How to organise a classic car fair
A classic car fair needs more than a line of attractive vehicles. Start by fixing the date and location, then check permits, insurance and exhibitor requirements before opening registration. Once exhibitors are confirmed, assign stalls, publish the programme and plan parking, traffic signs, toilets and waste collection. In the final week, confirm catering, check the weather, charge communication equipment and send clear directions to exhibitors and visitors.
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
Check permits
- 3
Check insurance
- 4
Draft participant terms and conditions
2 people
- 5
Invite exhibitors
2 people
- 6
Send visitor invitations
2 people
- 7
Open online registration form
- 8
Process registrations
2 people
- 9
Collect dietary requirements
- 10
Assign stalls
2 people
- 11
Confirm exhibitors
- 12
Order catering
- 13
Reserve toilets
- 14
Arrange waste collection
- 15
Create the parking layout
2 people
- 16
Arrange Traffic Signs
- 17
Prepare the map
- 18
Publish the program
- 19
Send directions
- 20
Check the weather forecast
- 21
Do the shopping
2 people
- 22
Check materials
3 people
- 23
Charge batteries
- 24
Prepare catering
3 people
- 25
Remind exhibitors
- 26
Inspect the site
2 people
- 27
Set out the traffic route
3 people
- 28
Check power outlets
2 people
- 29
Set up tents
6 people
- 30
Set up tables and chairs
4 people
- 31
Place booth numbers
2 people
- 32
Set up signage
3 people
- 33
Mark parking spaces
3 people
- 34
Set up registration desk
2 people
- 35
Build the catering buffet
3 people
- 36
Chill drinks
2 people
- 37
Hang decorations
2 people
- 38
Test the equipment
2 people
- 39
Welcome exhibitors
4 people
- 40
Register exhibitors
2 people
- 41
Carry out the final safety check
2 people
Event
- 42
Welcome visitors
4 people
- 43
Manage entry and registration
3 people
- 44
Arrange parking assistance
4 people
- 45
Support exhibitors
2 people
- 46
Staff the information desk
2 people
- 47
Guide the photo contest
2 people
- 48
Play music
- 49
Serve coffee and tea
3 people
- 50
Serve snacks
3 people
- 51
Refill drinks
2 people
- 52
Empty trash bins
2 people
- 53
Check toilets
2 people
- 54
Do site rounds
2 people
- 55
Inform last visitors
2 people
- 56
See exhibitors off
3 people
- 57
Close the register
2 people
- 58
Collect lost property
Aftercare
- 59
Take down tents
6 people
- 60
Clear tables and chairs
4 people
- 61
Remove decorations
2 people
- 62
Pack equipment
2 people
- 63
Collect waste
4 people
- 64
Clean the grounds
4 people
- 65
Wash dishes
3 people
- 66
Empty coolers
2 people
- 67
Inventory materials
2 people
- 68
Return borrowed materials
2 people
- 69
Have waste removed
- 70
Handle the deposit and keys
- 71
Archive photos and files
- 72
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Foldable tablesqty 24
- High tablesqty 8
- Folding chairsqty 80
- Beer tablesqty 10
- Crowd control barriersqty 20
- Parasolsqty 4
Equipment
- Coolersqty 6
- Speakersqty 2
- Mixer
- Microphoneqty 2
- Extension cordsqty 8
- Power stripsqty 8
- Power banksqty 4
- Cash boxesqty 2
- Card machine
- Walkie-talkiesqty 6
Tableware
- Reusable cupsqty 250
- Coffee cupsqty 100
- Platesqty 100
- Platesqty 150
- Cutlery setsqty 150
- Serving plattersqty 12
- Pitchersqty 8
Kitchen
- Coffee machinesqty 3
- Kettlesqty 2
- Thermos flasksqty 6
- Cutting boardsqty 4
- Bread knivesqty 4
- Serving spoonsqty 8
- Cooling matsqty 4
- Storage boxesqty 20
Decorations
- Buntingqty 12
- Directional signsqty 15
- Booth numbersqty 40
- Information boardsqty 8
- Chalkboardsqty 6
- Tableclothsqty 24
Lighting
- LED light stringsqty 8
- Work lightsqty 4
- Flashlightsqty 6
Cleaning
- Waste binsqty 12
- Waste binsqty 4
- Broom setsqty 4
- Floor squeegeesqty 2
- Mopsqty 4
- Bucketsqty 4
- Cleaning glovesqty 12
- Paper towel dispensersqty 4
Other
- Dressing room racksqty 2
- Hand trucksqty 3
- Toolboxesqty 2
- Cable tiesqty 200
- Duct tapeqty 8
- Measuring tapesqty 3
- Clipboardsqty 8
- Pensqty 30
- Wristbandsqty 500
- Admission ticketsqty 500
- Brushesqty 4
- First aid kit
- Fire extinguishersqty 4
Catering
- Groceries
Tips
- Set the date and location first, then allow at least 8 to 12 weeks for permits, insurance checks, exhibitor invitations and visitor registration. Delaying the permit check can affect the entire layout.
- Ask exhibitors for vehicle details and practical requirements when they register. Confirm every exhibitor before assigning stalls, and send stall numbers and arrival instructions at least 7 days before the fair.
- Design the parking and traffic layout before publishing the map. Include separate routes for exhibitors, visitors and deliveries, and place traffic signs where drivers need to make a decision.
- Do not leave catering, toilets or waste collection until the final week. Confirm quantities and delivery times at least 10 days beforehand, especially when coffee service and reusable tableware are included.
- Use the final 48 hours for checks rather than new planning: review the weather forecast, inspect tables, tents, barriers and power supplies, charge walkie-talkies and power banks, and send a final reminder to exhibitors.
Frequently asked questions
- How far in advance should I organise a classic car fair?
- Start planning 8 to 12 weeks before the event. This gives you time to confirm the location, check permits and insurance, invite exhibitors, process registrations and arrange services such as toilets and waste collection.
- When should exhibitors register for a classic car fair?
- Open registration as soon as the date, location and participant terms are ready, ideally 6 to 8 weeks before the fair. Close or review registrations about 2 weeks before the event so you can assign stalls and confirm the final exhibitor list.
- What should I prepare for classic car fair parking?
- Prepare the parking layout at least 2 weeks in advance and include vehicle access, visitor parking, exhibitor arrival and emergency routes. Put the map and directions online, then send the final version to exhibitors no later than 7 days before the event.
- When should I confirm catering and toilets for a classic car fair?
- Confirm catering, toilets and waste collection at least 10 days before the fair. Recheck delivery and collection times during the final week, then match the catering setup to your expected visitor and exhibitor numbers.
Start this plan in Lizzt
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