When organising an event for an automotive client, event planners face unique challenges that require meticulous planning and attention to detail. From showcasing large vehicles to ensuring safety, the automotive sector calls for a tailored approach. Here's what event planners should focus on:

1. Selecting the right venue

Choosing the perfect venue is crucial, especially when accommodating vehicles or conducting product demonstrations. Consider these venue types:

• Exhibition halls and Convention Centres

These large, open spaces are ideal for showcasing multiple vehicles, interactive displays, and product launches. Convention centres often have loading bays for easy access, making vehicle movement smoother.

• Outdoor spaces

Test tracks, and sporting arenas allow for dynamic events like test drives or off-road demonstrations. However, weather conditions and ground stability must be carefully managed.

• Warehouses or industrial venues

These flexible, raw spaces can be customised to match an automotive brand’s style and allow vehicles to be easily maneuvered indoors.

• Airport hangars

These massive structures provide ample space for large vehicles, impressive backdrops, and the logistics required for larger-than-usual setups.

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2. Vehicle logistics

Transporting and positioning vehicles is one of the biggest logistical challenges for automotive events. Here’s how to manage it effectively:

• Access points

Ensure that the venue has large enough entryways or loading bays to accommodate the vehicles. Test drives may require an adjoining outdoor area.

• On-site storage

Determine if the venue can provide secure storage for vehicles and equipment both before and after the event.

• Vehicle presentation

Coordinate with transportation companies for seamless vehicle arrival and setup. You may need flatbed trucks, car lifts, or cranes for large or heavy vehicles.

• Transport permissions

Depending on the location, transporting oversized or unusual vehicles may require special permits. Always check local regulations.

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3. Health and safety

Safety should always be the top priority, especially when dealing with large vehicles and equipment.

• Risk assessments

Carry out detailed health and safety risk assessments to identify hazards such as fuel leakage, moving heavy machinery, or public access near operational vehicles.

• Crowd management

If the event involves public attendance or test drives, ensure that barriers and clear signage are in place to separate moving vehicles from spectators.

• Vehicle safety checks

All vehicles must be inspected for safety, including brakes, tires, and exhausts, particularly if they will be driven during the event.

• Emergency response plan

Establish clear protocols for medical emergencies, vehicle malfunctions, or fire hazards. This includes ensuring fire exits, first aid stations, and trained personnel are on-site.

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4. Types of automotive events

Understanding the various types of events automotive clients might request will help planners better anticipate their needs.

• Product launches

New vehicle launches often require a space where the car can be the star. Venues with dramatic lighting options and a sleek, modern feel may be preferred.

• Test drive events

Whether on-road or off-road, these events require careful coordination between transportation, safety, and branding. Locations like racetracks or closed roads are ideal.

• Exhibitions and trade shows

These are large-scale events that require massive floor space to display cars, parts, and accessories. Venues should allow easy maneuvering and setup of displays.

• Press and media events

Typically smaller but highly detailed, these events require venues that allow for impactful vehicle reveals, photography setups, and media access.

• Corporate meetings and conferences

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For B2B networking or strategy sessions, venues with audio-visual equipment and space for vehicle displays can create a dynamic yet professional atmosphere.

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5. Branding and experience

Automotive brands often have a strong identity, which must be reflected in the event design. A few elements to focus on:

• Venue customisation

Consider how to incorporate branding, from projecting logos onto walls to using digital displays that highlight the features of the vehicles.

• Guest experience

Interactive experiences, such as virtual reality test drives or augmented reality product demos, can add excitement and make the brand stand out.

• Environmental impact

With many automotive brands now focusing on sustainability, ensure the event is eco-friendly. Venues with green certifications and sustainable practices will align with these values.

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What next?

Organising an automotive event requires careful consideration of venue logistics, vehicle transportation, health and safety measures, and aligning the event with the client's branding. Whether it’s a new product launch, trade show, or media event, understanding the unique needs of automotive clients will ensure a seamless and impactful experience.

If you’re looking for support in sourcing a venue for your next event, get in touch with the team today, and let our venue finding experts take away the stress.

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