First-Time Exhibitors

Thank you for partnering with Specialty Coffee Expo.

We are successful when you are successful. As a First-Time Exhibitor at our show, we would like to take this opportunity to provide some tips and tricks to help you make the most of your time at the show.

You’ve Reserved a Booth - Now What?

Familiarize yourself with the show schedule so you’re aware of when you can move in, set up your booth, and enter the venue during set-up and show days. Please be advised of shipping arrival and departure schedules so you can arrange freight and shipping pick-up when the show is over.

Important First Steps (Deadlines, Accommodation, Registration, etc)

Book your hotel early to guarantee availability and take advantage of early booking rates.

Login to the Exhibitor Dashboard to review important dates and deadlines and:

  • Edit Booth Information & Details - Update Your Directory Listing

  • Register Your Staff - You receive four booth staff badges with each 10 x 10 space. Be sure to register your staff prior to the show to save time once you get onsite.

  • Upload documents or purchase the required exhibitor insurance.

  • Review checklist and due dates. The earlier you place orders, the more you’ll save.

BE ADVISED…

  • Please be advised that under no circumstances does the SCA or Specialty Coffee Expo team sell, trade, or share confidential information including attendee, exhibitor, and sponsorship databases or directories. Any person or entity attempting to solicit database lists for this or any other SCA event is acting without authorization and is very unlikely to actually possess the information they are purporting to sell. We advise all recipients of such communications to disregard and/or exercise extreme caution with respect to any such offers as these persons or entities have no affiliation with the SCA. 

  • Specialty Coffee Expo has longstanding relationships with reliable and trusted service providers and vendors and it is highly recommended for all attendees and exhibitors to engage with these official providers when purchasing supplies, products, and services, particularly relating to services in the logistics, accommodation, transportation, audiovisual, construction, and supply/equipment rental categories.  

    The Specialty Coffee Expo team at SCA is regularly notified of dubious practices by third-party companies who misrepresent themselves as authorized contractors or partners of the event. Oftentimes, these companies will not deliver the promised services, or will deliver poor-quality products and services with minimal customer services. Additionally, these companies may not be present at the show to assist with any issues. For this reason, we highly recommend that all Specialty Coffee Expo exhibitors and attendees engage with official service providers and vendors for their needs. 

    Official Partners of Specialty Coffee Expo include:

    Freeman
    Maritz
    CDS

What’s included in your space?

  • Fireproof side and back wall draping

  • Booth carpeting in black. Booth cleaning is not included and can be ordered separately.

  • Four (4) Exhibitor staff badges. Per 100 sq feet of booth space.

  • Up to two (2) additional Expo 3-Day Staff badges for $125

  • Ten (10) 2-day Exhibit Hall passes to give to customers. Per 100 sq feet of booth space

  • Use of the Exhibit Hall Clean Up Station with sinks.

  • One 7" x 44" company name sign (black block letters on white card stock) and booth number floor sticker.

  • Admission to Opening Reception on Friday, April 25

  • Eligible to participate in Best New Product Competition and Display

  • Basic listing in the official Expo mobile app.

Exhibitor Services Kit

The Exhibitor Services Kit is your one stop guide to show rules and regulations, shipping, and move-in information. Here, you’ll find links and information for ordering carpet, furniture, electrical services, and more. The Exhibitor Services Kit will be available approximately six months before the show.

Key Terms to Keep in Mind…

  • "Material Handling" refers to the process of moving your exhibit materials from the delivery vehicle or advanced shipping warehouse to your booth space within the exhibit hall. This service includes:

    • Unloading your freight at the receiving dock

    • Transporting goods to booth space

    • Removing empty shipping items (like crates and pallets) from your booth.

    • Storing empty containers during the show

    • Returning empty containers after the show

    • Transferring freight back to the loading dock

    • Loading items into your carrier's delivery vehicle

  • This is the paperwork you need to complete and return to the show decorator onsite at the show. This ensures that your freight will be loaded on your shipping carrier when they arrive for pick up at the end of the show.

  • Booths at our event are marked with Pipe and Drape and do not include hard walls. Pipe and Drape can be removed at the request of the exhibitor to allow for an alternative booth build. Please review booth guidelines and be sure to submit booth plans for approval, if opting to build a custom alternative booth design. You can also order a package custom booth HERE.

How to Be Successful!

Pre-Show Action Items

  • We encourage you to define a goal for you and your team. Are you looking to lead and confirm orders for goods and services? Do you want to build brand and product awareness? Is your priority to make connections and network? It’s great to have this clearly defined and communicated to your staff so you can measure your progress and success.

  • Contact your customers, community, and audience to let them know you’ll be at the show! Provide them with details about the show and your booth number. As part of your booth, you receive complimentary two-day badges based on the size of your booth to share with your customers and community. Make these count!

  • Download the 2025 Specialty Coffee Expo exhibitor mark here and add it to your website, emails, and social media accounts to let customers know where to find you at the show.

  • Do you want to place your brand front-and-center and increase your visibility at the show? Contact us on sponsorships@sca.coffee for information on sponsorship, marketing, and advertising opportunities.

Save Money and Stay Organized

  • The exhibitor deadlines checklist is your best tool. You can find these details here and all the links and details are available to you through the Exhibitor Dashboard.

    • Staying organized helps you save time and money. The earlier you book, the more you’ll save.

  • Consider renting Lead Retrieval services to collect badge information from the attendees who visit your booth. At the end of the show, these services will provide you with a full list of every badge you scan. First-Time Exhibitors receive a 15% discount on this service!

Practice Good “Boothmanship” During the Show

You only get one chance to make a good first impression. At an event like Specialty Coffee Expo, a first impression takes about six seconds.

  • Stay off your phone! Be present with your audience and visitors to your booth.

  • Stand up and invite people in for a conversation. Attendees want to engage with the person they may potentially be doing business with.

  • Don’t eat at your booth. Schedule your staff’s breaks in rotation so your booth looks professional and ready to welcome attendees.

  • Take time to make new connections and expand your coffee community network.

  • There are 600+ exhibitors at Specialty Coffee Expo. An attendee may not remember your booth, however they will remember YOU and teh connections you make. Make every conversation count.

Post Show

Download your lead list from Lead Retrieval and follow up immediately. The most successful exhibitors follow up at the end of each show day with leads received that day. This allows for a second point of contact immediately which keeps your product top of mind and shows customers you’re serious about doing business.

Evaluate the event based on your goals. What worked; what didn’t? What can you improve on for next time?

Contact Us

The Exhibitor Dashboard contains answers to most questions. If you find that you need additional assistance, please contact exhibit@sca.coffee. We are here to assist you with logistics, the Exhibitor Services Kit, Booth Rules & Regulations, Badge Registration, and more.

Visit the Exhibitor FAQ Page for the most commonly asked quesitons.