Motor show checklist: what to arrange and when

A motor show needs more than vehicles and display space. You need a confirmed venue, permits and insurance, an exhibitor process, a clear floor plan, and a traffic route that works for both cars and visitors. Start registrations early, then lock down signage, power, security instructions, catering, and payment equipment before event day. This checklist puts the work in a practical order so late changes do not disrupt setup.

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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
Check permits
Check insurance
Create exhibitor list
2 people
Invite exhibitors
2 people
Process registrations
2 people
Assign pitch locations
2 people
Create floor plan
2 people
Make reservations
Send invitations
2 people
Open visitor registration
Collect dietary requirements
Prepare security instructions
2 people
Develop traffic route
2 people
Prepare parking signs
2 people
Publish the program
Send exhibitor information
Print booth numbers
2 people
Print name badges
2 people
Print direction signs
2 people
Do the shopping
3 people
Check materials
3 people
Check engine list
2 people
Fill coolers
2 people
Prepare the cash register
2 people
Check in exhibitors
4 people
Set up access gates
4 people
Signpost the parking area
3 people
Set up tables and chairs
6 people
Set up exhibition walls
4 people
Position the motorcycles
6 people
Hang up stand numbers
3 people
Set up the information desk
2 people
Set up the cash register
2 people
Chill drinks
3 people
Prepare snacks
3 people
Hang decorations
3 people
Put up route signs
3 people
Test sound equipment
2 people
Conduct a safety check
3 people
Brief the front desk team
4 people
Give a security briefing
3 people
Give exhibitor briefing
4 people

Event

Open the doors
4 people
Welcome visitors
4 people
Check tickets
3 people
Hand out wristbands
2 people
Provide visitor information
2 people
Support exhibitors
3 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill buffet
2 people
Empty trash bins
2 people
Check toilets
2 people
Answer audience questions
2 people
Register lost property
Announce the closing message
Guide visitors to the exit
4 people

Aftercare

Close the register
2 people
Let the motorcycles roll out
4 people
Dismantle booth materials
6 people
Reload the motorcycles
6 people
Clear tables and chairs
5 people
Remove decorations
3 people
Take down route signs
3 people
Wash dishes
3 people
Clean the venue
5 people
Dispose of waste
3 people
Inventory materials
2 people
Return borrowed items
2 people
Process exhibitor invoices
Handle lost and found
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

Confirm the date and location before inviting exhibitors. Check permits and insurance at least 8–12 weeks ahead, because approval times and venue requirements can affect the entire layout.
Build the exhibitor list and assign pitch locations before publishing the program. Leave clear routes for vehicles, place barriers and cones where needed, and print booth numbers and direction signs from the final floor plan.
Open visitor registration early and collect dietary requirements with a fixed deadline, such as 10 days before the show. Send exhibitors their arrival instructions, pitch location, parking details, and setup times in one information pack.
Test the practical infrastructure before doors open. Check the sound system, microphones, extension cords, power strips, lighting, card machines, cash register tablet, and walkie-talkies during setup rather than discovering faults during arrivals.
Prepare separate checklists for vehicles, catering, and the entrance. Count the engine list, fill coolers, charge or install batteries, and place badges, signs, coffee equipment, serving items, and payment equipment where staff can reach them quickly.

Frequently asked questions

How far in advance should I plan a motor show?: Start planning at least 8–12 weeks before the show. Confirm the venue, permits, insurance, exhibitor invitations, and floor plan first; visitor registration and detailed signage can follow once the layout is stable.
When should exhibitor registration close for a motor show?: Close registration around 2–3 weeks before the event so you have time to assign pitches, update the floor plan, print booth numbers and badges, and send final arrival instructions. Keep a short waiting list if space allows.
How many drinks should I plan for a motor show?: For the first hour, plan 2–3 drinks per person, then about 1 drink per person per additional hour. Add extra water and coffee for exhibitors and crew, who may arrive well before visitors and stay after closing.
What should I check on motor show setup day?: Check the vehicle list, pitch markings, traffic route, barriers, cones, signs, power, lighting, sound, payment equipment, catering supplies, and security instructions. Complete the main technical and safety check at least 60 minutes 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.