HI THERE! WE’RE STOKED THAT YOU’RE PART OF RCF 2026!
In this Exhibitor Portal, you’ll find everything you need to know to make your experience at RCF as smooth as possible. Check back for updates every so often, we’ll keep adding to this page as we go.
Last updated: 2 October 2026
Upcoming important deadlines:
15 September: Sign the Code of Conduct Agreement (form in Section 1)
15 September: Fill in Marketing Asset Request (form in Section 4)
15 October: Fill in Sponsored Product Requests & Additional Electricity Requests (forms in Section 3)
30 October: Fill in Exhibitor Pass Requests & Guest Pass Requests (forms in Section 6)
30 October: Request a timeslot for unloading (form in Section 2)
Portal Sections:
1. Important Documents
2. Event Information, Logistics & Vehicle Access
3. Stand Details
4. Marketing Information
5. Operations, Health & Safety documentation
6. Event Passes
7. Other Important Stuff
1. Important documents
2. EVENT INFORMATION, LOGISTICS & VEHICLE ACCESS
De Doelen
Schouwburgplein 50, 3012 CL Rotterdam
De Doelen is an iconic concert hall and event venue in the heart of Rotterdam. For over 500 years, it has been an institution for promoting culture and the arts. In 1966, the new monumental venue opened on the Schouwburgplein, just a 5-minute walk from Rotterdam Centraal Station, and has continued to be the home of some of the city’s greatest events.
We’re delighted to bring specialty coffee into de Doelen’s hallowed halls and add Rotterdam Coffee Fest to the tapestry of the city’s cultural gatherings.
RCF 2026 spaces:
Main entrance is through the Willem Burger Zaal where the SCA Dutch Coffee Championships will take place.
Roasters Village booths are upstairs in the Van de Mandele Zaal and de Feestzaal.
Talks will take place in the Zeelenbergzaal above the Van de Mandele Zaal.
Public event entrance and exit via: Kruisplein 40 - 3012 CC.
Exhibitor loading entrance via Kruisplein 50 (short term)
All staff, exhibitors, and contractors must use the designated access points at all times.
Event PUBLIC Schedule:
Saturday 7 November 10:00–17:00
Sunday 8 November 10:00–16:00
Exhibitor access:
Sponsors and exhibitors may access the venue from 9:00 on 7 & 8 November.
Access is permitted until 22:00 for preparation, reset, and builddown.
Exhibitor Parking Information:
Paid parking available at Schouwbergplein Parking Garage.
BUILD-UP Schedule:
Friday 6 November 12:00–18:00
No persons under 16 are permitted on-site during build-up or breakdown.
Build-up schedule coming soon
DELIVERIES AND VEHICLE ACCESS:
Friday 6 November
Deliveries may take place only between 12:00–18:00.
Unloading Zone:
Short term unloading parking spots are available at Kruisplein 50 for standholders only.
Timeslot request form coming soon
A representative from your organization must be present to receive all deliveries.
The organiser cannot accept, store, or take responsibility for any items delivered to the venue.
BREAKDOWN SCHEDULE:
Sunday 8 November time 16:00–22:00
Breakdown & load-out
Monday 9 November time 07:30–11:30
Collections only
No dismantling is permitted before the official event closing time at 16:00.
Exhibitors are responsible for coordinating all collections. The organiser accepts no liability for items left on-site.
Access on Monday 9 November for any activity other than collection requires prior written approval from the organiser.
SUPPORT TEAM
For technical and operational questions:
Sandra Deddens
Head of Production
production@rotterdamcoffeefest.com
+31 6 48338176
3. STAND DETAILS
4 stand types are available
Small / Small (black) / Medium / Large / Standing Table
Please check which stand type you have reserved in your booking email and/or invoice.
What’s included:
Designated floor space
Counter as specified in stand dimensions
Electricity (3 outlets, total of 4,200 W)
Reusable cups sponsored by Ubite
What’s not included:
Walls
Branded logo board
Water inlet/outlet at the stand (see Water section for arrangements)
Paper cups and other disposables (we are going single-use-free!)
Please do not damage any of the stand furniture. This includes non-removable adhesives. In case of any damage, extra fees may be incurred.
