How to organise a motor show from start to finish

A motor show needs more than attractive vehicles and a row of exhibitor stalls. Start by fixing the date, opening hours and exhibitor terms, then build the registration, layout, traffic and safety plans around them. Confirm permits and insurance before promoting the event, and give exhibitors clear arrival instructions well in advance. On the final week, check equipment, printed materials, parking signs, catering and the weather so small omissions do not disrupt setup or visitor flow.

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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 times
2
Set participant terms
2 people
3
Contact exhibitors
2 people
4
Publish registration form
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Assign stalls
2 people
9
Confirm exhibitors
2 people
10
Make reservations
11
Check permits
12
Collect insurance documents
13
Develop the security plan
2 people
14
Develop the traffic plan
2 people
15
Create floor plan
16
Publish parking route
17
Post social promotion
18
Send press release
19
Check the printed materials
2 people
20
Prepare name badges
2 people
21
Check ticket sales
22
Schedule deliveries
2 people
23
Order catering
24
Test the equipment
2 people
25
Check the weather forecast
26
Do the shopping
2 people
27
Bring materials to the venue
3 people
28
Welcome exhibitors
3 people
29
Mark the parking area
3 people
30
Set up the entrance desk
3 people
31
Set up tables and chairs
4 people
32
Set up party tents
4 people
33
Tape off booth spaces
3 people
34
Hang up stand numbers
2 people
35
Position motorcycles safely
6 people
36
Connect power points
2 people
37
Set up lighting
2 people
38
Set up signage
3 people
39
Set up the information desk
2 people
40
Set up the catering buffet
3 people
41
Chill drinks
2 people
42
Prepare snacks
3 people
43
Test the cash register and card terminal
2 people
44
Brief entrance staff
2 people
45
Conduct final safety check
3 people

Event

46
Open the doors
3 people
47
Welcome visitors
4 people
48
Check tickets
3 people
49
Provide information
2 people
50
Support exhibitors
2 people
51
Serve drinks
3 people
52
Serve snacks
3 people
53
Refill drinks
2 people
54
Restock the buffet
2 people
55
Empty trash bins
2 people
56
Check toilets
57
Keep walkways clear
2 people
58
Guide the parking lot
3 people
59
Check the lighting
60
Announce end time
61
Guide visitors to the exit
3 people

Aftercare

62
Close the register
2 people
63
Remove the Engines from the Stands
6 people
64
Clean up catering
3 people
65
Wash dishes
2 people
66
Collect waste
3 people
67
Clean the venue
4 people
68
Take down party tents
4 people
69
Gather tables and chairs
4 people
70
Remove decorations
2 people
71
Turn Off Power
2 people
72
Return materials
3 people
73
Return rented items
2 people
74
Register lost and found items
75
Inform exhibitors about departure
76
Collect invoices and receipts
77
Handle visitor questions

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 18
Folding chairsqty 60
Bar stoolsqty 12
Clothes racksqty 8
Counter tableqty 2
Bollardsqty 20
Barrier tapeqty 6

Equipment

Card machinesqty 2
Laptopsqty 3
Tabletsqty 2
Mobile phonesqty 4
Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 10
Power stripsqty 8
Charging cablesqty 8
Power banksqty 4

Lighting

LED lampsqty 12
String lightsqty 6
Battery lanternsqty 6

Decorations

Buntingqty 8
Motor show bannersqty 6
Directional signsqty 14
Stand number signsqty 30
Tableclothsqty 18
Balloonsqty 100

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 8
Food warmersqty 4
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Bottle openersqty 4
Drinking-water jerrycansqty 4

Cleaning

Broom setsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2
Hand broomsqty 6
Dustpan and brushqty 4
Hand sanitizer holdersqty 8
Waste binsqty 16
Waste binsqty 4

Safety

Fire extinguishersqty 6
First aid kitsqty 2
Safety vestsqty 12
Work glovesqty 12
Flashlightsqty 6
Rubber matsqty 20

Office

Name badgesqty 100
Badge holdersqty 100
Wristbandsqty 500
Printer paperqty 3
Pensqty 30
Markersqty 12
Tapeqty 8
Notepadsqty 10
Clipboardsqty 8
Cash drawersqty 2
Cash boxesqty 2

Transport

Transport cartsqty 4
Ratchet strapsqty 12
Hand trucksqty 2

Catering

Groceries

Tips

Set the date, public hours and exhibitor terms before contacting exhibitors. Allow at least 6–8 weeks for registrations, stall assignments, permits and insurance documents to come together.
Create the floor plan after you know the expected number of exhibitors. Number every stall, leave clear walking routes, and place bollards or barrier tape where vehicles and visitors need separation.
Publish the parking route with the registration details, not just on the event day. Directional signs should guide drivers from the first approach road to parking, unloading and the show entrance.
Treat power and communications as setup tasks, not last-minute details. Test card machines, laptops, tablets, microphones and portable speakers, and prepare extension cords, power strips, charging cables and power banks.
Confirm catering quantities after registrations close and collect dietary requirements at the same time. Keep reusable drinking glasses, coffee cups and plates ready before exhibitors and visitors arrive, and check the forecast before deciding how to use party tents.

Frequently asked questions

How far in advance should I organise a motor show?: Start at least 8–12 weeks before the show. That gives you time to recruit exhibitors, process registrations, check permits, collect insurance documents and publish parking information before promotion peaks.
How do I plan the layout for a motor show?: Draft the floor plan once you have an initial exhibitor count, ideally 4–6 weeks before the event. Number each stall, reserve space for traffic and pedestrian routes, and confirm the final assignments with exhibitors before printing signs.
What should I check the week before a motor show?: Recheck registrations, ticket sales, catering numbers, dietary requirements, deliveries, printed materials and the weather forecast 5–7 days beforehand. Test every microphone, speaker, card machine and power connection before packing them for the venue.
When should I send motor show invitations and exhibitor information?: Send the first invitations as soon as the date, times and participation terms are confirmed, preferably 6–8 weeks ahead. Send arrival times, stall numbers, unloading instructions and parking details again 7 days before the show.

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.