Motor show checklist: what to arrange and when

A motor show needs more than a row of vehicles and exhibitor stands. You need confirmed participants, clear stall assignments, permits, insurance documents, traffic control and a visitor route that works from arrival to departure. This checklist covers the practical planning sequence, including registration, catering, equipment, signage and weather preparations. Start with the date and exhibitor terms, then work toward the floor plan, deliveries and final checks in the last week.

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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 times
Set participant terms
2 people
Contact exhibitors
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign stalls
2 people
Confirm exhibitors
2 people
Make reservations
Check permits
Collect insurance documents
Develop the security plan
2 people
Develop the traffic plan
2 people
Create floor plan
Publish parking route
Post social promotion
Send press release
Check the printed materials
2 people
Prepare name badges
2 people
Check ticket sales
Schedule deliveries
2 people
Order catering
Test the equipment
2 people
Check the weather forecast
Do the shopping
2 people
Bring materials to the venue
3 people
Welcome exhibitors
3 people
Mark the parking area
3 people
Set up the entrance desk
3 people
Set up tables and chairs
4 people
Set up party tents
4 people
Tape off booth spaces
3 people
Hang up stand numbers
2 people
Position motorcycles safely
6 people
Connect power points
2 people
Set up lighting
2 people
Set up signage
3 people
Set up the information desk
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Prepare snacks
3 people
Test the cash register and card terminal
2 people
Brief entrance staff
2 people
Conduct final safety check
3 people

Event

Open the doors
3 people
Welcome visitors
4 people
Check tickets
3 people
Provide information
2 people
Support exhibitors
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets
Keep walkways clear
2 people
Guide the parking lot
3 people
Check the lighting
Announce end time
Guide visitors to the exit
3 people

Aftercare

Close the register
2 people
Remove the Engines from the Stands
6 people
Clean up catering
3 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
4 people
Take down party tents
4 people
Gather tables and chairs
4 people
Remove decorations
2 people
Turn Off Power
2 people
Return materials
3 people
Return rented items
2 people
Register lost and found items
Inform exhibitors about departure
Collect invoices and receipts
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 and participant terms before contacting exhibitors. Give exhibitors a clear registration deadline, then leave at least two weeks to process registrations, collect dietary requirements and assign stalls.
Build the floor plan around vehicle access, pedestrian routes and emergency clearance. Mark stall numbers, parking, barriers and directional signs before publishing the parking route or sending final exhibitor information.
Treat permits, insurance documents and the security and traffic plans as early dependencies. Check these at least four to six weeks before the show, because changes can affect the layout and exhibitor confirmations.
Test every visitor-facing system at least one day before opening. Run a payment check on card machines, charge laptops, tablets and phones, and test microphones, portable speakers, extension cords and power strips at their actual positions.
Plan for weather and late deliveries rather than reacting on the morning. Check the forecast 48 hours before the show, confirm delivery times, and keep party tents, LED lamps, battery lanterns and barrier tape ready if conditions change.

Frequently asked questions

How far in advance should I organise a motor show?: Start planning at least 8 to 12 weeks before the event. Contact exhibitors and check permits early, then allow the final 2 weeks for stall assignments, signage, deliveries, catering and equipment testing.
What should be included in a motor show floor plan?: Include every exhibitor stall, vehicle access route, pedestrian route, parking entrance, emergency clearance, catering area and registration point. Number the stalls and place directional signs before sharing the plan with exhibitors.
When should motor show exhibitors confirm their attendance?: Set a registration deadline around 4 weeks before the show and request final confirmation 2 weeks before it. That gives you time to process registrations, collect requirements, assign stalls and update the floor plan.
When should I check the weather for an outdoor motor show?: Check the forecast 48 hours before opening and again on the event morning. Use the result to confirm tents, lighting, power protection, visitor signage and any changes to traffic or parking arrangements.

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.