Indianapolis 2019 Exhibitor Toolkit

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Coffee Fest Indianapolis 2019

Below, you will find important show information and forms necessary for exhibiting at Coffee Fest Indianapolis. Some links are order forms for show services; please note deadline dates for these forms to make sure they are submitted on time. Feel free to contact Breanna Pitts if there is something you need that is not represented here: (425) 295-3300 x101 or


Catering Sampling Documents

If you will be sampling food and/or beverage products in your booth, you must fill out the sampling application and fax it to Centerplate (317) 634-0541. Health Department guidelines indicate that anyone sampling must be prepared with a handwashing station in their booth. Handwashing stations can be ordered through centerplate pre-show or you can bring your own. Please click here view hand washing guidelines. Due May 10th.

Deadline Dates & Checklist

Download the checklist

Decorator Kit

Our official show decorator is AEX/Tex Expo. In the link provided you will find shipping labels, furniture order forms, material handling information and more. Download the Decorator Kit
Questions? (713) 675-1690

Electrical is provided exclusively by the Indiana Convention Center. Click here to view order form. All orders must be placed online, click here. Due May 15, 2019.

Questions? (317) 262-3467

Exhibitor Badge Registration
You will be able to register up to 6 booth staff for each 100 sq. ft. space. Additional booth staff credentials are available for $20.00 per person. You can register your booth staff by logging in here with your a2z password. If you need your a2z password re-sent, please contact Breanna Pitts at or (425) 295-3300 x101

Exhibitor Guest Registration & Invite a Customer
We offer the opportunity for you, the exhibitor, to sponsor an attendee by covering the cost of their admission. For just $20 each, you can purchase registration badges for as many guests as you would like. This small gesture can go a long way in cultivating a long-lasting relationship with current of potential customers. To register a guest, click here and use coupon code EXGUEST20. Personalized information is required for each guest. Entering your guest’s correct email address is especially important as the registration confirmation with your guest’s unique barcode will automatically be sent to that email address.

You will also receive a personalized electronic version of a discount admission e-coupon which will be emailed to the address you provided on your exhibitor registration form. The e-coupon represents a 50% discount on general admission and is provided for you to invite your best, current and potential customers to come see you at a discounted rate.

First Time Exhibitors
Discover the tips and tricks to making your first Coffee Fest event go smoothly. Details coming very soon!

Hotel Information
Travel Leaders is the only company working with Coffee Fest Indianapolis for travel needs. We have secured discounted rates with the Westin Indianapolis. Book prior to May 22nd to save $$. Need personal assistance? Contact Mary with Travel Leaders at or (253) 582-2020

Internet is provided by SmartCity and the Indiana Convention Center. Click here to view order form or order online here. Due May 15, 2019

The Exhibitor Internet is available on site in the Exhibit Hall and is recommended for light web browsing, checking email, square.  

The Exhibitor WI-FI can be accessed through a device, in the Wi-Fi settings select Exhibitor Internet.  Upon clicking Exhibitor Internet, you will be taken to a splash page to pay and set up your personal username and Password. The service will time out after 10 minutes of being idle. Prices are $79.99/device for 1 day, $227.97/device for 3 days and $359.95/device for 5 days.

Questions? Contact 1-317-262-4600.

Key Buyer
We are excited to announce the Five Star Key Buyer Club, Coffee Fest Indianapolis’ Key Buyer Program. We are opening this program to all exhibitors who are interested. We have seen the matchmaking model at other trade shows and think it is now the time to introduce it to our exhibitors and attendees. Matchmaking programs at other similar shows has proven to be a worth-while effort connecting qualified buyers and exhibitors, allowing buyers to be efficient with their time to close the deals they came to the show to make. Apply here

Lead Retrieval
Gain a competitive edge in following up on your company's most valuable assets -- new customers! With CompuSystems state-of-the-art and powerful lead retrieval products you will:

  •  Never miss a sales lead on the show floor
  •  Capture and qualify leads quickly
  •  Streamline sales lead follow up
  •  Upload literature and videos to your CompuLEAD Smart app

Click to learn more.

