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

Organising a car show starts with the site and schedule, not the decorations. Set the date and opening hours, secure the venue, then check permits, insurance, power and access requirements before inviting exhibitors. Once registrations are coming in, build the exhibitor, parking and visitor layouts together so cars, pedestrians and deliveries do not compete for space. The final weeks are about confirmations, signage, badges, catering and staffing. This order helps prevent the problems that are hardest to fix on the day.

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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 people
2
Reserve venue
3
Check permits
4
Check insurance
5
Contact exhibitors
2 people
6
Publish registration form
7
Send invitations
2 people
8
Post promotion on social media
9
Distribute advertisements
2 people
10
Process registrations
2 people
11
Confirm exhibitors
12
Collect dietary requirements
13
Create the parking layout
2 people
14
Create the booth layout
2 people
15
Prepare the floor plan
16
Order catering
17
Reserve barriers and fencing
18
Check power outlets
2 people
19
Check lighting plan
2 people
20
Send exhibitor information
21
Prepare visitor registration
2 people
22
Prepare name badges
2 people
23
Make route signs
2 people
24
Schedule parking stewards
25
Schedule access control
26
Schedule catering team
27
Schedule the technical team
28
Check first aid supplies
2 people
29
Check the weather forecast
30
Do the shopping
3 people
31
Inspect venue
3 people
32
Welcome exhibitors
4 people
33
Cordon off the area
4 people
34
Set up tables and chairs
4 people
35
Mark the stand area
3 people
36
Hang lighting
3 people
37
Connect power
2 people
38
Set up signage
3 people
39
Set up registration desk
2 people
40
Set up the catering area
3 people
41
Chill drinks
2 people
42
Prepare snacks
3 people
43
Set out tableware and cutlery
2 people
44
Conduct a safety check
3 people
45
Set up the press room
2 people
46
Give exhibitor briefing
2 people
47
Carrying out the final cleaning
3 people

Event

48
Staff the registration table
2 people
49
Guide parking spaces
3 people
50
Welcome visitors
3 people
51
Hand out name badges
2 people
52
Hand out maps
2 people
53
Support exhibitors
2 people
54
Open catering
3 people
55
Serve coffee and tea
2 people
56
Serve snacks
2 people
57
Refill drinks
2 people
58
Empty trash bins
2 people
59
Check toilets
2 people
60
Check the lighting
61
Guide the photo moment
2 people
62
Inform last visitors
2 people
63
Guide the exit
3 people
64
Check out exhibitors
2 people
65
Collect lost property

Aftercare

66
Close catering
3 people
67
Clean up the venue
5 people
68
Collect stand materials
4 people
69
Sort waste
3 people
70
Wash dishes
3 people
71
Clean the venue
4 people
72
Put furniture back
4 people
73
Remove decorations
3 people
74
Dismantle lighting
2 people
75
Dismantle the barriers
4 people
76
Inventory materials
2 people
77
Return borrowed materials
2 people
78
Inform vendors about the deposit
79
Register lost and found items
80
Archive photos and files
81
Organize invoices and receipts
82
Send visitor thank-you gifts
83
Send a thank-you to exhibitors

What to bring

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

Furniture

High tablesqty 12
Folding tablesqty 24
Chairsqty 80
Bar stoolsqty 12
Countersqty 4
Party tentsqty 8
Clothes racksqty 6
Bollardsqty 20
Crowd barriersqty 30

Equipment

Laptopsqty 3
Tabletsqty 4
Card machinesqty 3
Barcode scannersqty 2
Walkie-talkiesqty 8
Mobile phonesqty 4
Extension cordsqty 12
Power stripsqty 10
Cable reelsqty 6
Power banksqty 6
Handheld microphonesqty 2
Speakersqty 2
Projector
Projection screen

Lighting

LED construction lightsqty 8
String lightsqty 10
Emergency lightsqty 6
Flashlightsqty 6

Decorations

Trade show bannersqty 8
Roll-up bannersqty 6
Flagsqty 12
Tableclothsqty 24
Photo backdrop
Directional signsqty 16
Plate holdersqty 20

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 8
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Food warmersqty 4
Storage boxesqty 12

Catering

Groceries

Registration

Registration formsqty 500
Name badge holdersqty 300
Visitor badgesqty 300
Wristbandsqty 300
Cash drawerqty 2
Cash boxqty 2
Clipboardqty 10
Pen holdersqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Work glovesqty 12
Non-slip matsqty 12
Traffic conesqty 24
Protective coversqty 20

Cleaning

Waste binsqty 20
Cleaning bucketsqty 6
Floor squeegeesqty 4
Broomsqty 6
Dustpansqty 4
Mopsqty 6
Cleaning cartsqty 2

Tips

Lock the date, venue, permits and insurance before publishing registration details. Allow at least 6–8 weeks for approvals and for exhibitors to plan transport, arrival times and display requirements.
Create the booth, floor and parking layouts as soon as registrations are active. Mark vehicle spaces, pedestrian routes, entrances, barriers and emergency access before ordering furniture or printing signs.
Confirm every exhibitor twice: once when registration closes and again 7 days before the show. Include arrival windows, unloading instructions, parking rules, power availability and the final space allocation.
Treat power and lighting as an infrastructure plan, not a last-minute equipment check. Count outlets, extension cords, cable reels and power strips by area, and test the setup before exhibitors arrive.
Staff the arrival period more heavily than the quiet middle of the show. Schedule parking stewards and access control for the first 60–90 minutes, and give key staff walkie-talkies or charged mobile phones.

Frequently asked questions

How long does it take to organise a car show?: Allow 8–12 weeks for a small or medium car show, and start earlier if permits, insurance or a large venue are involved. Use the first 2 weeks for the date, venue and approvals, then open exhibitor registration.
When should I contact car show exhibitors?: Begin contacting exhibitors 6–8 weeks before the event and set a registration deadline around 3 weeks before opening. Send final arrival times, space assignments and site rules 7 days before the show.
How should I plan parking for a car show?: Separate exhibitor vehicles, visitor parking, deliveries and emergency access on the layout. Assign parking stewards for at least the first 60–90 minutes, when most congestion occurs.
When should I order catering and event equipment?: Order catering after registration numbers are stable, usually 2–3 weeks before the show, and confirm the final headcount 3–5 days beforehand. Reserve barriers, tables, lighting and power equipment at least 3–4 weeks ahead.

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.