Planning:  First determine the type of event you are looking to plan (ex: cruise night, car show, etc.) which can help you determine the possible size of the venue you will need to host the event. Determine the timeline you are looking to actually hold the event. Be sure to use the resources available to you (ex: event calendars) to look for a date and time that does not conflict with another event considered to be local to your area, or conflict with one that usually has a large turnout. Car show events you may want to start planning 6 to 12 months ahead of time so you can lock in that date. It is best to have a planning team to get ideas and to make sure nothing is missed during the planning phase of your event.

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Once you've selected your date and time for your event, determine if you will plan for a rain date in case the weather is bad the day for your event. When planning a rain date use the same for selection as you did above, not to conflict with other local events in our area, or larger well attended events. Make sure your rain date is present on your event flyer, and your event communications.

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Determine if the purpose of your event is to raise money, and if so, for what purpose. Charity events where all proceeds go directly to a charity is very popular and most people want to see their entry fee going to a good cause. Fundraisers events where all the proceeds go to help organizations or people in need is another example of hosting an event where participates entry fees are going to a good cause. People want to know how their entry fees are being used and going to a good cause, so it is important to include that information on your event flyer.
 

For profit events, make sure you cover your expenses and determine what is a fair profit that people will accept. Those keeping all the profits from the event does not sit well with people, people will eventually stop attending your for-profit events and elect to attend events where the money goes to a better cause.

Event entry fees should be kept reasonable, event organizers have lately tried to milk the bull on entry fees for their events. You have to remember, a lot of the event participates are older and on fixed incomes, so don't expect them to foot the bill to get the dollar target you are shooting for. There are a lot of ways to keep the event costs down, and entry fees acceptable. If it wasn't for the people bringing the vehicles, you would not have a successful event.

Determine your overall budget for the event. There will be extras you will have to plan for (ex: DJ,

food, porta-johns, flyer design and printing, windshield placards design and printing, voting slips and printing, signage, venue, etc.).

If you are planning to do 50/50 drawings with half the money going to a good cause, you may want to award the other half to multiple winners. People love to win, so if you are giving away $200 instead of letting just one person win, draw four $50 winners and you'll find out that people are much happier because now there is more chances to win.
 

Venue:  Determine the venue where you will be holding the event and make sure the parking area is large enough according to the type of event you are planning. Pay attention to parking surfaces, most auto enthusiasts do not like to drive in and park on dirt or gravel areas. Grass parking you will need to ensure that the parking area is mowed and well taken care of prior to the event. Food and restroom access is a big concern when selecting a venue, as well as cost of using the venue. Most, if not all venues will require you to have event insurance before allowing you to use their venue. A written lease or agreement is always a good practice to have for holding your event at the venue so there is no confusion on whether you actually can be there or not.

Good venue choices are areas like school parking lots, community parks, mall and shopping plaza parking lots, fireman's field and even downtown streets working through your town councils.

Sponsors:  Sponsors play an important role in the success of an event. Most businesses are glad to donate items, or funds to help cover the cost of event awards, insurance and overall event expenses. It is important to recognize the sponsors donations by giving them advertisement through event postings, flyers, on the awards, and announcements during the event. Some sponsors may even want to help getting more involved with helping with the event. Remember, businesses have the  ability to write off promotional and advertising expenses, so take advantage and seek out sponsors for whatever they can donate or provide.
 

Event awards & prizes:  Most event organizers try to work with local sources for awards, prizes, printing and other event materials. To keep event costs down shop around. Many online sources have great quality items that you can get that are just as good quality as local, and sometimes better, but for a fraction of the cost. You can always work with your local vendor and let them know you can get the same product online and work with them to get a better price. Most local vendors would be willing to work with you just to make the sale and keep your business.