Participant Rules & Code of Conduct

Last updated: 24 July 2026

These Rules & Regulations apply to everyone participating in Rotterdam Coffee Fest in a working capacity, including exhibitors, sponsors, volunteers, workshop hosts, speakers, judges, photographers, media partners, contractors, suppliers, and other event staff ("Participants").

By participating in Rotterdam Coffee Fest, you agree to comply with the following rules.

1. Respect & Professional Conduct

Rotterdam Coffee Fest is a welcoming and inclusive event.

All Participants are expected to:

  • Treat visitors, fellow participants, volunteers, venue staff, and organizers with kindness and respect.

  • Create an inclusive environment free from discrimination, harassment, bullying, intimidation, or inappropriate behaviour.

  • Follow instructions from Rotterdam Coffee Fest staff and venue personnel at all times.

Any behaviour deemed unsafe, abusive, or disruptive may result in removal from the event.

2. Health & Safety

Safety is everyone's responsibility.

Participants must:

  • Follow all health and safety instructions provided by Rotterdam Coffee Fest and the venue.

  • Keep walkways, emergency exits, and fire equipment accessible at all times.

  • Ensure equipment is safely installed and operated.

  • Report accidents, hazards, or unsafe situations immediately to event staff.

  • Comply with all applicable Dutch laws and regulations relating to health, safety, and food handling where relevant.

3. Setup & Breakdown

Participants must:

  • Arrive during the allocated setup window.

  • Complete setup before the event opens.

  • Not dismantle or pack down before the official closing time unless approved by the organizers.

  • Leave their allocated space clean and free of waste.

  • See Exhibitor Portal for exact details and most updated information.

4. Your Stand or Activity

Participants are responsible for their own space and activities.

Please:

  • Operate only within your allocated area.

  • Keep displays, signage, and queues within your designated space where possible.

  • Ensure demonstrations and activities do not obstruct neighbouring stands.

  • Respect neighbouring participants and maintain reasonable noise levels.

5. Food & Beverage Safety

Participants serving food or drinks are responsible for complying with applicable food safety regulations.

This includes:

  • Safe food preparation and storage.

  • Maintaining clean equipment.

  • Proper allergen communication where applicable.

6. Sustainability

Rotterdam Coffee Fest aims to reduce its environmental impact.

Participants are encouraged to:

  • Minimise waste.

  • Avoid unnecessary single-use plastics.

  • Separate waste where facilities are provided.

  • Use reusable or recyclable materials whenever possible.

7. Photography & Filming

Photography and videography will take place throughout the festival.

By participating, you acknowledge that:

  • Images and videos may be used by Rotterdam Coffee Fest for promotional purposes.

  • You may appear in photographs or videos captured during the event.

If you have concerns, please notify the organizing team before the event.

8. Marketing & Promotion

Participants are encouraged to promote their participation before and during the festival.

However:

  • Promotional activities must remain respectful.

  • Sampling, flyers, or demonstrations should take place within your allocated space unless otherwise agreed.

  • Marketing should not interfere with neighbouring participants or visitor flow.

9. Equipment & Personal Property

Participants are responsible for:

  • Their own equipment.

  • Merchandise.

  • Personal belongings.

  • Cash and payment devices.

Rotterdam Coffee Fest and the venue cannot accept responsibility for loss, theft, or damage.

10. Liability & Insurance

Participants are responsible for ensuring that their activities, equipment, products, and displays are safe.

Participants are liable for any damage or injury resulting from their own activities, negligence, equipment, or personnel.

Where appropriate, participants should maintain adequate public liability insurance.

11. Alcohol, Drugs & Smoking

Participants must not:

  • Work while under the influence of alcohol or drugs.

  • Smoke or vape except in designated areas.

12. Compliance with Event Staff

The Rotterdam Coffee Fest team may provide operational instructions before or during the event.

Participants agree to comply with reasonable requests relating to:

  • Safety

  • Crowd management

  • Scheduling

  • Noise levels

  • Queue management

  • Venue operations

13. Removal from the Event

Rotterdam Coffee Fest reserves the right to remove any participant whose behaviour or activities:

  • Endanger others

  • Damage the reputation of the festival

  • Violate these rules

  • Create an unsafe or disruptive environment

Removal may occur without refund or compensation.

14. Changes

Rotterdam Coffee Fest may update these Rules & Regulations where necessary. Participants will be informed of any significant changes before the event whenever possible.

Participant Declaration

By registering or participating in Rotterdam Coffee Fest, I confirm that I:

  • Have read and understood these Rules & Regulations.

  • Agree to comply with them throughout the event.

  • Will follow reasonable instructions from the Rotterdam Coffee Fest team and venue staff.

  • Understand that failure to comply may result in removal from the event.

Thank you for helping us create a safe, welcoming, and unforgettable Rotterdam Coffee Fest for everyone.