What to bring to a motor show

A motor show needs more than vehicles and display space. You will need equipment for exhibitor pitches, visitor flow, power, lighting, registration, catering and payments. Buy or collect the practical items early, especially extension cords, barriers, signs and card machines, because replacements are difficult to arrange on the day. Use your exhibitor count and floor plan to set quantities: every pitch needs furniture and clear numbering, while shared equipment should be positioned where staff can reach it quickly.

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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
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Spa Blauw - 96 bottles
- Spa Red - 24 bottles
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Coffee - 8 packs
- Tea - 4 boxes
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Ice cubes - 20 kilo
- Bitterballen - 600 pieces
- Mini frikandellen - 400 pieces
- Vegetarian snacks - 300 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Peanuts - 4 bags
- Baguettes - 12 pieces
- Herb butter - 12 tubs
- Sliced cheese - 4 kilos
- Ham - 3 kilos
- Hummus - 12 tubs
- Cucumbers - 12 pieces
- Cherry tomatoes - 6 kilos
- Grapes - 6 kilos
- Apples - 60 pieces
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Napkins - 1000 pieces
- Paper cups - 500 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Cleaning cloths - 24 pieces

Tips

Plan at least one table and two chairs for each exhibitor pitch unless your floor plan specifies another setup. Add high tables, display walls or clothes racks only where exhibitors need product or information space.
Allow one extension cord and one power strip for each powered pitch, then keep at least two spare extension cords and power strips at the registration or staff area. Check cable lengths against the final floor plan before loading the equipment.
Prepare traffic cones and crowd control barriers for every vehicle entrance, pedestrian crossing and restricted area. Put direction signs and parking signs at least one day before opening so arriving exhibitors do not need staff to direct every vehicle.
For a full day, plan roughly two to three drinks per person during the first hour, then one drink per person per additional hour. Fill coolers before doors open and keep separate supplies for exhibitors, staff and visitors if those groups have different access.
Take two payment options where possible: a cash register tablet and card machines, plus charging cables and a tested power source. Pack glasses, coffee cups, plates and cutlery according to your expected attendance, and check coffee machines, kettles and thermos flasks before event day.

Frequently asked questions

What equipment do I need for a motor show?: For each exhibitor pitch, plan the required tables, chairs and display equipment. For the venue, prepare barriers, traffic cones, a sound system, microphones, extension cords, lighting, walkie-talkies and flashlights; check the final quantities against the floor plan at least 48 hours before opening.
How many tables and chairs do I need for a motor show?: Start with one table and two chairs per exhibitor pitch, then add tables and chairs for registration, catering and staff. Confirm the final count after exhibitors are assigned their locations, ideally 3 to 5 days before the show.
How much catering equipment is needed for a motor show?: For coffee service, provide at least one coffee machine or kettle for every 50 to 75 guests, with thermos flasks for overflow or distant areas. Count coffee cups, glasses, plates and cutlery for your maximum attendance and add about 10% spare items.
What should I bring for motor show safety and crowd control?: Bring crowd control barriers, traffic cones, clear direction signs, parking signs, walkie-talkies and flashlights. Check all restricted areas and vehicle routes during the final setup, no later than 2 hours before visitors arrive.

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