Used car fair shopping list

A used car fair needs more than cars and dealer tables. Visitors must find registration quickly, understand each vehicle’s details and move safely between display areas and test drives. Bring the equipment for dealer counters, information points, signs, payment, communications and refreshments. Check quantities against your dealer count and expected visitor numbers at least one week before the fair, then test power, charging and registration equipment the day before.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 4
Information desk
Registration tablesqty 3
Dealer countersqty 12
High tablesqty 12
Tablesqty 10
Chairsqty 60
Crowd control barriersqty 20
Parasolsqty 6

Equipment

Sound system
Wireless microphonesqty 2
Laptopsqty 3
Tabletsqty 4
Payment terminalsqty 3
Extension cordsqty 8
Power stripsqty 8
Battery chargersqty 6
Mobile phonesqty 4
Walkie-talkiesqty 8
Flashlightsqty 6
Vacuum cleanerqty 2

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 8
Ice containersqty 4
Serving traysqty 8
Cutting boardsqty 4
Knivesqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 250
Platesqty 150
Cutlery setsqty 150
Coffee spoonsqty 100
Pouring jugsqty 8

Decorations

Dealer bannersqty 12
Stage bannersqty 6
Flagsqty 20
Tableclothsqty 20
Name badgesqty 100
Badge holdersqty 100
Pensqty 40

Lighting

LED light stringsqty 8
LED lampsqty 12
Work lightsqty 4

Cleaning

Waste binsqty 12
Broomsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12

Car accessories

Car coversqty 20
Cleaning clothsqty 50
Tire pressure gaugesqty 4
Jumper cablesqty 4
Warning trianglesqty 8
Test drive keysqty 20
Test drive foldersqty 30

Catering

Groceries
- Coffee - 5 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilograms
- Ice cubes - 15 kilograms
- Mineral water for coffee - 12 liters
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Mini sandwiches - 250 pieces
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Butter - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snack mix - 8 bags
- Mini cookies - 8 packs
- Brownies - 120 pieces
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Grapes - 5 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilograms
- Mixed salad - 3 kilograms
- Olives - 2 kilograms
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Trash bags - 150 pieces
- Cleaning product - 6 bottles
- Glass cleaner - 4 bottles
- Dishwasher tablets - 100 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Plastic storage containers - 20 pieces
- Paper gift bags - 100 pieces
- Allergen labels - 2 rolls

Tips

Set up one registration table for every 150–200 expected visitors per hour, with a laptop or tablet, name badges and printed visitor information at each point.
Allow at least one dealer counter and two chairs per participating dealer, then add one high table for every two dealers if visitors need a place to talk or complete forms.
Print at least two vehicle labels per car: one for the display vehicle and one spare for damage, weather or last-minute changes. Keep extra direction signs for the entrance, registration area and test-drive route.
Prepare one walkie-talkie for each key operational role, such as registration, parking, test-drive coordination and the information desk. Charge all radios, phones and payment terminals before opening.
For a four-hour fair, plan roughly two drinks per person for the first hour and one per person for each additional hour. Chill drinks in coolers, and set out reusable cups, coffee equipment and ice before dealers arrive.

Frequently asked questions

What do I need for a used car fair registration desk?: Prepare at least one registration table per 150–200 visitors expected in the busiest hour. Each desk needs a laptop or tablet, name badges, visitor information, pens, a payment terminal if required and a visible sign.
How many chairs and tables do I need for a used car fair?: Provide at least two chairs and one dealer counter for each participating dealer. Add registration tables, an information desk and seating for staff; confirm the final count when dealer registrations close, ideally 7 days before the fair.
How many signs should I print for a used car fair?: Print one clear sign for every decision point, including the entrance, registration, parking, dealer areas and test-drive route, plus two spare copies per sign type. Prepare vehicle labels at least 2 days before setup.
How much food and drink do I need for a used car fair?: For drinks, allow about two servings per visitor for the first hour and one additional serving per visitor for each later hour. Buy and chill supplies no later than the day before, including water, hot-drink supplies, reusable cups and ice.

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