How to host a car show

Rev up your fundraising automobile present with these 5 ideas.

How to host a car show

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How to host a car show

Nothing brings a neighborhood or group collectively for trigger like a weekend fundraiser with scrumptious meals, a dwell band, and a parking zone full of gorgeous automobiles with their hoods propped up.

Though it will probably contain loads of effort, planning a automobile present to profit a charitable group does not need to be difficult. With correct planning and a few help from a small staff of dependable folks, you possibly can placed on an unforgettable present.

Listed here are 5 tricks to make it occur:

1. Host a raffle with sponsored prizes

Whilst you might not be capable to persuade the Ford Motor Firm to donate a model new truck, you’ll find different companies keen to donate cool prizes on your raffle like free automobile washes, equipment, and automobile cleansing provides.

However your prizes do not need to be automobile associated as a way to be engaging. You possibly can raffle off prizes like residence stereo gear, Bluetooth audio system, laptops, and even Starbucks reward playing cards. affords some nice recommendations on generate a few of the greatest sponsored prizes on your raffle.

Maintain a number of raffles to maintain folks

Smaller prizes raffled off extra continuously are extra enjoyable because it offers folks the notion of a greater likelihood at successful. In case your occasion extends over a few days, make sure to break up up your larger prizes between each days.

2. Discover a location with nice character

The environment of your occasion is simply as necessary as the placement. It is cheap to decide on an enormous, empty parking zone, however you may must create a self-contained environment from scratch.

If you’ll find a location inside an current environment, like a busy downtown neighborhood, you’ll leverage the neighborhood’s current livelihood—and its parking, too.

A good way to find potential venues is to drive round city and search for open areas that will accommodate your entire automobiles, a big crowd, distributors, and moveable bathrooms. Whenever you discover a place you want, discover out who owns the property and ask them if you need to use their location for a weekend occasion to boost cash on your trigger. You possibly can all the time provide a free vendor sales space in change.

3. Recuperate your prices with native distributors

A automobile present is an ideal alternative for native companies in auto-related industries to achieve their goal market, and so they’re often keen to pay good cash for that entry. This makes vendor cubicles the right technique to get well portion of your prices.

Contact automobile mechanics, dealerships, auto physique restore retailers, and even native automobile washes to see in the event that they’d wish to hire a sales space at your occasion to market their enterprise.

4. Discover sponsors that may make your occasion enjoyable

Sponsors are an effective way so as to add extra enjoyable to your occasion. For instance, you’ll find a neighborhood college or sports activities staff to host a automobile wash throughout your occasion the place all proceeds go to your charitable trigger. It’s also possible to have a mechanic train a category on primary automobile upkeep, and cost a couple of dollars to attend.

By creating pockets of actions inside your occasion, you give your company extra causes to stay round longer and are available again the following day.

5. Get the phrase out with an emphasis in your trigger

Simply having the good automobiles on the earth at your occasion is not sufficient. It is advisable to know the place to achieve your splendid visitor, and market your occasion so folks know you are elevating cash for charity. Don’t fret, you do not have to be an professional in advertising to do it proper.

First, it’s worthwhile to determine your goal market. Clearly, your splendid company are going to be fascinated about automobiles, even when it is only a informal curiosity. This often consists of households with younger children. You will additionally entice severe lovers in no matter automobile area of interest you are showcasing. The very best place to search out these folks is by looking out native automobile golf equipment.

One other portion of your goal market goes to be individuals who determine with the trigger you are elevating cash for. Typically, folks will attend fundraisers for causes they’re enthusiastic about, even after they haven’t got an energetic curiosity within the occasion itself. To succeed in these folks, discover some native organizations devoted to your trigger, and see in the event that they’re keen to promote your occasion to their members.

Create advertising supplies

As soon as you have discovered your goal market, it’s worthwhile to create advertising supplies. Flyers are an acceptable alternative for a one-day or weekend occasion, and are comparatively simple to create. Ensure that your trigger is prominently displayed so folks know it is not simply one other automobile present.

Chances are you’ll even be capable to rating some free or discounted advert area in a neighborhood automobile journal or different publication. Keep in mind, when your occasion is a fundraiser, extra folks will probably be blissful to donate, commerce companies, or present beneficiant reductions.

Bonus tip: for a fuller visitor expertise, be sure your music and meals match your theme. For instance, when you’re showcasing American classics, you possibly can deliver the expertise full circle with 1950’s music and all-American meals like sizzling canine, hamburgers, fries, and milkshakes.

