How to organise a motor parts market

A motor parts market works best when exhibitor logistics are settled before you promote the event. Start by confirming the date, location, permits and notification requirements, then open registration and build the booth plan around the number of exhibitors. After that, organise parking, catering, payments, waste collection and weather cover. The final week is for confirmations, directions, ground checks and setup details—not for solving missing power, unclear pitches or chilled storage.

Organize this event for free with Lizzt

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 and notifications
3
Contact suppliers and exhibitors
2 people
4
Send invitations
2 people
5
Open the registration form
6
Register exhibitors
2 people
7
Collect dietary requirements
8
Book catering
9
Arrange waste collection
10
Plan the parking layout
2 people
11
Create a floor plan of the booths
2 people
12
Assign pitch locations
2 people
13
Send confirmation to exhibitors
14
Send directions
15
Create catering price list
16
Check payment facilities
2 people
17
Withdraw petty cash
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Store refrigerated goods chilled
2 people
21
Inform exhibitors again
22
Check the weather forecast
23
Prepare weather measures
2 people
24
Inspect the grounds
2 people
25
Set up traffic signs
2 people
26
Build party tents
4 people
27
Set up tables
4 people
28
Set up chairs
2 people
29
Hang up stand numbers
2 people
30
Safely cordon off power points
2 people
31
Connect lighting
2 people
32
Set up the information desk
2 people
33
Set up the cash register and payment point
2 people
34
Set up catering point
3 people
35
Prepare coffee and tea
2 people
36
Fill coolers
2 people
37
Prepare snacks and sandwiches
3 people
38
Place waste stations
2 people
39
Check restroom facilities
40
Prepare first aid supplies

Event

41
Welcome exhibitors
3 people
42
Direct exhibitors to their spots
3 people
43
Check the final stands
2 people
44
Welcome visitors
3 people
45
Check Entry and Wristbands
2 people
46
Provide information
2 people
47
Mark parking spaces
2 people
48
Serve catering
3 people
49
Refill drinks
2 people
50
Serve coffee and tea
2 people
51
Refill snacks
2 people
52
Empty trash bins
2 people
53
Keep walkways clear
2 people
54
Check the lighting
55
Inform exhibitors of closing time
56
Escort the last visitors
2 people

Aftercare

57
Close the register
2 people
58
Collect lost and found items
59
Have exhibitors take down their stands
3 people
60
Take down tables and chairs
4 people
61
Take down party tents
4 people
62
Switch off equipment
2 people
63
Collect tableware
2 people
64
Wash dishes
2 people
65
Sort and remove waste
3 people
66
Clean the grounds
3 people
67
Inventory materials
2 people
68
Return rental items
2 people
69
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 24
Foldable tablesqty 8
Folding chairsqty 30
Beer tablesqty 6
Bar stoolsqty 6
Clothes racksqty 4
Storage cratesqty 20
Mannequinsqty 2

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Payment terminalsqty 2
Power stripsqty 8
Extension cordsqty 10
Flashlightsqty 6
Wireless walkie-talkiesqty 6
Cash boxesqty 2
Calculatorsqty 2

Lighting

LED lampsqty 12
String lightsqty 6
Cable matsqty 10

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving jugsqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 6
Measuring cupsqty 4
Ice packsqty 24
Bottle openersqty 6
Napkin dispensersqty 4

Decorations

Booth numbersqty 24
Information boardsqty 8
Directional signsqty 12
Price holdersqty 40
Clipboardsqty 12
Markersqty 12
Chalkboardsqty 4
Flagsqty 12
Tableclothsqty 12

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broomqty 4
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 20
Hand spray bottlesqty 6
Work glovesqty 12

Catering

Groceries

Tips

Set a firm exhibitor deadline for registration and pitch requirements, then assign booth locations only after you know the final numbers. Send each exhibitor their pitch, arrival route and unloading instructions in one confirmation.
Draw the booth and parking layout before ordering equipment. Leave clear routes for vehicles, pedestrians and emergency access, and mark where party tents, tables, storage crates and cable mats will go.
Treat power as a planning item, not a setup surprise. Check how many coffee machines, kettles, payment terminals and lights need power, then provide suitable extension cords, power strips and cable protection.
Settle payment and catering details before opening the market. Test the payment terminals, prepare cash boxes and petty cash, and publish the catering price list so exhibitors and visitors know how purchases work.
Check the forecast and inspect the grounds during the final week. Prepare tents, lighting, flashlights and wet-weather measures, keep refrigerated goods chilled, and put traffic signs out before exhibitors arrive.

Frequently asked questions

How far in advance should I organise a motor parts market?: Start at least 8 to 12 weeks ahead. Use the first weeks for the date, location, permits, suppliers and exhibitor registration; reserve the final 7 days for confirmations, weather planning and site checks.
How do I plan pitches for motor parts exhibitors?: Create the floor plan after registration closes, ideally 2 to 3 weeks before the market. Assign each exhibitor a numbered pitch and send the location, unloading route and arrival time in writing.
What should I arrange for a one-day motor parts market?: Arrange permits, exhibitor communication, parking, catering, waste collection, payment facilities and weather cover before the final week. Check power, tables, tents, lighting and traffic signs during the last 3 to 5 days.
When should exhibitors receive the final event information?: Send the first confirmation as soon as a pitch is assigned, then resend the practical details 3 to 5 days before opening. Include arrival times, directions, parking rules, pitch numbers and what happens in bad weather.

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 Lizzt

Organize for free and invite your contacts!