Motor Show Organisation Checklist

A motor show involves more than arranging vehicles in a hall. You need to confirm the venue, coordinate exhibitors, process registrations and make the visitor route clear before setup begins. Power, parking, loading access and payment equipment can cause delays if they are left until the final week. Use this checklist to work through the planning in order, then verify every item again when the venue opens.

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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

Confirm date and location
2 people
Invite exhibitors
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Finalize booth layout
2 people
Make reservations
Inform exhibitors
2 people
Develop parking plan
2 people
Create floor plan
Set access policy
2 people
Purchase wristbands
Design signage
Distribute promotional materials
2 people
Check permits
Check insurance details
Check power outlets
2 people
Order catering
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Confirm exhibitors
2 people
Open venue
2 people
Cordon off the loading and unloading area
3 people
Set up the reception desk
2 people
Mark stalls
2 people
Set up tables and chairs
4 people
Set up booth walls
4 people
Place motorcycle barriers
4 people
Connect power cables
2 people
Install lighting
2 people
Set up registration desk
2 people
Lay out name badges
2 people
Hang up signage
2 people
Safely position motors
6 people
Set up promotional panels
2 people
Set up coffee station
2 people
Prepare snacks
3 people
Chill drinks
2 people
Set out tableware and cutlery
2 people
Conduct a safety check
3 people
Welcome exhibitors
3 people
Carry out final stand check
2 people

Event

Open the doors
3 people
Register visitors
4 people
Inform visitors
3 people
Support exhibitors
2 people
Check the engines
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Check toilets
Keep walkways clear
2 people
Guide the photo moment
2 people
Inform last visitors
2 people
Close doors
3 people

Aftercare

Escort exhibitors out
3 people
Unload the motorcycles
4 people
Remove decorations
3 people
Switch off equipment
2 people
Remove power cables
2 people
Collect waste
4 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
4 people
Inventory materials
2 people
Return rental items
2 people
Collect lost and found items
Call Exhibitors Back
Archive photos and files

What to bring

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

Furniture

Tablesqty 18
Chairsqty 45
High tablesqty 8
Display wallsqty 24
Bar stoolsqty 12
Clothes racksqty 6
Storage cabinetsqty 4
Reception desk
Party tentsqty 4

Equipment

Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 3
Extension cordsqty 12
Cable reelsqty 6
Power stripsqty 12
Card machinesqty 2
Tabletsqty 3
Printers
Walkie-talkiesqty 6
Flashlightsqty 6

Tableware

Reusable cupsqty 250
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Pitchersqty 6

Decorations

Trade show bannersqty 12
Flagsqty 20
Banner holdersqty 8
Promotional panelsqty 10
Tableclothsqty 18
Name badge holdersqty 30
Chalkboardsqty 6
Plantsqty 12

Lighting

LED spotlightsqty 12
String lightsqty 8
Work lightsqty 4

Sports equipment

Motorcycle barriersqty 20
Conesqty 24
Barrier tapeqty 6
Mirrorsqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Small bowlsqty 20
Serving tongsqty 8
Thermos flasksqty 6
Bottle openersqty 4
Coolersqty 4
Ice containersqty 3

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 24
Toilet brushesqty 4
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8
Fire extinguishersqty 4
First aid kitsqty 2
Work glovesqty 12

Catering

Groceries

Tips

Lock in the date and venue before inviting exhibitors, then allow at least 2–3 weeks for registrations, dietary requirements and final exhibitor confirmations. Keep one current list with contact details and arrival information.
Create the booth and floor layout before ordering signs or promotional materials. Mark display walls, tables, reception, catering, storage, emergency access and the loading area so exhibitors know exactly where to go.
Check permits, insurance details and venue power requirements no later than 4 weeks before the show. Count outlets and cable runs for coffee machines, refrigerators, card machines, lighting and other equipment rather than relying on extension cords alone.
Plan the first 60 minutes of visitor arrival in detail: open the venue, staff the reception desk, check wristbands, place signage and keep walkie-talkies available. A clear access policy prevents queues when exhibitors and visitors arrive together.
Reserve catering and confirm quantities after collecting dietary requirements. For a busy opening period, prepare a separate serving point and check that cups, glasses, plates, cutlery, trays and pitchers are available before shopping and collection day.

Frequently asked questions

How far in advance should I organise a motor show?: Start at least 8–12 weeks before the show. Confirm the date and location first, then invite exhibitors, process registrations and complete permits, insurance and the floor plan before the final 2 weeks.
What should I confirm with motor show exhibitors?: Confirm each exhibitor’s registration, booth position, arrival time, display requirements and power needs at least 2 weeks before the event. Send the final layout and access instructions again 3–5 days before setup.
When should I finalise the motor show floor plan?: Finalise the floor plan 3–4 weeks before opening, once the main exhibitors and vehicle spaces are known. Leave clear routes for visitors, loading and unloading, reception, catering and emergency access.
How do I prepare the venue on motor show day?: Open the venue at least 2 hours before visitors arrive. Cordon off loading and unloading, set up the reception desk, test payment and power equipment, place signage and complete a walk-through with the event team 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.