How to organise a motor show without missing the basics

A motor show needs more than vehicles and display space. Start by fixing the date and venue, then secure exhibitors, document their requirements and build the visitor flow around the site. The details that cause delays are usually practical: power access, booth measurements, parking, printed signs and payment equipment. Work backwards from opening time so the layout, lighting, safety checks and refreshments are ready before exhibitors arrive.

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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
Confirm date and location
2
Draft participant terms and conditions
3
Invite exhibitors
2 people
4
Announce the fair online
5
Process registrations
6
Keep track of participant details
7
Collect dietary requirements
8
Check power outlets
2 people
9
Draw the booth layout
2 people
10
Create the parking layout
11
Design route signs
12
Have route signs printed
13
Send visitor information
14
Print exhibitor list
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Set up the register and change
2 people
18
Open venue
2 people
19
Conduct a safety check
2 people
20
Set up tables and chairs
4 people
21
Mark out exhibit spaces
3 people
22
Hang up stand numbers
2 people
23
Place access signs
2 people
24
Connect lighting
2 people
25
Set out stall items
3 people
26
Set up coffee station
2 people
27
Set out snacks
2 people
28
Check toilets

Event

29
Welcome exhibitors
3 people
30
Register exhibitors
2 people
31
Welcome visitors
2 people
32
Collect admission
2 people
33
Hand out wristbands
2 people
34
Staff the information desk
35
Serve drinks
2 people
36
Serve snacks
2 people
37
Refill drinks
38
Collect waste
39
Check toilets periodically

Aftercare

40
Close the register
2 people
41
Check out exhibitors
2 people
42
Dismantle booth materials
4 people
43
Clear tables and chairs
4 people
44
Disconnect lighting
2 people
45
Dispose of waste
2 people
46
Wash dishes
2 people
47
Clean the venue
3 people
48
Remove plates and materials
2 people
49
Return borrowed items
2 people
50
Store leftover stock

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 8
Chairsqty 30
Bar stoolsqty 6
Bollardsqty 12
Barrier tapeqty 4

Equipment

Cash boxesqty 2
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Kettlesqty 2
Coolersqty 4
Coffee machinesqty 2

Lighting

String lightsqty 6
LED work lightsqty 4
Plug-in lampsqty 4

Decorations

Trade show bannersqty 4
Stand number signsqty 12
Route signsqty 10
Price tagsqty 300
Markersqty 12

Tableware

Reusable cupsqty 200
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Kitchen

Thermos flasksqty 4
Serving tongsqty 6
Cutting boardsqty 2
Knivesqty 4
Glovesqty 4

Cleaning

Waste binsqty 8
Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Flashlightsqty 4

Catering

Groceries

Tips

Set the date and venue before inviting exhibitors, then send clear participant terms with registration deadlines. Keep one record of each exhibitor’s contact details, display needs and dietary requirements so you are not chasing missing information during the final week.
Draw the booth layout only after you know the number and size of participating displays. Mark each space on the floor, hang stand numbers and print the exhibitor list before setup day; changing positions at the venue wastes time and creates confusion.
Check every power outlet during the site visit and note which displays need extension cords, power strips or lighting. Arrange enough circuits for coffee machines, kettles, card machines and display lights rather than discovering an overload after the doors open.
Plan parking and pedestrian routes separately from the exhibit area. Print route and access signs in advance, use bollards or barrier tape where vehicles and visitors could cross, and send visitor information early enough for people to plan arrival and parking.
Build the event-day schedule around opening the venue, a full safety check and the final display setup. Chill drinks, prepare the register and change, test card machines and connect lighting before exhibitors and visitors arrive; keep LED work lights available if setup starts in low light.

Frequently asked questions

How far in advance should I organise a motor show?: Start at least 8 to 12 weeks before the show. Use the first weeks to confirm the venue, invite exhibitors and issue participant terms, then leave the final 7 days for printing, shopping and checking registrations.
How do I plan the layout for a motor show?: Create a drawn booth plan once exhibitor numbers and display sizes are known, then add entrances, parking, access routes and refreshment points. Mark the spaces on site and put up stand numbers at least 2 hours before exhibitors begin setting up.
What power do I need for a motor show?: Make a list of every powered item, including lighting, coffee machines, kettles, card machines and extension leads, before the event week. Check outlets on a site visit and test the connections during setup, ideally 3 hours before opening.
What should I prepare on the morning of a motor show?: Open the venue early enough for a safety check, furniture setup and exhibitor access; allow at least 3 hours for a medium-sized show. Finish signs, booth markings, lighting, payment equipment, drinks and visitor information before doors open.

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.