How to organise a Classic Car Day

A Classic Car Day needs more than a display area and a few banners. Start by fixing the date, programme and tour route, then handle permits, insurance and traffic arrangements before inviting exhibitors. Registration numbers determine parking, catering, toilets and volunteer cover, so set a confirmation deadline early. On the day, clear signage, reliable communications and a timed judging and awards programme keep cars, visitors and the tour moving safely.

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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 date and program
2 people
2
Apply for permits
3
Check insurance
4
Divide up the venue and grounds
3 people
5
Set route for tour
2 people
6
Register for the tour
7
Create registration form
8
Send invitations
2 people
9
Contact classic car clubs
2 people
10
Process registrations
11
Collect dietary requirements
12
Order catering
2 people
13
Check power outlets
2 people
14
Reserve toilets
15
Arrange waste collection
16
Develop the traffic plan
2 people
17
Create the parking layout
2 people
18
Assign volunteers
2 people
19
Contact the competition jury
20
Order prizes and cups
21
Design program boards
22
Post promotion online
2 people
23
Have printed materials made
24
Prepare route signs
2 people
25
Confirm registrations
26
Check the weather forecast
27
Do the shopping
3 people
28
Fill coolers
2 people
29
Prepare the registration desk
2 people
30
Cordon off the area
4 people
31
Set up parking spaces
4 people
32
Set up tents
6 people
33
Set up tables
4 people
34
Set out chairs
4 people
35
Hang decorations
3 people
36
Place signs and direction arrows
3 people
37
Hang lighting
3 people
38
Connect the technical equipment
2 people
39
Prepare the buffet
4 people
40
Set up coffee station
2 people
41
Lay out name badges
2 people
42
Prepare the jury forms
2 people
43
Brief volunteers
2 people

Event

44
Receive participants
4 people
45
Guide vintage cars to their spots
4 people
46
Welcome visitors
3 people
47
Distribute program
2 people
48
Complete registrations
2 people
49
Present classic cars
2 people
50
Oversee the jury round
2 people
51
Give the tour briefing
2 people
52
Start the tour
5 people
53
Guide the tour
5 people
54
Manage traffic at departure
4 people
55
Open the buffet
3 people
56
Serve snacks
3 people
57
Serve drinks
3 people
58
Refill drinks
2 people
59
Provide coffee and tea
2 people
60
Empty trash bins
2 people
61
Check toilets
2 people
62
Inform the audience
2 people
63
Announce the winners
2 people
64
See participants off
3 people

Aftercare

65
Turn off music and lighting
2 people
66
Clear tables and chairs
5 people
67
Take down tents
6 people
68
Clean the grounds
5 people
69
Dispose of waste
3 people
70
Wash dishes
3 people
71
Clean materials
3 people
72
Remove route signs
3 people
73
Return borrowed items
2 people
74
Store leftovers refrigerated
2 people
75
Hand over the site
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 8
Buffet tablesqty 4
Bar stoolsqty 6
Waste binsqty 12
Changing room screenqty 2
Clothes racksqty 2
Storage cabinetsqty 2
Registration desk

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Bluetooth speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Walkie-talkiesqty 6
Megaphone
Handheld microphone
Laptop
Printer
Toolboxesqty 2
Hammerqty 2
Screwdriversqty 4
Flashlightsqty 6
Laddersqty 2
Cable reelsqty 4
Traffic conesqty 30
Crowd barriersqty 20
Conesqty 30
First aid kit
Fire extinguishersqty 3
Emergency lightingqty 2
Cash deskqty 2
Cash boxqty 2
Payment terminalsqty 2
Cash traysqty 4

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Water jugsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 3
Small bowlsqty 12
Aluminum foilqty 4
Cling filmqty 3
Gas burnersqty 2
Gas cylindersqty 2
Cold thermometersqty 4
Storage cratesqty 20
Serving jugsqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen tongsqty 8
Measuring spoonsqty 3
Oven mittsqty 4

Decorations

Buntingqty 12
Dutch flagsqty 6
Classic car postersqty 20
Name badgesqty 100
Tableclothsqty 12
Program boardsqty 8
Directional signsqty 20
Parking signsqty 12
Bib numbersqty 100
Jury formsqty 100
Prize trophiesqty 6
Winner ribbonsqty 6
Stickersqty 200
Pensqty 30
Clipboardsqty 12
Name labelsqty 150
Wristbandsqty 250
Duct tapeqty 8
Cable tiesqty 200

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 8
Batteriesqty 24

Catering

Groceries

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Work glovesqty 12
Paper binsqty 4
General waste binsqty 6
Litter pickersqty 4

Tips

Set the tour route before promoting the event, then drive it yourself and record approximate timings, stopping points and any narrow or difficult sections. Prepare route signs and keep a printed route copy with the event team.
Close registrations at least 7 days before the event so you can finalise parking spaces, catering quantities, dietary requirements, name lists and tour places. Send confirmations with arrival instructions and the latest programme.
Create the traffic and parking layout before assigning volunteers. Give each marshal a defined area, a way to contact the coordinator, and a simple plan showing exhibitor parking, visitor parking and emergency access.
Check every power point before delivery day and match equipment to the available supply. Test coffee machines, kettles, food warmers, speakers, microphones and extension leads together rather than discovering a problem during setup.
Schedule judging, announcements and prize presentations with exact times on the programme boards. Order prizes and cups early enough to allow for delivery, and keep the jury’s contact details with the event coordinator.

Frequently asked questions

How far in advance should I plan a Classic Car Day?: Start planning at least 3 to 6 months ahead. Apply for permits, check insurance and reserve toilets and catering before invitations go out; leave the final 7 days for confirmed numbers and operational checks.
How many volunteers do I need for a Classic Car Day?: Plan at least 1 volunteer for each key operating area, such as arrival, parking, registration, catering, judging support and the tour. Add one coordinator for roughly every 10 to 15 volunteers so instructions do not get lost.
When should classic car registrations close?: Close registrations 7 days before the event. That gives you time to process entries, confirm tour places, prepare parking, order food and communicate dietary requirements without relying on last-minute estimates.
What should I check the day before a Classic Car Day?: Check the route signs, traffic plan, parking layout, power connections, toilets, waste collection, printed materials and communication equipment. Also confirm the jury, volunteers, catering delivery and all registered participants at least 24 hours beforehand.

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