Order Online here or log in here with your a2z password. If you need your a2z password re-sent, please contact Breanna Pitts at or (425) 295-3300 x101

Questions? 866-600-5323 or

Discount Ends April 3, 2019.

Marketing Opportunities & Show Upgrades

Stand out from your competition with our Marketing Package Upgrades that are guaranteed to get your brand noticed pre-show and on-site by all attendees. These cost-effective packages include various options for your brand. View marketing opportunities

Merchandise & Marketing

  • Literature Tables:  There will be tables set up near registration at the front of the hall for you to display marketing materials at no cost to you. Most attendees walk to these tables to collect literature, flyers and promotional items upon entering and exiting the show. Make sure you place literature and check it each morning of the show to restock if needed.
  • Cash and Carry: C&C is permitted but we are more of an order writing show than a Cash and Carry show. If you are planning to sell merchandise on-site, please bring all display equipment and accounting items you will need to process sales. You are also responsible for any sales tax due to the city or state for those sales.

Milk, Water & Ice

Milk, water and Ice are available for purchase at the Hall C concession stand and milk will be provided complimentary, courtesy of Instantwhip. Please view this page for further details.

On-Site Business Center
The Ricoh Business Center is located on the 1st floor of the Indiana Convention Center across from room 116. Learn more.

Questions? 317-262-4496

Opening Night Receptiontin-roof.jpg
Join us Friday evening from 5:15-8:30pm at Tin Roof, 36 S Pennsylvania St. Indianapolis, IN 46204 for the Opening Night Reception. Come for the food, networking and fun! Guests will enjoy delicious appetizers and drinks. The first 200 Coffee Fest attendees with their badge will receive a complimentary drink ticket.

Loading Dock Address
Indiana Convention Center
Exhibit Hall H
5 S Missouri St
Indianapolis, IN 46225

Opening Night Reception
Join us Friday evening from 5:15-8:30pm at Tin Roof, 36 S Pennsylvania St. Indianapolis, IN 46204 for the Opening Night Reception. Come for the food, networking and fun! Guests will enjoy delicious appetizers and drinks. The first 200 Coffee Fest attendees with their badge will receive a complimentary drink ticket. 


Downtown Indianapolis hosts more than 70,000 parking spaces. Click the link below to download a parking map. For pricing, hours, and more, you may also want to visit the interactive downtown map at Downtown Indy, or find and reserve parking online at ParkWhiz.

Plumbing is provided by the Indiana Convention Center. Click here to view the pricing form. All orders must be placed online here. Due May 15, 2019

Questions? (317) 262-3467

Product Showcase
One of the reasons attendees say they come to Coffee Fest events is to source new product. 

Don’t miss this opportunity to showcase your product(s) at Coffee Fest Indianapolis. When you participate in the Showcase, your product will be entered into one of two categories: Consumable & Non-Consumable. Once the show opens, 2-3 selected judges from the coffee industry will review and evaluate your product. Winners in the two categories will be awarded a trophy and ribbon during the show (a total of six awards). Announcements about the winners will be made on social media and on the Coffee Fest website. This is your chance to drive attendees directly to your booth, before they even reach the show floor! Product Showcases will be located near the entrance of the show floor during all hours of the trade show. Make sure your product is seen!

Additionally, Coffee Fest attendees will vote on their favorite single product in the Product Showcase for our People's Choice - “Best of Fest” award. Only one of these awards will be given.

Submit your product, click here.

Find shipping labels and material handling information. Download forms here.

Show Guide Advertising
Due April 11, 2019
Click to learn more

Show Guide Description
Don’t miss your chance to get your company description into the Coffee Fest Indianapolis Show Guide and update your online profile. Each company that registers for Coffee Fest will have their company name, address, phone, booth number, email and web address plus a brief description that you provide to us included in the Show Guide. All descriptions submitted after the deadline will be published in the addendum to the Show Guide. Log-in here with your a2z password to update your “print profile” under “booth info”. If you need your a2z password re-sent, please contact Breanna Pitts at or (425) 295-3300 x101. Due April 11, 2019.