Cool automobiles join households and communities

It doesn’t matter what charity you are elevating cash for, your occasion will give the folks in your neighborhood a purpose to exit and join with one another. So do not be afraid to drag out all of the stops and make your occasion remembered for years to return.

Native automobile exhibits are an effective way to get folks collectively who share a standard appreciation for autos. Automotive exhibits are additionally good for enterprise and so they can assist to boost cash for charity. In the event you run a enterprise or wish to increase cash for trigger, listed below are some ideas that will help you arrange a neighborhood automobile present.

How to host a car show

Ideas for Organizing Native Automotive Present

• Determine on a theme. Would you like a traditional automobile present? Would you like a motorbike present as a substitute? Would you like an vintage automobile present? Or perhaps only a common automobile present that auto lovers of any kind can take part in?

• Gauge curiosity. Speak to potential individuals to see if they’re fascinated about participating. Examine a calendar of native occasions to make it possible for there aren’t different automobile exhibits on the similar time.

• Select a charity or native trigger to boost cash. You will additionally must resolve increase help — will you cost admission? Will you maintain a raffle? Will you are taking donations? Keep in mind, it does not need to be monetary help; your native meals financial institution will most likely welcome donations of canned items.

• Discover a good location. Your location ought to be central to the realm you hope to attract a crowd from. Speak to the proprietor of a restaurant, ice cream store, or espresso store; they may welcome a automobile present of their parking zone if it would draw crowds to their institution.

• Begin promoting! You will must promote to 2 teams of individuals – automobile house owners and automobile present guests. Get automobile house owners to register with you forward of time so you possibly can handle how many individuals will present up. Encourage automobile present guests to mark their calendars. Speak to native radio and TV personalities to “discuss up” your automobile present on the air. Discover native occasions calendars to incorporate your automobile present on. Hand out flyers. Create the occasion on websites like Fb,, and Encourage social media customers to submit on Twitter and Fb. This step ought to be the one you spend essentially the most effort and time on!

• Spherical out the present with different individuals. Do not forget that different individuals would possibly wish to participate: Invite sizzling canine distributors to promote meals, invite an inflatables renter to arrange a “bouncy-house” for the children, ask auto-related distributors in the event that they want to arrange a sales space or donate prizes.

One ultimate tip – this one is important! At all times discuss to native authorities to just remember to have the right licenses and permissions to carry an occasion. You would possibly require a allow to carry the occasion, and would possibly require a distinct allow to serve meals or alcoholic drinks.

A automobile present can draw an enormous crowd of individuals as a result of it is plenty of enjoyable. It will possibly additionally assist increase cash and consciousness for trigger. Organizing a automobile present is plenty of work however with correct planning and a few group, it may be value it.

The automobiles we drive say quite a bit about us. In the event you’re planning a automobile present in Southwest Ohio, we’re right here to assist. We’ve received the ideas it’s worthwhile to plan a automobile present that your distributors, automobile house owners and automobile fanatic attendees will probably be speaking about for years!

“The Roberts Centre administration & employees had been one of the crucial skilled and caring groups FreedomScene has had the pleasure of working with. Their information of what we had been wanting to perform with our festivals, format, and course of was past greater than we might ask for. My staff & I sit up for working with the Roberts Centre much more in hopes of calling their location FreedomScene’s residence!”

– Joseph VanWinkle / CEO of FreedomScene

How to host a car show

Auto exhibits profit and enhance communities by energizing the native financial system and constructing goodwill. PC: Brandon Speck

Start With a Funds

Begin with this primary factor. Account for each expense and price range line merchandise. Estimate what number of automobiles will probably be attending and the way a lot cash is projected to be constructed from attendance gross sales. Because the automobile present attracts nearer, alter the price range to accommodate for the right variety of automobiles and ticket gross sales.

How to host a car show

At the start, price range appropriately. PC: Chase Morgan

Pre-Present Planning is a Should

Automotive exhibits are a neighborhood gathering meant to supply a enjoyable and constructive environment. Consideration to element is essential once you’re planning an auto present. The excellent news is that when you select the precise venue, you should have trade specialists that assist you ship one of the best expertise on your price range. Meals & beverage companies, crowd-flow, safety, parking, ticketing and so on. usually are not matters it’s best to deal with by yourself. A number of the particulars that have to be vetted embrace:

  • Permits have to be pulled in case your automobile present is exterior. Examine with native municipality and county officers to determine the permits you want
  • Pre-registration and day of occasion registration procedures
  • The place to assign and place workers or volunteers
  • A check-in course of for house owners of automobiles or automobile producers
  • Restroom amenities
  • Visitors management volunteer process
  • Indicators for loos, entries, exits and for cubicles
  • Volunteers to behave as judges for auto present contests
  • Maps that clearly present the place displays, distributors and restrooms are positioned
  • Distributors to supply foods and drinks or move out free merchandise

Insure, Insure, Insure

Automobiles are costly! In the event you’re holding an occasion by yourself, we suggest discussing your occasion insurance coverage wants with an insurance coverage agent. Be sure to talk about insurance coverage necessities with the occasion employees at personal venues too.

