How to organise a car market without losing control

A car market needs more than a row of stalls and a few parking spaces. Start by confirming the site, permits and insurance, then build the exhibitor process around registration, pitch allocation and payment. The traffic plan should be ready before you promote the event, because vehicles, visitors, exhibitors and deliveries all compete for space. Use the final week to confirm numbers, catering, signage, power and weather arrangements rather than trying to solve them on the day.

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

1
Record the location and grounds
2 people
2
Check permits
3
Check market insurance
4
Contact suppliers and exhibitors
2 people
5
Publish registration form
6
Send invitations
2 people
7
Promote auto market online
2 people
8
Process registrations
2 people
9
Assign pitch locations
2 people
10
Confirm payment arrangements
11
Collect dietary requirements
12
Place catering order
13
Confirm reservations
14
Develop the traffic plan
2 people
15
Create the parking layout
2 people
16
Print exhibitor list
17
Prepare route signs
2 people
18
Make stall numbers
19
Count wristbands and vouchers
2 people
20
Prepare cash
2 people
21
Test payment terminals
2 people
22
Check the weather forecast
23
Send final instructions to exhibitors
24
Pick up groceries
2 people
25
Bring materials to the venue
3 people
26
Cordon off the area
4 people
27
Set up traffic signs
3 people
28
Set up parking spaces
4 people
29
Mark stalls
3 people
30
Build party tents
4 people
31
Set up tables and chairs
4 people
32
Hang up booth numbers
2 people
33
Set up the registration desk
2 people
34
Set up payment points
2 people
35
Connect power points
2 people
36
Hang lighting
3 people
37
Set up the catering area
3 people
38
Chill drinks
2 people
39
Prepare coffee and tea
2 people
40
Prepare snacks
3 people
41
Place waste stations
2 people
42
Set out first aid kit
43
Check site safety
2 people

Event

44
Welcome exhibitors
4 people
45
Show exhibitors to their spots
4 people
46
Open the entrance
3 people
47
Welcome visitors
3 people
48
Process entry payments
2 people
49
Hand out program information
2 people
50
Direct traffic to parking areas
4 people
51
Support exhibitors
2 people
52
Serve catering
4 people
53
Serve coffee and tea
2 people
54
Refill drinks
2 people
55
Refill snacks
2 people
56
Empty trash bins
2 people
57
Check the grounds and walkways
2 people
58
Check the lighting
59
Inform last visitors
2 people
60
Guide the exit
3 people
61
Let exhibitors drive out
4 people

Aftercare

62
Close the register
2 people
63
Chill leftover catering
2 people
64
Clear tables and chairs
4 people
65
Take down party tents
4 people
66
Remove traffic signs
3 people
67
Remove barricades
3 people
68
Collect waste
4 people
69
Clean the grounds
4 people
70
Clean tableware and supplies
3 people
71
Count inventory
2 people
72
Collect lost and found items
73
Return materials
3 people
74
Take waste to the collection point
2 people
75
Return payment devices
76
Hand over the site
2 people
77
Call Exhibitors Back

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Beer tablesqty 8
Folding chairsqty 40
High tablesqty 6
Folding benchesqty 6
Garment coversqty 12
Tableclothsqty 12
Cash desk tableqty 2
Brochure racksqty 4

Equipment

Payment terminalsqty 2
Cash drawersqty 2
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 4
Coolersqty 6
Speakersqty 2
Microphone
Battery chargersqty 4
Mobile phone chargersqty 4

Lighting

LED lampsqty 12
String lightsqty 6
Work lightsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Entrance banner
Directional signsqty 12
Booth numbersqty 40
Info boardsqty 6

Safety

Crowd control barriersqty 30
Traffic conesqty 40
Barrier tapeqty 4
First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 6
Fire extinguishersqty 4

Tableware

Reusable cupsqty 300
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Small bowlsqty 20
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Food warmersqty 4
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 6
Ice packsqty 24

Cleaning

Waste binsqty 12
Trash bag holdersqty 8
Broom setsqty 4
Litter pickersqty 4
Mop setsqty 3
Bucketsqty 6
Hand soap dispensersqty 6
Towel dispensersqty 6

Paper goods

Admission ticketsqty 400
Exhibitor passesqty 100
Program flyersqty 400
Floor plansqty 300
Receipt rollsqty 10
Notepadsqty 6
Pensqty 24
Sticky notesqty 12

Tools

Hammerqty 2
Screwdriver setsqty 2
Pliersqty 4
Cable tiesqty 200
Duct tapeqty 6
Ground anchorsqty 24

Catering

Groceries

Tips

Record the grounds before assigning pitches. Mark entrances, exits, pedestrian routes, parking, catering and emergency access, then use the same layout for stall numbers and exhibitor instructions.
Set a registration deadline at least 7 days before the market. This gives you time to process applications, assign pitches, confirm payment arrangements and print an accurate exhibitor list.
Separate vehicle movement from visitor movement in the traffic plan. Put route signs and directional signs in place before opening, and keep one clearly marked access route available for deliveries and emergencies.
Test payment terminals, cash drawers, extension cords and cable reels at least 24 hours beforehand. Bring chargers and a backup payment method, because a busy entrance is the worst place to discover a power or connection problem.
Send final instructions to exhibitors 2 to 3 days before the event. Include arrival time, pitch number, unloading rules, parking instructions, payment details and what happens if the weather changes.

Frequently asked questions

How early should I start organising a car market?: Start at least 8 to 12 weeks before the market. Use the first 2 weeks to confirm the location, permits, insurance and supplier requirements before opening exhibitor registration.
When should car market exhibitors register?: Close registration about 7 days before the event. You need that week to assign pitches, confirm payments, print the exhibitor list and send final arrival instructions.
How many parking spaces do I need for a car market?: Calculate spaces separately for exhibitors, visitors, staff and deliveries. As a starting point, allow one exhibitor pitch per registered seller, then add at least 20% extra visitor capacity and keep access routes clear.
When should I prepare the traffic plan for a car market?: Create the first traffic plan before advertising starts and finalise it after registrations close. Recheck it 2 to 3 days before the market, when you know the number of exhibitors, vehicles and delivery movements.

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.