What you need for a motor show

A motor show needs more than vehicles and display space. You will need furniture for exhibitor stalls, clear signs for visitors, reliable power for equipment, and enough lighting for vehicles and walkways. Plan separate supplies for registration, payments, catering and safety so you are not borrowing essentials on the day. This shopping list helps you check the practical items before deliveries arrive and exhibitors begin setting up.

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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
- Coffee beans - 3 kg
- Decaf coffee - 500 g
- Black tea - 200 bags
- Herbal tea - 100 bags
- Sugar - 2 kg
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Chocolate milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Bitter lemon - 6 bottles
- Tonic - 6 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemon juice - 2 bottles
- Ice cubes - 12 kg
- Mini croissants - 100 pieces
- Mini raisin buns - 80 pieces
- Unsalted butter - 1 kg
- Strawberry jam - 3 jars
- Cheese slices - 2 kg
- Back ham - 1 kg
- Hummus - 1 kg
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kg
- Carrots - 2 kg
- Bell pepper strips - 2 kg
- Mixed salad - 2 kg
- Grapes - 3 kg
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 40 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 3 kg
- Party nuts - 3 kg
- Olives - 2 kg
- Salted sticks - 6 bags
- Mini meatballs - 4 kg
- Vegetarian meatballs - 2 kg
- Mini chicken skewers - 3 kg
- Vegetarian spring rolls - 200 pieces
- Mini cheese soufflés - 150 pieces
- Satay sauce - 2 liters
- Mayonnaise - 1 liter
- Ketchup - 1 liter
- Mustard - 500 ml
- Sweet chili sauce - 1 liter
- Cocktail sauce - 1 liter
- Toast rounds - 8 packs
- Baguettes - 12 pieces
- Herb butter - 12 tubs
- Cream cheese - 1 kg
- Crackers - 8 packs
- Cookies - 10 packs
- Brownies - 100 pieces
- Muffins - 100 pieces
- Milk powder - 1 kg
- Cocoa powder - 500 g
- Coffee biscuits - 8 packs
- Napkins - 1000 pieces
- Paper straws - 500 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Hand soap - 8 bottles
- Hand sanitizer gel - 8 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- 60 liter trash bags - 100 pieces
- Garbage bags 120 liters - 50 pieces
- Rubber gloves - 12 pairs
- Cleaning wipes - 6 packs
- Kitchen gloves - 6 pairs
- Food containers - 20 pieces
- Sauce cups - 200 pieces
- Wooden skewers - 500 pieces
- Paper snack bags - 300 pieces
- Paper Cutlery Bags - 200 pieces
- Allergen labels - 100 pieces
- Diet-friendly snack bars - 40 pieces

Tips

Allow one table, two chairs and one stand number sign for each standard exhibitor space, then add a few spare chairs for busy periods. Clothes racks and bar stools are useful where exhibitors need to display apparel or talk with visitors.
Count extension cords and power strips by stall rather than buying one shared set. Keep at least two spare charging cables and power banks at the registration desk, because phones, tablets and card machines may all need charging at once.
Use directional signs at the entrance, parking route, registration point, toilets and exit. Prepare one visible motor show banner and stand number signs before exhibitors arrive; replacing missing signs during setup is difficult.
For an outdoor show, check the forecast before ordering party tents and lighting. Pack battery lanterns and LED lamps as well as string lights, since the main power supply may not cover every walkway or late-running setup area.
Plan serving supplies from the confirmed registration count, then add roughly 10% extra reusable drinking glasses, coffee cups and plates. Keep a separate box for catering supplies so it is not mixed with tools, cables or exhibitor materials.

Frequently asked questions

What do I need to buy for a motor show?: Start with tables, chairs, stall signs, directional signs, barriers, power strips, extension cords, lighting, payment equipment and serving supplies. For each exhibitor, plan at least 1 table, 2 chairs and 1 stand number sign unless their assigned space has different requirements.
How many chairs and tables do I need for a motor show?: Use the exhibitor list and assign at least 1 table and 2 chairs per standard stall. Add 10% spare seating, rounded up to the next whole chair, for registration, visitors and unexpected needs.
How much power equipment is needed for a motor show?: Provide at least 1 suitable extension cord and 1 power strip for each powered stall, with extra charging cables and 2 power banks at registration. Test every cable, card machine, laptop and tablet before setup day.
What should I prepare for an outdoor motor show?: Prepare party tents, bollards, barrier tape, weather-resistant signs and battery lighting before the forecast is final. Check the weather at least 48 hours before the show and keep lanterns available for areas outside the main power supply.

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