Support from our Partners
Espresso Machines:
We are proud to be working with Espresso Service West and La Marzocco again this year to set our exhibitors up with Linea Micra espresso machines and espresso grinders! The compact, easy-to-use home espresso machine is packed with the powerful performance worthy of the La Marzocco name.
Espresso Service West is deeply embedded into the foundation of the specialty coffee industry in the Netherlands, serving the community since 1990, providing our professionals the tools to succeed in elevating coffee experiences.
Requests for espresso machines and grinders have closed on 15 June 2026.
Plant-based Milk:
We are grateful to be working with both Oatly and Alpro to provide our exhibitors and visitors with a wide variety of options.
Please request plant-based products in the forms by 15 October 2026 to reserve. Requests made after this deadline cannot be accommodated. Items you request will be delivered to your booth by Oatly or Alpro on the morning of Saturday 7 November.
Oatly has become a staple in specialty coffee shops around the world, known for its oat drinks that steam beautifully and complement espresso without overpowering it. Explore their products in a hunt throughout the venue for hidden compartments, and see why Oatly continues to be a favorite among baristas and coffee lovers alike.
Oatly order deadline: 15 October
For more than 40 years, Alpro has been pioneering delicious plant-based alternatives made from oats, soy, almonds, coconut, and more. Visit their stand or the Alpro lounge downstairs to explore their Barista range, discover how different plant-based drinks pair with coffee, and experience the versatility that has made Alpro a trusted name in cafés across Europe.
Alpro order deadline: 15 October
Dairy Milk:
Mijn Melk is returning to Rotterdam Coffee Fest as our local dairy sponsor, bringing fresh, quality milk from Dutch farms to the festival! Mijn Melk offers fresh, traceable milk that goes directly from local farms to cafés, without passing through large dairy companies—giving businesses a product with a clear farm-to-menu story. Its naturally higher-fat whole milk is particularly well suited to specialty coffee, delivering a creamy, naturally sweet flavour and excellent milk foam for cappuccinos and other milk-based drinks.
Mijn Melk order deadline: 15 October
Water:
We’re grateful to be working with BRITA again, alongside a new partnership with ZeroWater and Third Wave Water to provide our exhibitors with different solutions for achieving great-tasting, consistent brewing water throughout the festival. Whether you’re looking to filter and optimise your water for espresso or create a precise mineral profile for brewing, our water partners have you covered.
BRITA specialises in water filtration solutions designed for the needs of professional foodservice and coffee businesses. Their systems help optimise water quality, reduce limescale and protect coffee equipment, while supporting consistent flavour and performance.
Jerry cans of BRITA water will be available backstage for exhibitors to take to their booth. No action needed.
ZeroWater uses five-stage filtration to produce highly purified water with very low mineral content, providing a clean base for precise coffee brewing. Third Wave Water takes this a step further by adding carefully formulated mineral profiles to low-mineral water, allowing you to control the water chemistry and create consistent conditions for extracting the best from your coffee.
ZeroWater filtration systems will be available backstage, with demineralised water available for exhibitors to take. Please request Third Wave Water minerals in the form.
Third Wave Water order deadline: 15 October
Reusable Cups:
This year, Rotterdam Coffee Festival is going reusable.
Festival partner UBITE is helping us minimise waste across the event by supplying Zerocups for all hot drinks. Zerocups are reusable cups made in the Netherlands from bio-based materials and designed for hundreds of uses. By keeping them in circulation throughout the festival, we can enjoy great coffee without relying on single-use cups.
How it works:
Visitors will receive their first Zerocup when they arrive, and every vendor will receive a stock of clean cups.
Every stand will have clean Zerocups available, restocked throughout the day.
When people have finished their drinks, they can drop their cups into one of the return bins or rinse them at a rinsing station and use them again.
We’ll take care of collecting, washing and restocking the cups.
No action needed
Electricity:
All stands come with basic electricity, with 3 outlets and a maximum of 4,200 W. (Roughly 2 kettles and 1 EK43.)
If you need more electricity, for a fridge or etc., fill out the form below by 15 October 2026. We are unable to guarantee that additional electricity will be available at this moment, but your submission will help us work with the venue to understand what we need. Additional charges may apply, and a quotation will be issued by the organizer separately.
Power Usage Guidelines:
Consumption must not exceed booked capacity
Risk of disconnection if exceeded
No liability for overload issues
Please inform us if you are bringing large equipment or structures, such as your own espresso machines, fridges, large shelving, etc.
