste binsqty 8

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 6
Card machinesqty 2
Walkie-talkiesqty 6
Megaphonesqty 2

Lighting

String lightsqty 8
LED lampsqty 12
Work lightsqty 4

Decorations

Buntingqty 10
Dutch flagsqty 6
Directional signsqty 12
Information boardsqty 8
Stand number signsqty 12

Safety

Crowd control barriersqty 12
Traffic conesqty 20
Warning tapeqty 4
Fire extinguishersqty 4
First aid kitsqty 2
Vestsqty 12
Flashlightsqty 6

Market supplies

Vendor formsqty 50
Wristbandsqty 500
Admission ticketsqty 500
Petty cash registersqty 2
Receiptsqty 4
Clipboardsqty 6
Ballpoint pensqty 24
Waterproof markersqty 12
Measuring tapesqty 4
Cable tiesqty 200
Duct tapeqty 6
Ropeqty 4

Tableware

Reusable cupsqty 300
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 8
Coffee spoonsqty 100
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving tongsqty 8
Cooling racksqty 4

Cleaning

Broomqty 3
Litter pickersqty 3
Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Hand broomsqty 3

Catering

Groceries

Tips

Confirm the date, venue and permits before inviting exhibitors. Check insurance at the same stage, because changing the location or event format later can affect your cover.
Set a registration deadline early enough to assign pitch locations and send confirmations. Leave at least several days between the deadline and the market so you can place late entries without rebuilding the layout.
Separate vehicle movement from visitor walking routes. Mark parking, exhibitor access and pedestrian areas with cones, barriers and directional signs before stalls and tables arrive.
Book catering, toilets and waste collection after you have a realistic registration count. Recheck quantities when registrations close, especially if exhibitors have submitted dietary requirements.
Do a final venue inspection before opening, not only during setup. Test coffee machines, card machines, extension cords, lighting and walkie-talkies, and make sure first-aid kits and fire extinguishers are easy to reach.

Frequently asked questions

How far in advance should I organise a classic car market?: Start planning at least 8 to 12 weeks before the market. Confirm the venue, permits, insurance and exhibitor contacts first; publish registration only after those basics are secure.
When should classic car market exhibitors receive their pitch locations?: Assign pitches after registration closes and send confirmations several days before the event. Include the arrival route, stand number, parking instructions and any setup time in the same message.
How do I plan parking for a classic car market?: Create separate areas for exhibitor vehicles, visitor parking, unloading and emergency access. Mark the layout with traffic cones and directional signs, then brief volunteers before gates open.
What should I check on the morning of a classic car market?: Inspect the venue, signage, stalls, power connections, toilets, waste bins and safety equipment before visitors arrive. Allow at least 60 minutes for this final walk-through so missing materials can still be moved into place.

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.