What to Buy for a Motor Show

A motor show needs more than vehicles and display stands. You will need clear route signs, booth numbers, barriers, lighting, payment equipment and enough serving items for exhibitors and visitors. Plan the shopping around your expected attendance, the number of exhibitors and the length of the opening hours. Check power access before buying electrical equipment, and arrange printed signs and cash supplies several days before the show.

Organize this event for free with Lizzt

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
- Coffee - 2 packs
- Tea bags - 200 pieces
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Bitterballen - 500 pieces
- Mini frikandels - 300 pieces
- Cheese soufflés - 200 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Peanuts - 4 bags
- Baguettes - 8 pieces
- Herb butter - 8 tubs
- Cheese cubes - 4 kilo
- Liver sausage - 2 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Ketchup - 3 bottles
- Mustard - 3 bottles
- Mayonnaise - 3 bottles
- Napkins - 500 pieces
- Paper straws - 300 pieces
- Ice cubes - 20 kilo
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Dish soap - 3 bottles
- Cleaning wipes - 6 packs
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 3 bottles

Tips

Prepare at least one stand number sign and one price tag set for every exhibitor, then add 10% extra for changes or damaged labels. Keep permanent markers available for last-minute updates.
For a full day, allow two to three drinks per person during the first hour and about one drink per person for each following hour. Use coolers for cold drinks and thermos flasks for coffee so service does not depend on a single counter.
Bring one cash box and one card machine for each active sales point, plus enough change for the opening rush. Test every card machine and extension cord before exhibitors arrive.
Plan one extension cord and one power strip for each lighting or service area, while keeping spare cables available. Use LED work lights for setup and separate string lights or plug-in lamps for visitor-facing areas.
Buy or bring enough barrier tape and bollards to separate vehicles, queues and walkways. Put route signs at every turn and entrance rather than relying on one large sign near the registration point.

Frequently asked questions

What should I buy for a motor show?: Start with display furniture, booth numbers, route signs, barriers, lighting, payment equipment and refreshments. For each exhibitor, allow one marked exhibit space, a table where needed and at least one clear stand number sign.
How many drinks do I need for a motor show?: For the first hour, plan on two to three drinks per person, then about one drink per person for every additional hour. Add extra stock for exhibitors, volunteers and warm weather, and chill drinks before opening.
How many card machines and cash boxes do I need?: Use one card machine and one cash box for every separate sales point operating at the same time. Test them at least one day before the show and prepare change before the venue opens.
When should I order motor show signs and banners?: Order printed route signs, trade show banners and stand number signs at least 7 to 10 days before the event. Keep markers and spare blank signs on site for late exhibitor changes.

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.