You need a marketing vehicle that is certain to produce results and significant return on your marketing investment. If you want to LAUNCH YOUR NEW PRODUCT, ACQUIRE NEW BUSINESS, INCREASE YOUR MARKET SHARE, or EXPAND YOUR REACH look no further. Coffee Fest events are your best business-to-business option if coffee shops, coffee roasters or restaurants are your target audience.


Attendees at Coffee Fest who are from coffee shops or restaurants.


Average attendees at Coffee Fest who have purchasing authority.


Average number of Coffee Fest attendees who do business with exhibitors after each show.


Coffee Fest attendees that say they will not attend any other trade shows this year.


...depending on show city feature everything under the sun related to the speciality of coffee and tea industries. Attendees come to see the newest products, to talk with factory representatives and company executives. The majority of Coffee Fest attendees are owners, owner operators, or executives of their respecitive companies. Share your product, service or what you offer the specialty coffee & tea industry with these decision makers.

We just finished contacting, sending samples, and taking purchase orders for the numerous new customers we met at Coffee Fest Nashville. We are always amazed at the amount of quality people we meet at your shows, and at how downright enjoyable the staff and atmosphere are.
- Eric Girard
The thing I found most enjoyable at the Successful Coffeehouse Business Seminar was hearing from different people who have been there and done that. The information was practical and the hand-out material was great.
- Randy A.
I just wanted to let you know how much we at AeroPress enjoyed the Dallas show. We got high quality leads and couldn't be more pleased. The way Coffee Fest schedules the education and competition events really keeps prospective client traffic consistent, even on the last hour of the last day! Thank you so much for all of your hard work, and we look forward to Anaheim!
- The AeroPress Team
We love aligning ourselves with Coffee Fest -- I think the way they are running things, incorporating new and fresh ideas and activities, and continuing to listen to your community is working better than ever at making Coffee Fest the most forward-thinking and relevant show in the country for specialty-coffee professionals.
- Sarah Allen
When a business invests time and money to exhibit at a trade show, you hope for a positive experience. At Coffee Fest our results speak volumes, we were able to open up more than 40 new accounts at Coffee Fest Chicago show. Coffee Fest has proven It is valuable to our business time and time again and we hope Coffee Fest returns to Chicago very soon! I strive to make my customers experience exceptional in our business it is nice to work with a Trade Show that does the same for its exhibitors.
- Jeffrey Teich
I most enjoyed getting hands-on experience and trying what we learned at the Drink Innovations Lab. I even enjoyed tips and tricks on things that I already knew about.
- Terra
Coffee Fest has consistently been our most profitable show. As a technology provider, we like people to get hands-on with our product and Coffee Fest allows us to do that every time. Coffee Fest is the only show that consistently gives us an opportunity to be face-to-face with the actual decision makers and not just employees.
- Mike
Amazing experience at the cold brew competition. Right from registration we were treated with kindness & respect. We were so excited to get into such a big show for such a small fee. The connections we made in such a large industry have been invaluable in taking our small business to the next level. Thank you Coffee Fest team, you are the Kat's Meow!!!
- Michael Herrera

FAQ Form: Exhibitor

Have a question about becoming an exhibitor at Coffee Fest? 

We are here to help! Please send us a note with any exhibitor-related questions.

Perfect Daily Grind

Media Sponsor


Venue Sponsor

US Roaster Corp

Venue Sponsor

Keys to the Shop Podcast

Venue Sponsor

Design & Layout Services

Bronze Sponsor

Eight Ounce Coffee Supply

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Elmhurst Milked

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Klean Kanteen

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Fresh Cup

Gold Sponsor

Java Jacket

Bronze Sponsor

Barista Magazine

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American Beer Equipment

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Red Bull

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Pacific Foods

Gold Sponsor

Klatch Coffee

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Slow Pour Supply

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Waterwise, LLC

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Barista 22

Bronze Sponsor


Bronze Sponsor

Monin Gourmet Flavorings

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Roast Magazine

Silver Sponsor


Gold Sponsor

Theta Ridge Coffee

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Café Imports

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Nuova Simonelli

Platinum Sponsor

Dillanos Coffee Roasters

Platinum Sponsor


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Maya Tea

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