How to organise a classic car market
A classic car market needs more than rows of cars and stalls. Start by securing the date and venue, then work through permits, insurance, exhibitor registration and the site layout in that order. Traffic flow, parking and pitch access need decisions before exhibitors arrive, while power, toilets, waste collection and catering are easy to leave too late. Use the finished layout to brief exhibitors, volunteers and visitors so everyone knows where to go and who handles problems.
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
- 3
Check insurance
- 4
Contact exhibitors
2 people
- 5
Send invitations
2 people
- 6
Publish registration form
- 7
Process registrations
2 people
- 8
Assign pitch locations
2 people
- 9
Send confirmations
- 10
Collect dietary requirements
- 11
Book catering
- 12
Arrange waste collection
- 13
Reserve toilet facilities
- 14
Make a traffic plan
2 people
- 15
Create the parking layout
2 people
- 16
Prepare the layout
- 17
Inform exhibitors
- 18
Schedule volunteers
2 people
- 19
Design route signs
- 20
Place promotion
2 people
- 21
Check the weather forecast
- 22
Do the shopping
2 people
- 23
Check materials
2 people
- 24
Set out tools
2 people
- 25
Inspect venue
2 people
- 26
Cordon off the area
3 people
- 27
Check power outlets
2 people
- 28
Build party tents
4 people
- 29
Set up tables
3 people
- 30
Set up chairs
2 people
- 31
Mark stalls
3 people
- 32
Put up route signs
2 people
- 33
Mark parking spaces
3 people
- 34
Hang lighting
3 people
- 35
Hang up decorations
2 people
- 36
Set up the registration table
2 people
- 37
Set up the catering table
2 people
- 38
Chill drinks
2 people
- 39
Prepare coffee and tea
2 people
- 40
Prepare snacks
3 people
- 41
Lay out cash
Event
- 42
Welcome exhibitors
3 people
- 43
Check in exhibitors
2 people
- 44
Direct vehicles to their spots
4 people
- 45
Welcome visitors
2 people
- 46
Sell admission tickets
2 people
- 47
Direct parking
3 people
- 48
Staff the information desk
2 people
- 49
Serve coffee and tea
2 people
- 50
Serve snacks
2 people
- 51
Refill drinks
2 people
- 52
Empty trash bins
2 people
- 53
Do site rounds
2 people
- 54
Check the lighting
- 55
Check out exhibitors
2 people
- 56
See visitors out
2 people
- 57
Carry out the final check
2 people
Aftercare
- 58
Clear tables and chairs
4 people
- 59
Take down party tents
4 people
- 60
Remove lighting
3 people
- 61
Remove signs and barriers
3 people
- 62
Collect waste
3 people
- 63
Sweep the grounds
2 people
- 64
Wash dishes
2 people
- 65
Clean coolers
2 people
- 66
Inventory materials
2 people
- 67
Return borrowed items
2 people
- 68
Store leftover stock
2 people
- 69
Leave venue clean
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Market stallsqty 12
- Tablesqty 10
- Folding chairsqty 30
- Registration desk
- Waste binsqty 8
Equipment
- Coolersqty 4
- Coffee machinesqty 2
- Kettlesqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Card machinesqty 2
- Walkie-talkiesqty 6
- Megaphonesqty 2
Lighting
- String lightsqty 8
- LED lampsqty 12
- Work lightsqty 4
Decorations
- Buntingqty 10
- Dutch flagsqty 6
- Directional signsqty 12
- Information boardsqty 8
- Stand number signsqty 12
Safety
- Crowd control barriersqty 12
- Traffic conesqty 20
- Warning tapeqty 4
- Fire extinguishersqty 4
- First aid kitsqty 2
- Vestsqty 12
- Flashlightsqty 6
Market supplies
- Vendor formsqty 50
- Wristbandsqty 500
- Admission ticketsqty 500
- Petty cash registersqty 2
- Receiptsqty 4
- Clipboardsqty 6
- Ballpoint pensqty 24
- Waterproof markersqty 12
- Measuring tapesqty 4
- Cable tiesqty 200
- Duct tapeqty 6
- Ropeqty 4
Tableware
- Reusable cupsqty 300
- Coffee cupsqty 100
- Platesqty 150
- Cutlery setsqty 150
- Serving spoonsqty 8
- Coffee spoonsqty 100
- Thermos flasksqty 6
Kitchen
- Cutting boardsqty 4
- Chef's knifeqty 4
- Serving plattersqty 12
- Serving tongsqty 8
- Cooling racksqty 4
Cleaning
- Broomqty 3
- Litter pickersqty 3
- Bucketsqty 4
- Spongesqty 12
- Dish brushesqty 4
- Hand broomsqty 3
Catering
- Groceries
Tips
- Set the site layout before confirming exhibitor pitches. Mark vehicle access, stall numbers, parking, toilets, catering and emergency routes, then send each exhibitor their location with the confirmation.
- Treat exhibitor registration as a deadline-driven process. Close registrations early enough to check forms, group requirements, assign pitches and contact anyone whose vehicle or display needs special access.
- Make the traffic plan usable by someone arriving for the first time. Put directional signs and stand numbers at every decision point, and keep cones, barriers and warning tape ready for last-minute changes.
- Check power and lighting before market day, not during setup. Count extension cords and power strips, test coffee machines and card machines, and use work lights or LED lamps wherever early starts leave dark areas.
- Brief volunteers with specific duties and communication channels. Give them vests and walkie-talkies, identify who handles registration, traffic and first aid, and keep a megaphone and flashlights available for urgent instructions.
Frequently asked questions
- How far in advance should I organise a classic car market?
- Start planning at least 12 weeks before the market. Confirm the date and venue first, then allow time for permits, insurance, exhibitor registration, pitch assignments and supplier bookings.
- When should classic car market exhibitors receive their pitch locations?
- Send pitch confirmations at least 2 weeks before the event. Include the stand number, arrival route, unloading instructions, parking arrangement and the deadline for reporting changes.
- How many toilets do I need for a classic car market?
- The number depends on expected attendance and the venue’s local requirements, so check this when you reserve toilet facilities. Book them at least 4 weeks ahead, and add accessible provision where required.
- When should I make the traffic and parking plan?
- Complete the traffic and parking layout before exhibitor confirmations are sent, ideally 3 to 4 weeks before the market. This prevents pitch assignments that block emergency access or vehicle movement.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!