How to organise a car show without losing track of the details

Organising a car show starts with the exhibitor list, not the decorations. Set the date and opening hours, invite exhibitors, collect vehicle details and use that information to build the stand layout and parking plan. Confirm arrival times early, because moving cars, tables and barriers at the last minute creates delays. On the day, registration, signage, power, refreshments and clear access routes need to work before the first vehicle arrives.

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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
Set the trade fair date and times
2
Compile exhibitor list
2 people
3
Send invitations
2 people
4
Publish registration form
5
Process registrations
2 people
6
Collect dietary requirements
7
Confirm exhibitors
2 people
8
Gather car information
2 people
9
Create the booth layout
2 people
10
Assign stand numbers
11
Send the setup instructions
12
Create parking plan
13
Design signage
14
Prepare name badges
2 people
15
Print info signs
16
Sort wristbands and tickets
2 people
17
Order catering
18
Do the shopping
2 people
19
Confirm the cars' arrival time
20
Chill drinks
2 people
21
Set up the registration table
2 people
22
Set up the reception desk
2 people
23
Mark booth flooring
3 people
24
Set up tables
3 people
25
Set up chairs
3 people
26
Set up exhibition walls
4 people
27
Connect lighting
2 people
28
Tidy away extension cords
2 people
29
Hang up information boards
2 people
30
Set up signage
2 people
31
Welcome exhibitors
3 people
32
Guide cars to the stands
4 people
33
Place cars on stands
4 people
34
Secure vehicles
2 people
35
Update car information
2 people
36
Lay out brochures by booth
2 people
37
Set up coffee station
2 people
38
Set out snacks
2 people
39
Carry out a lighting test
2 people
40
Check toilets
41
Check entrance and route
2 people

Event

42
Register visitors
3 people
43
Welcome visitors
2 people
44
Distribute program
2 people
45
Answer route questions
2 people
46
Support exhibitors
2 people
47
Serve coffee and tea
2 people
48
Serve snacks
2 people
49
Refill drinks
2 people
50
Empty trash bins
2 people
51
Clean tables in between
2 people
52
Check toilets periodically
53
Check the lighting intermittently
54
Guide visitors to the exit
2 people
55
See off the last visitors
2 people

Aftercare

56
Clear away drinks and snacks
3 people
57
Gather promotional materials
3 people
58
Guide vehicles to the stands
4 people
59
Dismantle booth walls
4 people
60
Stack tables and chairs
3 people
61
Remove lighting and cables
2 people
62
Collect waste
3 people
63
Wash dishes
2 people
64
Sweep floors
2 people
65
Mop floors
2 people
66
Clean the restrooms
2 people
67
Collect lost and found items
68
Inventory materials
2 people
69
Return borrowed materials
2 people
70
Store leftovers refrigerated
71
Return venue property
2 people
72
Inform exhibitors about departure
73
Register lost and found items

What to bring

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

Furniture

Exhibition tablesqty 12
Folding chairsqty 40
Registration desksqty 2
Bar stoolsqty 6
Display wallsqty 12
Bollardsqty 24
Barrier tapeqty 6
Tableclothsqty 12
Parking signsqty 10
Floor matsqty 12

Equipment

Laptopqty 2
Tabletsqty 3
Card machinesqty 2
Label printer
Printer
Laptop locksqty 2
Mobile chargersqty 6
Extension cordsqty 10
Power stripsqty 8
LED floodlightsqty 8
Handheld megaphone
Walkie-talkiesqty 6
Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Table microphonesqty 2

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 120
Forksqty 120
Knivesqty 120
Teaspoonsqty 120
Serving plattersqty 12
Serving spoonsqty 12
Coffee spoonsqty 12

Decorations

Trade fair bannersqty 6
Flagsqty 12
Table décorqty 12
Booth sign holdersqty 12
Name badge holdersqty 30
String lightsqty 4

Catering

Coffeeqty 2
Tea
Groceries

Paper goods

Program leafletsqty 150
Booth cardsqty 12
Name badgesqty 30
Admission ticketsqty 200
Exhibitor badgesqty 30
Directional signsqty 20
Car cardsqty 20
Envelopesqty 100
Adhesive labelsqty 200

Cleaning

Waste binsqty 12
Trash bins for standsqty 12
Vacuum cleaner
Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Toilet brushesqty 4
Rubber glovesqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 6
Cooling platesqty 6
Water jugsqty 8
Drink dispensersqty 4
Bottle openersqty 4
Corkscrewsqty 3
Storage binsqty 12
Ice packsqty 24

Safety

Cable matsqty 12
Warning signsqty 8
Work glovesqty 12
Flashlightsqty 4
Fire extinguishersqty 4

Other

Toolboxesqty 2
Cable tiesqty 100
Scissorsqty 6
Staplersqty 3
Staplesqty 6
Clipboardsqty 6
Roll containersqty 4
Transport cartsqty 4

Tips

Set the date and exhibitor deadline before sending invitations. Give exhibitors a firm registration closing date so you have time to confirm vehicles, collect dietary requirements and assign stand numbers.
Gather each car’s make, model, dimensions and arrival time. Use the information to create the booth layout, mark floor positions and decide which vehicles need extra space for doors, displays or barriers.
Send setup instructions with the stand number and arrival route at least 7 days before the show. Include where exhibitors unload, when vehicles may enter and where they move after parking.
Separate the visitor route from the vehicle route. Prepare parking signs, bollards and barrier tape before setup, then mark the registration and reception areas so arriving exhibitors do not block the car entrance.
Finish the operational setup before cars arrive. Set out tables, chairs, floor mats, name badges and information signs, test the laptop, printer, card machines and radios, and chill drinks at least 2 hours before opening.

Frequently asked questions

How far in advance should I organise a car show?: Start planning at least 8 to 12 weeks before the event. Aim to confirm exhibitors and vehicle details 3 to 4 weeks beforehand, leaving the final week for the layout, signage, parking plan and supplies.
When should car exhibitors arrive?: Schedule vehicle arrivals in time slots, usually 30 to 60 minutes before public opening. Confirm each arrival time at least 7 days in advance and leave a buffer of 15 to 30 minutes between busy groups of vehicles.
How do I plan the layout for a car show?: Create the layout after collecting the vehicle details, including size and display needs. Assign stand numbers 1 to 2 weeks before the event, then mark the floor and send each exhibitor their position with the setup instructions.
How much food and drink should I order for a car show?: Use the confirmed exhibitor and expected visitor numbers rather than guessing from the venue capacity. For drinks, plan around 2 to 3 servings per person for the first hour, then 1 serving per person for each additional hour, with extra water and hot drinks.

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.