How to organize a motor show from first plan to event day

A motor show needs more than a list of vehicles and display spaces. Start by fixing the date and location, then check permits, insurance and vehicle access before inviting exhibitors. Once registrations are coming in, build the floor plan around vehicle dimensions, visitor flow and power needs. The final week is for publishing the program, sending exhibitor instructions, printing signs and badges, and checking the engine list. Use the event-day plan to control arrivals, parking, payments and safety without improvising.

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
3
Check insurance
4
Create exhibitor list
2 people
5
Invite exhibitors
2 people
6
Process registrations
2 people
7
Assign pitch locations
2 people
8
Create floor plan
2 people
9
Make reservations
10
Send invitations
2 people
11
Open visitor registration
12
Collect dietary requirements
13
Prepare security instructions
2 people
14
Develop traffic route
2 people
15
Prepare parking signs
2 people
16
Publish the program
17
Send exhibitor information
18
Print booth numbers
2 people
19
Print name badges
2 people
20
Print direction signs
2 people
21
Do the shopping
3 people
22
Check materials
3 people
23
Check engine list
2 people
24
Fill coolers
2 people
25
Prepare the cash register
2 people
26
Check in exhibitors
4 people
27
Set up access gates
4 people
28
Signpost the parking area
3 people
29
Set up tables and chairs
6 people
30
Set up exhibition walls
4 people
31
Position the motorcycles
6 people
32
Hang up stand numbers
3 people
33
Set up the information desk
2 people
34
Set up the cash register
2 people
35
Chill drinks
3 people
36
Prepare snacks
3 people
37
Hang decorations
3 people
38
Put up route signs
3 people
39
Test sound equipment
2 people
40
Conduct a safety check
3 people
41
Brief the front desk team
4 people
42
Give a security briefing
3 people
43
Give exhibitor briefing
4 people

Event

44
Open the doors
4 people
45
Welcome visitors
4 people
46
Check tickets
3 people
47
Hand out wristbands
2 people
48
Provide visitor information
2 people
49
Support exhibitors
3 people
50
Serve drinks
3 people
51
Serve snacks
3 people
52
Refill drinks
2 people
53
Refill buffet
2 people
54
Empty trash bins
2 people
55
Check toilets
2 people
56
Answer audience questions
2 people
57
Register lost property
58
Announce the closing message
59
Guide visitors to the exit
4 people

Aftercare

60
Close the register
2 people
61
Let the motorcycles roll out
4 people
62
Dismantle booth materials
6 people
63
Reload the motorcycles
6 people
64
Clear tables and chairs
5 people
65
Remove decorations
3 people
66
Take down route signs
3 people
67
Wash dishes
3 people
68
Clean the venue
5 people
69
Dispose of waste
3 people
70
Inventory materials
2 people
71
Return borrowed items
2 people
72
Process exhibitor invoices
73
Handle lost and found
74
Send thank-you message

What to bring

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

Furniture

Tablesqty 20
Chairsqty 80
High tablesqty 8
Display wallsqty 20
Clothes racksqty 4
Crowd control barriersqty 20
Traffic conesqty 24

Equipment

Sound system
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 12
Coolersqty 6
Cash register tabletqty 2
Card machinesqty 2
Walkie-talkiesqty 8
Flashlightsqty 6

Lighting

String lightsqty 8
Work lightsqty 6
Batteriesqty 24

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Coolersqty 4

Decorations

Buntingqty 10
Motor show bannersqty 6
Tableclothsqty 20
Name badgesqty 120
Wristbandsqty 400
Directional signsqty 24
Booth numbersqty 40

Safety

Fire extinguishersqty 6
First aid kitsqty 2
Warning signsqty 12
Absorbent granulesqty 2
Work glovesqty 12

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Vacuum cleanerqty 2
Cleaning cart

Catering

Groceries

Tips

Set the date, location, permits and insurance before sending invitations. Allow at least 4–6 weeks for approvals or corrections, especially if vehicles enter through public roads or visitors need managed parking.
Create the exhibitor list before assigning pitches. Ask each exhibitor for vehicle dimensions, power requirements and arrival details, then leave clear lanes for traffic cones, barriers and emergency access.
Build the floor plan around movement, not just available floor space. Mark pitch numbers, entrances, parking, visitor routes and service areas, and send the final layout to exhibitors at least 7 days before the show.
Send one practical exhibitor information pack before opening day. Include arrival times, pitch locations, unloading rules, the program, contact details and instructions for using extension cords, power strips and shared equipment.
Treat the final 24 hours as a physical check, not an administrative one. Test the sound system, microphones, card machines and cash register tablet, charge walkie-talkies, fill coolers and confirm signs are visible from the road.

Frequently asked questions

How long does it take to organize a motor show?: Allow at least 8–12 weeks for a small motor show, and more time if permits, insurance or public-road traffic controls are required. Reserve the final 7 days for exhibitor confirmations, printing and site checks.
When should I invite motor show exhibitors?: Invite exhibitors as soon as the date, location and basic site conditions are confirmed, ideally 6–8 weeks before the event. Close registrations early enough to assign pitches and publish a reliable floor plan.
How should I plan the layout for a motor show?: Start with vehicle sizes, arrival routes and emergency access, then place pitches, visitor lanes, parking and service points. Send numbered pitch locations and the final floor plan at least 7 days before opening.
What should I check the day before a motor show?: Check the engine list, pitch numbers, signs, barriers, traffic cones, lighting, sound and payment equipment the day before. Also confirm coolers, catering supplies, charged radios and a contact person for each operational area.

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.