How to host a car show

Consideration to element is essential once you’re planning a automobile present. PC: Brandon Speck


After all, everybody involves a automobile present to see the automobiles, however the ambiance and environment you create will preserve them coming again. Leisure is all the time part of an auto present. Whether or not it’s a dwell band enjoying or customized radio tracks, music is a key part of a profitable auto present. Think about a partnership with a neighborhood radio station that can broadcast out of your venue whereas selling your auto present. Know your viewers and choose music and appendant leisure that enhances the style of automobiles at your present.

Centrally find your leisure so it may be heard and seen by individuals. This central spot must also be used to announce automobile present winners for contests.

Promote These Autos

Promoting an auto present is necessary. There are such a lot of shops obtainable to get the phrase out about your automobile present. Comply with this promoting avenue path:

  • Many websites will allow you to promote your auto present at no cost.
  • Make the most of social media pages and on-line neighborhood calendars.
  • Get the phrase out to native auto golf equipment.
  • Promote within the newspapers because the occasion attracts nearer.
  • Move out flyers locally.
  • Make the most of partnerships with radio stations and tv stations.

Trophy Time

In case your automobile present is internet hosting a contest or making a gift of prizes for greatest automobiles of their traditional automobile classes, keep in mind to order trophies for these classes forward of time. Ensure that sufficient cash is spent on the trophies to make winners wish to proudly show them on a shelf and provides them incentive to return again subsequent 12 months. Awarding prizes offers folks an incentive to enter your occasion.

Trace: The naming rights to trophies is usually a income and pay for the price of the trophies.

How to host a car show

The automobiles are lined up for the competition! PC: Brandon Speck

Automotive Present Raffles and Auctions

Automotive lovers love to gather memorabilia. Raffles and auctions are an effective way to boost cash from donations. Promote tickets that patrons can place in a pot to win donated automobile prizes or put up an public sale tent the place folks can bid on merchandise or journeys.

Parting Items: Goodie baggage stuffed with flyers, decals, coupons, key chains, and extra are a pleasant parting reward for patrons. Think about giving all automobile present individuals a splash plaque for being a participant as properly.

Free Swag: It’s free publicity and advertising!

Venues Matter

The Roberts Centre in Wilmington, Ohio is the premier venue to gasoline automotive passions and encourage show-goers of all ages. Our accessible location, accommodating format, educated employees, and limitless facilities will make planning your automobile present a breeze! The Roberts Centre’s occasion planning and service-oriented employees can assist you with all of your auto present particulars, using greater than 80,000 sq. toes of versatile assembly area to suit your auto present wants. Our most well-liked tradeshow venue area is centrally positioned between Dayton, Cincinnati and Columbus making it simply accessible to a few of the largest metropolis populations in Ohio.

Constructed to host occasions on a grand or intimate scale, Roberts Centre is able to host your automobile present! Contact us at 937-283-3272 to schedule your particular occasion at present.

How to host a car show

Your automobile present will be deliberate and accommodated at The Roberts Centre. PC: Brandon Speck

About Roberts Centre

Roberts Centre is residence to the area’s largest conference middle, an opulent Vacation Inn resort, and Max & Erma’s Restaurant. The pliability of our area, mixed with our location between three main cities in Ohio, makes us the right venue for weddings, banquets, conferences, pet exhibits, and different particular occasions.

Automotive meets and auto exhibits are a common coming collectively of all issues and folks throughout the automobile tradition neighborhood. It’s the place you’ve seen every thing from tastefully modified tuners to high-end, extremely modified exotics. However in contrast to your huge model auto exhibits, most often the house owners of those wonderful present automobiles are on-hand to reply your entire questions. For the automobile neighborhood, automobile meets are a treasured custom. However, you surprise, what does it take to plan one? How a lot effort goes into planning meets like Import Face Off and Tuner Evolution? How do you get sponsors to return out and take part? How do you entertain your patrons and create a memorable expertise for them that can preserve them coming again? There are such a lot of blanks to fill in when planning a automobile meet, however when you’re organized, diligent and ready, planning a automobile meet is usually a very rewarding enterprise.

