How to organise a used car fair without losing control

A used car fair needs more than a row of vehicles and a few dealer tables. Start by fixing the public opening hours, recruiting dealers and collecting accurate vehicle details. Then build the site plan around dealer spaces, visitor flow and a safe test-drive route. Registration, insurance checks and clear instructions should be finished before event week, not on the morning itself. This approach also leaves time to prepare signs, badges, forms, payment arrangements and refreshments.

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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
Publish trade fair date and times
2
Send invitations
2 people
3
Open online registration form
4
Approach car dealers
2 people
5
Register participating dealers
6
Collect vehicle details
2 people
7
Process registrations
8
Collect dietary requirements
9
Create the parking layout
2 people
10
Set the test drive route
2 people
11
Check insurance details
12
Confirm reservations
13
Create a visitor map
14
Assign dealer spots
2 people
15
Check payment and invoice details
16
Send visitor information
17
Send dealer instructions
18
Prepare name badges
2 people
19
Print vehicle labels
2 people
20
Print direction signs
21
Print promotional materials
22
Print test drive forms
23
Check office supplies stock
24
Do the shopping
2 people
25
Chill drinks
2 people
26
Prepare catering
3 people
27
Open venue
2 people
28
Inspect the grounds
2 people
29
Close off the traffic route
3 people
30
Mark parking spaces
3 people
31
Build party tents
4 people
32
Set up tables and chairs
4 people
33
Set up dealer stands
6 people
34
Drive vehicles to locations
8 people
35
Line up vehicles
4 people
36
Clean vehicles
6 people
37
Attach vehicle labels
3 people
38
Set up the information desk
2 people
39
Set up registration desk
2 people
40
Set up test-drive desk
2 people
41
Set up signage
3 people
42
Connect lighting
2 people
43
Test sound system
2 people
44
Refill the coffee station
2 people
45
Set out snacks
3 people
46
Check toilets
47
Brief front desk staff
2 people
48
Brief parking attendants
2 people

Event

49
Receive participants
3 people
50
Register visitors
3 people
51
Direct parking traffic
3 people
52
Inform visitors
2 people
53
Support dealers
2 people
54
Register test drives
2 people
55
Check driver’s licenses
2 people
56
Hand out test drives
2 people
57
Register test drives back in
2 people
58
Serve coffee and tea
2 people
59
Serve snacks
3 people
60
Refill drinks
2 people
61
Empty trash bins
2 people
62
Check toilets periodically
63
Check vehicles in between
2 people
64
Inform last visitors
2 people
65
See visitors out
3 people

Aftercare

66
Put test-drive cars back
4 people
67
Lock vehicles
4 people
68
Secure cash and payment devices
2 people
69
Clear tables and chairs
4 people
70
Clean up catering
3 people
71
Collect waste
3 people
72
Clean the venue
4 people
73
Take down party tents
4 people
74
Remove signage
3 people
75
Disconnect equipment
2 people
76
Collect rental equipment
3 people
77
Return rental items
2 people
78
Store leftover stock
2 people
79
Register lost property
80
Collect dealer signs and labels
2 people
81
Answer visitor emails
82
Archive photo and video materials

What to bring

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

Furniture

Party tentsqty 4
Information desk
Registration tablesqty 3
Dealer countersqty 12
High tablesqty 12
Tablesqty 10
Chairsqty 60
Crowd control barriersqty 20
Parasolsqty 6

Equipment

Sound system
Wireless microphonesqty 2
Laptopsqty 3
Tabletsqty 4
Payment terminalsqty 3
Extension cordsqty 8
Power stripsqty 8
Battery chargersqty 6
Mobile phonesqty 4
Walkie-talkiesqty 8
Flashlightsqty 6
Vacuum cleanerqty 2

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 8
Ice containersqty 4
Serving traysqty 8
Cutting boardsqty 4
Knivesqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 250
Platesqty 150
Cutlery setsqty 150
Coffee spoonsqty 100
Pouring jugsqty 8

Decorations

Dealer bannersqty 12
Stage bannersqty 6
Flagsqty 20
Tableclothsqty 20
Name badgesqty 100
Badge holdersqty 100
Pensqty 40

Lighting

LED light stringsqty 8
LED lampsqty 12
Work lightsqty 4

Cleaning

Waste binsqty 12
Broomsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12

Car accessories

Car coversqty 20
Cleaning clothsqty 50
Tire pressure gaugesqty 4
Jumper cablesqty 4
Warning trianglesqty 8
Test drive keysqty 20
Test drive foldersqty 30

Catering

Groceries

Tips

Set the date, opening hours and online registration before inviting dealers. Give visitors a clear deadline for registration, then process the responses and collect dietary requirements at the same time.
Confirm each dealer’s vehicle list early and use it to assign spaces. Print vehicle labels only after the details are checked, including the model, key information and the correct dealer reference.
Design the parking layout and test-drive route together. Check turning points, pedestrian crossings and barriers in advance, and confirm insurance details before any vehicle is offered for a test drive.
Send separate instructions to visitors and dealers at least 3–5 days before the fair. Include arrival information, the visitor map, dealer spot assignments, registration details and what dealers must bring or complete.
Prepare the event-day desk as a working control point, not just a welcome table. Have badges, test-drive forms, laptops or tablets, payment terminals, chargers, walkie-talkies and printed signs ready the day before.

Frequently asked questions

How far in advance should I organise a used car fair?: Start at least 6–8 weeks before the event. Use the first two weeks to publish the date, contact dealers and open registration, then allow another 2–3 weeks to confirm vehicles, layout and insurance details.
When should dealers submit their vehicle details?: Set a deadline about 3 weeks before the fair. This gives you time to process registrations, assign dealer spots, print vehicle labels and correct missing or inconsistent information.
How do I plan test drives at a used car fair?: Choose and check the route at least 2 weeks in advance, then document the process on the test-drive forms. Confirm insurance details before the event and keep the route separate from the main visitor walking flow.
When should I send information to visitors and dealers?: Send the final visitor information and dealer instructions 3–5 days before opening. Send a short reminder 24 hours beforehand if arrival times, parking or required documents could cause delays.

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.