Maximum height is 2.5 meters for any structure. Please note that there are also chandeliers hanging at various points within the hall.
Electricity request deadline: 15 October
4. MARKETING INFORMATION
To help us promote your presence at Rotterdam Coffee Fest, please provide the following:
Your @handle
Brand logo in .ai, .svg, or .eps
1–3 images we can share on Instagram
Any information you might have on what you plan to offer or sell at RCF
If you plan on doing something fun, special, or interactive at your stand, let us know so we can promote it or add it to our program
Please fill out the form below by 15 September 2026 in order for us to announce your inclusion in a dedicated post on Instagram.
5. OPERATIONS, HEALTH & SAFETY DOCUMENTATION
Health & Safety Declarations
Core Responsibilities
Participation in Rotterdam Coffee Fest 2026 requires full compliance with all applicable health & safety regulations.
Responsibility is shared between:
The exhibiting company (as employer)
All employees, contractors, and subcontractors working on your behalf
You are responsible for ensuring that all members of your team understand and comply with RCF safety requirements during build-up, live event days, and breakdown.
Insurance (Mandatory)
All exhibitors must hold valid Public Liability Insurance.
Your insurance must cover:
Injury to third parties
Damage to property
Event-related incidents
Associated legal costs
Proof of insurance may be requested before or during the event.
Food & Beverage Compliance
If you are serving or sampling any food or drink, including coffee, you must comply with food safety and allergen regulations.
Allergen Management:
You must clearly identify and communicate the presence of any of the following allergens:
Celery
Cereals containing gluten
Crustaceans
Eggs
Fish
Lupin
Milk
Molluscs
Mustard
Peanuts
Sesame
Soybeans
Sulphur dioxide / sulphites
Tree nuts
Required actions:
Display allergen information clearly on your stand
Include allergen management in your risk assessment
Train all stand staff on allergen awareness
Maintain ingredient and product documentation on-site
As part of an agreement with De Doelen, 10% of all sales proceeds from food sales will go to the venue. De Doelen will facilitate the administration of this fee after the event with exhibitors that are offering food items. More details to follow.
Alcohol Service
Alcohol sampling or sales are not permitted unless approved in writing by the organiser.
If you intend to serve alcohol:
Contact the organiser via hello@rotterdamcoffeefest.com
Await written approval before planning service
Display any required permits on your stand
Ensure staff are trained and comply with licensing conditions
6. EVENT PASSES
EVENT CREW PASSES
All exhibitors, staff, and partners working on your stand during build-up, breakdown, and event days must be registered for a crew pass. Passes must be worn and visible at all times while on-site. Registration is required for each individual. Please fill in the form below by 30 October 2026 and we will send the passes directly to your crew.
Children under 16 are not permitted on-site during build-up or breakdown.
Crew pass request form coming soon
GUEST PASSES
We are happy to offer every exhibiting brand up to three complimentary weekend guest passes. Please fill in the form below by 30 October 2026 and we will send the passes directly to your guests.
Guest pass request form coming soon
7. OTHER IMPORTANT STUFF
Rotterdam Coffee Fest 2026 is transitioning to single-use free. Please use the reusable cup system sponsored by UBITE and refrain from bringing disposable servingware!
The WORKSHOPS area water filtration sponsor is BRITA.
The CUPPING area water filtration sponsors are ZeroWater and Third Wave Water. The brewing water will be using the Classic Light Roast profile.
If you missed any previous deadlines for filling out the Exhibitor Portal, please submit your information anyway! We’ll try our best to accommodate.
Last updated: 1 October 2026
We look forward to making RCF 2026 AWESOME WITH YOU.
We’re here to build this event together. If you have an idea, question, or comment, you can reach the team below:
Iryna M’yakush
Festival Director
partners@rotterdamcoffeefest.com
Tigger Chaturabul
Marketing Manager
marketing@rotterdamcoffeefest.com or
DM @rotterdamcoffeefest
Katarína Faithová
Volunteer Coordinator
volunteers@rotterdamcoffeefest.com
Sandra Deddens
Head of Production
production@rotterdamcoffeefest.com
Nojus Setkauskas
Program Coordinator
programming@rotterdamcoffeefest.com