Putting on a show: Part One

We have split this article into two parts as it is a little longer than usual.

Classic car shows are a mainstay of our hobby and bring together owners, enthusiasts and suppliers.  Shows range from a group of enthusiasts meeting in a field somewhere to large professional shows at exhibition venues such as the NEC.

Over the past 15 years I have organised or supported a number of small shows and have learnt a few lessons along the way.  Here a just a few tips that might make your life easier whether you are an experienced organiser or setting up your first event.

Budget:  

Judging by some comments I have received on line, classic car shows cost nothing to put on and organisers should be paying owners to turn up.   It is true that many small scale events can be free with a willing landowner and volunteers to help with stewarding and promotion.   But as soon as you start looking at hiring a venue such as a park or stately home then the costs can mount rapidly. 

Costs to consider will include: –

1. Venue hire
2. Public liability Insurance
3. Cancelation insurance
4. Stewards and security
5. First aid
6. Marketing and promotion
7. Trophies and certificates

Income streams:

1. Exhibitor charge (not recommended unless it’s for charity)
2. Visitor charge (You will need a system to collect payments and distribute tickets)
3. Sponsorship (Not easy)
4. Pitches for retailers and suppliers

As you can see there are more opportunities to spend money than there are to make it.   Best fire up that spreadsheet to keep on top of things.

Liability:

This doesn’t really apply to an informal gathering of car enthusiasts meeting in a car park or going for a drive in which case your own car insurance should cover you for any incidents. .  But there may come a time when this informal gathering becomes a bit more organised. Whether you are organising a small local event or a major show you are taking on a liability.  So, you need to understand who is the organiser.  Is it you personally, a club or a business?  Because if anything goes wrong someone will need to be held accountable. 

Anything can happen, a car gets scratched, someone gets hit by a car reversing into position, a trip or fall.  These things can happen….. but probably won’t.  But if it does, then where there’s blame there may be a claim.

To reduce your liability you can:-

1. Make “exhibit at your own risk” part of your conditions.
2. Take out Public Liability Insurance (PLI)
3. Don’t permit the use of gazebo’s
4. Don’t invite trampolines, bouncy castles or Zorbing balls unless they carry their own Public Liability Insurance (ask to see the certificate).

Venue:

These come in all shapes and sizes but common things to look for include

1. Easy access from the road
2. Suitable track to the display area (a rutted track might cause problems)
3. Flat display area capable of parking the appropriate number of cars on display
4. Parking for visitors
5. On site facilities (food outlets and toilets)
6. Electricity and sound systems.
7. Separate exit route if possible

Marketing and promotion:

This is just a quick summary of what you can do.  We will write a more detailed article sometime soon.  There are lots marketing routes available these days. Remember you have two audiences for you marketing, exhibitors and visitors. I suppose that social media sites are the most popular, especially facebook.  So try:-

1. Create an event facebook page and post links on other classic car sites.
2. Produce a poster in Jpeg format and post on social media.
3. Issue a press release to the local press (include some nice pictures)
4. Send the poster (with a covering email) to local car clubs and owners clubs.
5. Attend other events and leave leaflets on cars that you are interested in.