How to organise a car sharing campaign

A car sharing campaign needs more than a few parked vehicles and a sign-up sheet. Start by fixing the date, location and target group, then build a clear route and programme around the available demo cars. Allow time for permits, registrations and participant information before you arrange volunteers and equipment. On the day, keep registration, refreshments and vehicle demonstrations separate so visitors can move through the campaign without queues.

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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

1
Confirm date and location
2 people
2
Check permits and notifications
2 people
3
Define the target participant group
2 people
4
Prepare the schedule and route
3 people
5
Contact information providers
2 people
6
Reserve demo cars
2 people
7
Send invitations
2 people
8
Post promotional messages
2 people
9
Open the registration form
10
Process registrations
2 people
11
Collect dietary requirements
12
Schedule volunteers
2 people
13
Send participant information
2 people
14
Print registration forms
15
Check the route and parking spaces
2 people
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Collect materials
3 people

Event

19
Open venue
2 people
20
Set up tables and chairs
4 people
21
Set up party tents
4 people
22
Place information signs
3 people
23
Position demo cars
3 people
24
Set up the registration desk
2 people
25
Set up the coffee station
2 people
26
Brief volunteers
2 people
27
Welcome visitors
3 people
28
Explain car sharing
4 people
29
Guide test drives
3 people
30
Register sign-ups
2 people
31
Serve coffee and tea
2 people
32
Serve snacks
2 people
33
Refill drinks
2 people
34
Empty trash bins
2 people
35
See off the last visitors
2 people

Aftercare

36
Return the demo cars
3 people
37
Take down materials
4 people
38
Clear tables and chairs
4 people
39
Wash dishes
2 people
40
Clean the venue
4 people
41
Dispose of waste
2 people
42
Return materials
2 people
43
Follow up on registration details
2 people
44
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
High tablesqty 4
Folding chairsqty 30
Tableclothsqty 6

Equipment

Demo carsqty 3
Laptopqty 2
Tabletsqty 3
Mobile Wi-Fi router
Extension cordsqty 3
Power stripsqty 3
Power banksqty 4

Communication

Information boardsqty 8
Route arrowsqty 12
Flyersqty 250
Registration formsqty 100
Pensqty 20
Name stickersqty 100
Clipboardsqty 6

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving boardsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Scissorsqty 4
Rolls of tapeqty 6

Safety

First aid kit
Reflective vestsqty 8

Lighting

LED string lightsqty 4
Battery lanternsqty 4

Cleaning

Waste binsqty 6
Litter pickersqty 2
Broom setsqty 2

Catering

Groceries

Tips

Confirm the location and check permits or required notifications before publishing the date. Do this at least four weeks ahead if the campaign uses public space or needs temporary parking arrangements.
Open registration as soon as the route and programme are fixed, ideally three weeks before the event. Ask for contact details and dietary requirements, then send practical arrival information at least five days beforehand.
Reserve the demo cars before promoting the campaign. Match each car to a clear demonstration point and check the route, parking spaces and direction arrows in person during the week before the event.
Plan volunteer shifts in blocks of two to three hours. Assign separate people to registration, visitor questions, refreshments and vehicle demonstrations so the registration desk is not left unattended.
Set up the registration desk, information boards, coffee station and signs before positioning the demo cars. Test the laptop, tablets, mobile Wi-Fi router and power connections at least 60 minutes before opening.

Frequently asked questions

How far in advance should I organise a car sharing campaign?: Start planning at least six weeks before the campaign. Confirm the location, permits, target group and demo cars first; open registration about three weeks before the event.
How many demo cars do I need for a car sharing campaign?: Plan one demo car for each distinct service or use case you want to explain, rather than choosing a fixed number. Leave enough space for visitors to walk around every car without blocking the route.
When should I send information to registered participants?: Send the first confirmation immediately after registration and the complete practical details at least five days before the campaign. Include the arrival point, schedule, route, parking information and what participants should bring.
How long before opening should the campaign setup start?: Allow at least two hours for tables, chairs, party tents, signs, registration equipment, refreshments and demo cars. Finish testing internet access and power connections at least 60 minutes before visitors arrive.

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