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A barista at your conference or trade fair: what to arrange

By Daniël MartinaPublished 3 min read

In short

At a conference or trade fair a coffee bar keeps visitors at your stand longer and gives them a natural reason to start a conversation. First ask the organiser about the rules for your own catering, power and water, and expect rushes around the breaks.

Why a coffee bar works at a stand

A good coffee bar keeps people at your stand. Someone waiting for a cup of coffee stays for a moment, and that is when a conversation can start. Your team has that conversation. I keep the queue moving and talk to people while the milk steams, so you can focus on the talks.

I have worked at festivals, conferences, in museums and in offices. A trade fair stand is often the tightest setup: little space, many people and an organiser that sets rules.

Start with the organiser

Before you book, ask the organiser or the venue the following:

  • May you offer your own catering at your stand, or does the venue work with a fixed caterer?
  • Are there rules or fees for coffee and food at a stand?
  • Which power and water can you order, and what does it cost?
  • When and where can suppliers load and unload?
  • How does the barista get in: badge, access times, build-up day?

Much of this is in the exhibitor manual. If it is not there, ask the organiser before you commit to a barista. An arrangement that later turns out not to be allowed by the venue's rules is annoying for everyone.

Power and water on an exhibition floor

On an exhibition floor, power and water are rarely a given. Ask for them early, even if you think you need little: an espresso machine and a grinder together draw more power than a laptop and a screen. Water and drainage can usually only be arranged through the organiser.

If you have no machine yourself, Booking a barista with or without a machine explains how that works.

Handling the rush at the break

At conferences the crowd comes in waves. As soon as a session ends, everyone wants coffee at the same time. Limiting the menu does not have to solve that, because I can make every drink. What helps at a peak is a good setup and enough hands: a second barista or a second machine.

Give the number of visitors and the break times in your request. Then I know when it gets busy and the proposal can be built around it. I do not promise a fixed number of cups per hour, because that depends on the menu and the setup.

More on building a menu is in Which drinks to put on the menu at an event.

What the barista brings besides the coffee

I work well groomed and presentable, in your dress code, and I make latte art on every milk drink. For a trade fair that means the bar fits your brand instead of working against it.

How to proceed

  1. Ask the organiser about the rules for catering, power and water.
  2. Decide whether there is a machine or whether you need one.
  3. Send your request with date, times and an estimated number of visitors.
  4. Agree the menu. All drinks, all kinds of milk and decaf are possible.
  5. Pass access times and loading instructions on to the barista.

Frequently asked questions

Do I need permission from the trade fair organiser?

Often yes, or you should at least check the rules for your own catering at your stand. Do that before you book.

How many visitors can one barista handle?

I cannot promise a fixed number. It depends on the menu and the setup. Give the number of visitors and the break times and the proposal will address it.

Who arranges power and water at a trade fair?

Usually the organiser, through an order. Ask for it early, because it can take time.

Do you also work at trade fairs outside the Netherlands?

Outside the Netherlands I work on request. Give the location and the dates in your request.

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