EVENT HUB

Booth Structure

• Standard Booth Package:

  • Includes white walls.

  • 1500W 220V power with a 2-plug connector (unless a separate power order has been made).

• Additional production, custom elements, or furniture must be ordered separately (see Roasters Village specifications below).

• Lighting:

  • Generic house lighting is provided throughout the venue.

  • If you need focused lighting for specific areas (e.g., feature wall, shelving, signage), additional wall lighting must be ordered in advance via Space Production before 19th January.

Roasters Village Booths

Each Roasters Village booth includes:

• Yellow wall panels

• Environmental venue lighting

• 1500W 220V power with a 2-plug connector

• Black bar counter - dimensions measuring approx: 120 cm (W) × 48 cm (D) × 109 cm (H).

• Black display shelf

• Logo sign

Note: Any additional furniture or equipment must be ordered separately by the roaster.

Space Production is our production partner for booth construction, technical installations and additional booth services.How to book

Who to order from:

• Space Production – Structural elements and booth production, including lighting, painting, foiling, hanging and riging, and a selected range of furniture.

• Rent Group - Furniture rental, offering a wide selection of shelves, tables, chairs, seating, counters, decorations and other booth furniture.

Please make sure to place your order with the correct supplier.

How to book:

SPACE PORTAL COMING SOON

All production orders will be placed directly through Space Production's portal. Further information and access details will be shared here shortly.

Important deadlines:

• 19 January 2027: Order deadline for standard pricing. Orders placed from this date onwards will be subject to a 100% price surcharge.

• 10 February 2027: Final deadline for production orders. No orders can be accepted after this date.

• 31 January 2027: Deadline for submitting print-ready files for all printed products.

Please make sure to submit your orders and print files before the relevant deadlines to avoid additional costs or delays.

Questions?

For questions about production services or your orders, please contact Space Production directly:

Stina Nyström
stina.nystrom@spaceproduction.se

Each booth includes a 1500W power connection and a 220V extension cord with a double-plug outlet.

If you require additional power you must order this before the 19th of January.

How to order:

1. Find your booth confirmation email.

   (If you can’t find it, check your spam folder or contact support@nordiccoffefest.com)

2. Click on your booking link.

3. Place your orders before January 19th

Important:

• All orders must be submitted before January 19th.

• Orders submitted after this date will incur a late order fee equal to 100% of the original order cost.

• The Organizer will make reasonable efforts to fulfill all power requests but cannot guarantee availability.

We’ve partnered with Rent Group to offer exhibitors a wide selection of quality furniture for their booths.

Choose from a range of styles and options, with furniture delivered directly to your booth. Renting is also a more sustainable alternative to purchasing furniture for a one-off event.

Who to order from:

• Rent Group - Furniture rental, offering a wide selection of shelves, tables, chairs, seating, counters, decorations and other booth furniture.

• Space Production – Structural elements and booth production, including walls, lighting, painting, foiling and a selected range of furniture.

Please make sure to place your order with the correct supplier.

How to book:

The Rent Group furniture catalogue and ordering information will be available here shortly.

Important Information:

• Order deadline: 25 January 2026

• Late orders (26 January–16 February): +25% surcharge on list prices.

• Late orders (17–25 February): +50% surcharge on list prices.

• Delivery and assembly are included in the furniture prices.

• Furniture will be delivered directly to your booth on Friday 26 February.

• Rent Group handles all furniture orders, including order processing, invoicing and on-site delivery.

Please note that Nordic Coffee Fest is not responsible for furniture orders, invoicing or product-related issues. All questions and matters relating to your order should be directed to Rent Group.

For questions about furniture options, availability or your order, please contact Rent Group directly:
Elias Andersson
+46 73-447 22 34
elias.andersson@rent.group

Water Containers, Buckets & Equipment

Water Containers (Jerricans)

Free Borrow (Brita): Our water partner, Brita, is offering a limited number of complimentary jerricans. These are available strictly on a first-come, first-served basis on Install Day.

Rental Options (Festival Service):

• Cost: 50 SEK per container.

• How to Reserve: Email Anna ahead of the festival to secure yours in advance, or visit the Festival Service Desk on Install Day (subject to availability).

• Pick-up & Payment: Pre-ordered and on-site rentals must be collected and paid for at the Festival Service Desk upon arrival.

Coffee & Waste Water Buckets

• Complimentary coffee waste and waste water buckets are available to borrow at the Festival Service Desk on a first-come, first-served basis.

Return Policy

• All borrowed and rented containers and buckets must be emptied, rinsed, and returned to the Festival Service Desk at the end of the festival.

Exhibitor Supply Notice

• Please note that any additional plumbing or liquid management equipment (including pumps, hoses, external water tanks, or specialized fittings) must be provided entirely by the exhibitor. The festival is unable to supply these items.

READ THE FULL GOODS HANDLING GUIDELINES HERE.

AVAILABLE SERVICES & BOOKINGS:

Book your logistics services in advance to ensure a smooth delivery process.

