How to host a car show

Looking for information on how to host a car show?  Hosting a car show should be a fun experience but for some it turns into a nightmare of stress.  This article was developed to help guide folks who might be seasoned promotors or first time hosts.  A well-planned event that runs smoothly will be appreciated by participants and spectators, bringing participants back year after year.

Step 1: Selecting the Date

The date of your event might seem minor but could impact the number of show cars and spectators which attend.  Depending where you are located choose a month where the  climate is mild to warm.  Most show car owners will not bring their vehicles out in the dead of winter.  Next, do a search on AutoShowsonline.com and try to select a date where there are not to many events similar to your event.

Step 2: Your Budget

Determine in advance how much you can spend on the event.  Your budget should include your  investment, estimated vendor fees, sponsor fees, and raffle ticket sales.  Your budget will guide many aspects of the event.  Expenses you might incur are:

• Event Venue
• Permits and event insurance
• Trophies
• Advertising and flyers
• Entertainment (DJ, MC, etc.)
• Raffle prizes

Step 3: Selecting the Venue

Selecting the ideal venue can be tedious at times.  Your budget and anticipated number of participants will drive what type of location is required.

Indoor locations will drive the cost higher with the need for additional staff, security, lighting, Air Conditioning, etc.  Indoor locations are often used for larger national events.

Outdoor locations can vary from utilizing a racetrack, a park, or even a school parking lot.  Based on the number of anticipated participants for your auto event, call around locally to discuss pricing.  In some cases automotive shops will sponsor the venue for the event.  The facilities should have appropriate parking, restrooms, and accessible to food vendors

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Step 4: Marketing and Promotion

The most important aspect of planning your car show or automotive event is marketing and promoting the event.  The first step is to create or have a designer create a flyer for your event.  The flyer should contain the following information:

• Event Name and Host
• Event Date and Time
• Event Venue
• Event Type (i.e. Car Show, Racing, Classic Car Show, Imports, etc.)
• Car Show judging classes along with prizes
• Entry Fees and Instructions on Registration
• Contact Information (Name, Email, Phone, Website, etc.)
• List or Logo of sponsors and vendors
• Any disclaimers

Once your flyer is designed, find a printer locally or online (i.e. GotPrint.net or NextDayFlyers.com).  The next step is to start promoting the event online and locally.  1. Ask your location automotive shops to display your flyers on their counters.  2. Create a Facebook event and share with your friends.  3. Post your event on AutoShowsonline.com website free of charge.  For a nominal fee, your event can be featured on AutoShowsOnline.com front page.  For more information contact us today.

Step 5: Participant Registration

Some events allow participants to pre-registration, while others only allow registration on the day of show.

Allowing attendees to pre-register provides the host with some working capital and a gauge of how many participants will display their vehicle.  The incentive for the participant is a discounted registration fee.  If using pre=registration setup a cutoff date to ensure you have enough time to send electronic conformation and your paperwork is in order.  On the day of the event assign a person to be responsible for keeping a log and handling all  pre-registrations.

Either method will require a registration area set up at the entrance of the event.  Each vehicle should be provided  a window card, with their name, vehicle info, and vehicle class.

Step 6: Entertainment

Although all the participants and spectators attending your event are coming for the cars, one should provide other entertainment.  A DJ is the most popular type of entertainment spinning the latest music for the crowd’s enjoyment.  Some events spend the extra cash to hire an MC.  An MC will work to keep your crowd engaged and entertained for the day.

Other options include hiring a local band, break dance or some other competition, sound system competitions, raffles, etc.  Don’t forget to ensure you have electrical outlets otherwise a generator is required.

Step 7: Car Show Judging and Trophies

Judging of car shows is very important for you participants and should be done fairly with folks knowledgeable of the vehicles.  Everyone has different opinions as to what they like, but judging should be taken seriously and be done fairly based on the quality of the build.

The first step is to plan out the categories for which you will judge ones car.  For example, Performance, Engine cleanliness, interior, paint job, body work, sound, etc.  Next you must develop a point system on how to rank vehicles in each category.  Usually 2-3 judges visit a vehicle, and score them based on the criteria established.

Tally up the results and 30-45 minutes before the end of the event is the time to announce the winners.

Most events honor participants with the most points with a trophy.  Trophies can range from $10-$100 depending on the size.  Be sure to order your trophies 3 weeks in advance to ensure they come on time.  In cases where trophies are delivered unassembled, allow yourself enough time to assemble them prior to the event.

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Step 8: The Supplies Checklist

The week prior to your event you should begin preparing all items required for the day.  Use the checklist below as it applies to your event as a guide.

• Pre-Registration List
• Blank Registration Forms
• Copies of insurance and permits
• Blank registration forms
• Window cards
• Trophies
• Raffle prizes
• Raffle tickets
• Scissors, tape, and rope
• Tent(s)
• Pens and Sharpies
• Tables and Chairs
• Copies of the event schedule
• Copies of the venue layout
• Cooler with food and cold drinks
• Parking cones
• Judging forms 
• Event flyer and Business Cards
• Promotional Materials
• Banners
• Electrical extension cords

Please note this is just a starter and you may have many other things applicable to your event.  Good Luck hosting your next event!