Motor show checklist: what to arrange and when

A motor show needs more than vehicles and display spaces. You need a clear exhibitor process, a workable booth and parking layout, visible route signs, reliable power and a safe opening setup. Start with the date and venue, then handle exhibitor information and registrations before planning the floor. In the final days, print signs, prepare payments and refreshments, and check every connection before visitors arrive.

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

Confirm date and location
Draft participant terms and conditions
Invite exhibitors
2 people
Announce the fair online
Process registrations
Keep track of participant details
Collect dietary requirements
Check power outlets
2 people
Draw the booth layout
2 people
Create the parking layout
Design route signs
Have route signs printed
Send visitor information
Print exhibitor list
Do the shopping
2 people
Chill drinks
2 people
Set up the register and change
2 people
Open venue
2 people
Conduct a safety check
2 people
Set up tables and chairs
4 people
Mark out exhibit spaces
3 people
Hang up stand numbers
2 people
Place access signs
2 people
Connect lighting
2 people
Set out stall items
3 people
Set up coffee station
2 people
Set out snacks
2 people
Check toilets

Event

Welcome exhibitors
3 people
Register exhibitors
2 people
Welcome visitors
2 people
Collect admission
2 people
Hand out wristbands
2 people
Staff the information desk
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
Collect waste
Check toilets periodically

Aftercare

Close the register
2 people
Check out exhibitors
2 people
Dismantle booth materials
4 people
Clear tables and chairs
4 people
Disconnect lighting
2 people
Dispose of waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Remove plates and materials
2 people
Return borrowed items
2 people
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

Confirm the venue’s power capacity before drawing the booth layout. Count the available outlets, then plan extension cords, power strips and lighting so cables do not cross visitor routes.
Send exhibitor information before arrival day, including access instructions, stand numbers and parking arrangements. Print an exhibitor list and keep participant details together for check-in.
Finish the floor plan before setting up tables, chairs, market stalls or party tents. Mark each exhibit space and hang stand number signs before exhibitors begin unloading.
Prepare visitor movement separately from vehicle display space. Put route and access signs at entrances, parking points and decision points, and use bollards or barrier tape where people must not walk.
Set up the register and change before opening, then test every card machine and cash box. Chill drinks and prepare coffee equipment early enough that the first visitors are not waiting for service.

Frequently asked questions

How far in advance should I organise a motor show?: Start at least 8 to 12 weeks before the show. Confirm the date and venue first, then allow several weeks for exhibitor invitations, registrations, terms and conditions, and the booth and parking layouts.
When should exhibitor registrations close for a motor show?: Close registrations around 2 to 3 weeks before the event if possible. That gives you time to confirm participant details, collect dietary requirements, assign spaces and print the exhibitor list and stand numbers.
How early should I set up a motor show venue?: Allow at least 3 to 4 hours before visitors arrive for furniture, exhibit markings, signs, lighting, payment equipment and safety checks. Open the venue early enough to test power and card machines before exhibitors need access.
How many power outlets do I need for a motor show?: Count every powered item by area, including lighting, coffee machines, kettles and card machines, then add at least 20% spare capacity. Check the venue’s circuit limits before using extension cords or power strips.

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.