How to book:

1. Find your booth confirmation email.

   (If you can’t find it, check your spam folder or contact support@nordiccoffefest.com)

2. Click on your booking link.

3. Place your orders before January 19th

Important:

1. All deliveries arriving on Wednesday or Thursday must use our goods handling service.

2. Orders made on February 10th and onwards - 100% late order fees applies.

3. Full Goods Handling Service (2,000 SEK / pallet): Includes us receiving your goods at the venue, delivery to stand, storage, and handing over to your arranged courier after the event. (Late orders: 4,000 SEK / pallet)

4. Box Receiving Service (500 SEK / box): Designed for smaller consignments. We’ll recieve your box and deliver it to your booth on install day. (Late orders: 1,000 SEK / box)

ON-SITE SUPPORT & PALLET MANAGEMENT FOR BOOKED GOODS HANDLING

Our Goods Manager, Albin, will bring your pallet to your booth for install and manage your pallets once your booth setup is complete. After the festival closes on Sunday at 16:00, he will return your goods to you as quickly as possible.

ADDITIONAL ON-SITE SERVICES & POST-EVENT COSTS

(Note: These are separate, additional services requested on-site and are not included in the pre-booked packages above. Payment takes place with card on-site)

• Empty Packaging & Pallets Storage: 500 SEK (Free if you pack it into your own car)

• Wrapping + Printing: 500 SEK

• Onward Shipping & Storage (Box): 500 SEK (Includes post-event storage until monday and handover to your courier - you must arrange and book the courier)

• Onward Shipping & Storage (Pallet): 1,000 SEK (Includes post-event storage until monday and handover to your courier-you must arrange and book the courier)

COURIER PICK-UP RULES

• Exhibitor Responsibility: All exhibitors must arrange their own courier pick-up.

• Pick-Up Window: Monday between 09:00 – 12:00.

• Late Fee: Shipments not picked up on time will incur a fee of 1,000 SEK per hour / per company.

Payment Terminals & POS Rental

Please note that this is a cash-free event.

Note on Swish: While Swish is convenient, please remember that international attendees cannot use Swish. To maximize your sales, we strongly recommend offering card payment options.

(The average spend per attendee is approximately €30 / ~350 SEK).

POS & Card Terminal Service (Partnered with Kassaro)

We have partnered with Kassaro to offer an easy, turn-key card payment solution for rent.

How It Works:

1. Setup: Prior to the festival, we will send you a form to fill in your products and pricing.

2. On-Site Pick-Up: Your hand terminal will arrive pre-loaded with your menu/inventory so you are ready to start selling immediately.

3. Payout: After the event, you will receive a detailed sales report along with the total sales amount for you to invoice us.

Rental pricing per terminal:
€230
Any applicable taxes, VAT, payment processing fees, card fees, bank charges, and similar transaction costs shall be deducted from the sales proceeds payable to the Exhibitor after the event.

How to book:

1. Find your booth confirmation email.

   (If you can’t find it, check your spam folder or contact support@nordiccoffefest.com)

2. Click on your booking link.

3. Place your orders before January 19th

Strictly Prohibited: Paper & Single-Use Plastics

• No paper cups, plates, or single-use plastic cups are permitted on-site. Yes, that means your takeaway paper cups, too!

• Any single-use items found at your booth will be removed immediately by event staff. First-time violations will receive one verbal warning. If non-compliance continues, penalty fees will apply and may lead to exclusion from future festivals.

Using our on-site Dishroom

• You are welcome to use our fully equipped dishroom to wash and reuse cups and glassware.

• How it works: Exhibitors are entirely responsible for transporting their dirty dishes to the designated drop-off point and picking them up once cleaned.

• Please note that we cannot guarantee a specific time for the return of washed dishes.

Reusable Plastic Cups (Conditional Use)

• While we prefer alternatives, reusable plastic cups are accepted under one strict condition: You must clearly inform attendees that these cups must be returned to your booth.

• Please note: If we notice a high volume of your reusable cups ending up in general waste or recycling bins, we will require you to take immediate corrective action to prevent further littering.

Need milk for your coffee or bar setup? We’ve partnered with Oatly to provide free Oatly Oat M*lk Barista Edition for all exhibitors throughout the festival! You can collect your supply directly from the Oatly Booth.

Thank you Oatly for partnering with us!

Please Note: Only non-dairy milk and drinks are allowed at the festival.
Any dairy milk found at your booth will be removed immediately by event staff. First-time violations will receive one verbal warning. If non-compliance continues, penalty fees will apply and may lead to exclusion from future festivals.

Oatly Barista will be available for free at the festival, but you are welcome to use other non-dairy milk brands in your booth.

• Exhibitor Terms & Conditions

• Exhibitor Sustainability Policy

• Privacy Policy

Let your followers know about your involvement in the festival! Your promotion helps us make the event a great success and attracts more attendees to connect with you.

Here’s how to get started:

• Share on Social Media: Use our ready to share marketing assets - Click here.

• Tag Us: Mention @nordiccoffeefest in your posts so we can share and boost your content.

• Use Hashtags: Add #NordicCoffeeFest to your posts to reach a wider audience and join the festival conversation.

• Posters and flyers are a great way to let your customers and community know about your envolvement in the festival! If you’d like printed materials to display in your shop or include in deliveries, let us know and we’ll send you a promo kit!