Planning a automobile meet, like virtually any occasion, at its core, revolves round 4 important points: group, planning, diligence, and preparedness. By conserving these Four issues on the entrance of your thoughts, planning a automobile meet will nonetheless be a problem. Nevertheless, it will likely be simpler to tackle these challenges so long as you keep targeted and, above all else, have enjoyable with it. Let’s take you thru our personal “Automotive Meet Planning Information”.

Step one to planning the meet is to select a date. It looks like a easy job, nonetheless the one factor to recollect is that when you dwell close to densely populated cities or areas, chances are high there simply is perhaps different automobile meets and auto exhibits taking place that day as properly. Examine your calendar and select a number of potential dates that will greatest be just right for you and the folks you intend on inviting. By doing this, you can be making certain that you just aren’t setting the date to be the identical date as different doubtlessly bigger and extra distinguished meets.

So far as what day of the week to plan for, weekends are often the way in which to go. We usually wish to schedule our meets on sundays, as that’s when all companies round us are typically closed, which makes getting permission to make use of the lot area a lot simpler. Fridays and Saturdays are superb as properly, though further consideration ought to be paid to understanding how a lot lot area you should have together with discovering a time that can pose the least quantity of battle for all events attending or concerned. However, we are going to get into that in a minute.

So, now you’ve picked your date for the meet. The following factor is location. How a lot room will you want? Will you need to get any particular permissions from the city you can be internet hosting the meet in? What sort of automobiles do you wish to attend? How a lot will meals / catering / leisure value and the place do I search for these companies? These are all crucial questions that it’s best to handle proper off the bat once you start planning out your occasion. In the event you’re planning to host the meet on property that’s city-owned, resembling giant parking heaps or buildings, make sure to contact your native allow workplace to make sure that all lot permissions and / or rental / reservation charges are taken care of. Failure to do that will lead to the potential for a shut down by the native authorities, which is one thing you clearly don’t wish to occur.

As soon as your venue is sorted, the following factor we suggest you handle is your meals and catering. For smaller meets, nothing greater than a pair barbecue grills ought to be wanted. If it’s an even bigger one, we suggest reserving a neighborhood meals truck or catering service. However just remember to get on the telephone before later. Meals truck house owners are busy folks, and consequently, there is perhaps a delay between the time you attain out and when they can get again to you. On a deadline, hold-ups are by no means enjoyable to cope with. Planning out your catering first will mitigate that threat. When you join with a meals truck proprietor or rep, there are some things that try to be prepared to debate with them. The primary factor is their minimal charges.

Minimums are charges set by the enterprise proprietor of the meals truck which are usually primarily based on issues like the gap that the truck must journey to attend the occasion, the variety of patrons attending, and a mean per-dollar expenditure for every patron. For instance, when you plan on having 150 folks at your meet, and the per-dollar estimate for every patron to spend on meals is $12, then you definitely would anticipate a minimal of about $1,800 in your estimate. What meaning is that the truck should usher in $1800 or extra in income from the occasion so as so that you can not need to pay further charges. Usually, most meals truck companies may even require a 50% deposit on the minimal to lock within the reservation. So, on this case, with a $1800 minimal, you possibly can anticipate to need to put down $900 to lock in your reservation. If the minimal is met, then you definitely received’t need to pay any further charges. In the event you go above the minimal, some meals truck companies will even refund a portion of your deposit! Once more, this may differ tremendously from truck to truck. This can be a common define to provide you an thought of what to anticipate.

When requesting quotes, try to work out these numbers by determining how huge you assume the meet will probably be. In some instances, if it’s a smaller meet, a meals truck won’t be required, as it’s attainable to easily arrange a grill and produce your personal meals objects to organize. Once more, that is one thing that it’s best to test along with your native allow workplace when you plan on utilizing open flame in a metropolis owned lot or construction.

One other piece of recommendation is to not shoot for the celebs. Until you’re working Pebble Seaside or the Concours D’ Magnificence, reserving a dearer truck pr catering service received’t actually be crucial. Go for easy, moveable meals, and preserve the flavors easy and pleasurable as properly. Patrons will usually spend extra on meals that’s much less messy and extra moveable, as this implies they’ll benefit from the present whereas satisfying their urge for food.

How to host a car show

Making a properly run automobile present that’s enjoyable to exhibit at and attend as a spectator is absolutely simple. Chances are you’ll be a producer, distributor, retailer, different enterprise, non-profit, or membership, no matter the place you’re ranging from, this submit supplies a information to creating an awesome present.

Financials & Funds

The inspiration of each automobile present is early, detailed monetary planning and budgeting. A properly put collectively price range will information execution of the present, set advertising priorities, and set up the variety of spectators, sponsors, fundraising {dollars}, and exhibitors wanted to interrupt even and make a revenue.

Typical revenues embrace:

  • Automobile exhibitor entrance charges
  • Spectator charges
  • Sponsorships
  • Vendor areas
  • Product gross sales

Typical bills embrace:

  • Venue, trash, & visitors management
  • Insurance coverage & permits
  • Safety, & crowd management
  • Flyers, indicators, web site, social media
  • Awards, plaques, shirts
  • Sponsor advertising
  • Leisure
  • Volunteer recognition

Restrooms & Trash Assortment

To not be under-estimated! Ensure that there are ample restrooms distributed across the present space and signage to the closest restrooms.

Trash receptacles have to be plentiful and will have to be collected mid-show to maintain trash going into them as a substitute of on the bottom. Be certain there may be ample trash assortment capability.

Awards & Trophies

Plan some distinctive trophies and awards for exhibitors and organize for a small variety of judges which are properly revered of their evaluation of automobiles. Too many awards are an issue. Judges that don’t learn about automobiles are additionally an issue.

Think about providing naming rights as a part of a sponsorship or as a separate buy alternative.

Organizing Committee

Set up an organizing committee early within the planning cycle to lighten the load of everybody concerned with planning and execution of the occasion. The first duty of the group is to:

  1. Assign a Present Director in control of the present
  2. Create an in depth plan for execution
  3. Assign motion objects and supply dates
  4. Handle volunteers, sponsors, & exhibitors
  5. Arrange registration and advertising

Venue Choice

Maintain the present at a location of significance. If you’re a shopping mall or mall, maintain it within the parking zone and avenue out entrance of the property. If you’re a enterprise organizing the present as a advertising exercise, maintain it at your corporation to generate gross sales and shoppers. If you’re a metropolis or neighborhood, shut down the central streets of city and contain as many teams and companies as you possibly can. If you’re a non-profit, discover a significant location that may facilitate every thing you wish to do on the present.

Visitors & Individuals Management

The visitors & folks plan wants to incorporate:

  • Exhibitors, distributors, and sponsors touring out and in of the present space
  • Spectators coming out and in of parking and the present space
  • Applicable signage for all concerned
  • Controlling entry to any restricted areas

Usually the native hearth and police departments will probably be a part of the planning course of to verify there may be ample entry within the occasion of an emergency within the present space.


After seeing about 5 automobiles children and adults that aren’t fascinated about automobiles will probably be bored on the present. Spend plenty of effort and time making the expertise enjoyable for this group of spectators in order that the non-car lovers can benefit from the present too. Embrace children actions, meals, espresso, music, and video games.

A good way to usher in extra actions is to encourage sponsors, distributors, and exhibitors to all deliver an exercise.

Insurance coverage & Permits

These are two important areas for executing any automobile present. Automobiles are priceless and individuals are much more priceless. Insurance coverage must cowl all points of the present and members of the organizing committee within the case of lawsuits. Permits from the native authorities should cowl all points of the present and lay out particular present necessities resembling safety, visitors stream, insurance coverage, and the rest the company requires.

As soon as insurance coverage and permits are in place for the present be sure to abide by them.

Advertising & Promotion

Sponsors, distributors, exhibitors, and spectators all have to be a part of the advertising and promotional plan for the present. Advertising parts embrace:

Promotional parts embrace:

  • Flyers at automobile exhibits to exhibitors
  • In-person displays to golf equipment, teams, and organizations
  • Partnerships with native golf equipment
  • Press relationships


Providing on-line registration properly prematurely of the present is essential for the next purpose:

  • It builds consciousness for the present
  • It supplies income forward of the present

Paper and day-of registrations are additionally important parts. Mail out registration types to previous individuals and automobile golf equipment.

As soon as a registration is available in, ship out a affirmation packet that features a present map, visitors management associated directions, and details about the present.

Have some nice expertise or ideas so as to add to this text? Tell us.

Automotive Present Web site & Advertising Packages

Get your present web site, on-line registration, flyer design, and present promotion underway with one in all our automobile present web site packages.