We’re so glad you’re interested in being a Vendor or have already signed up to be a vendor at the 2025 Cincinnati Coffee Festival. We’ve put this page together to help you find all the information about participating.
Ready to sign up? Click here for the Vendor Registration Form
Dates & Hours
October 25th and 26th, 2025. Set up on Friday, October 24th.
Friday October 24th: Set up begins at Noon and ends at 5pm.
| Saturday Oct 26 | Sunday Oct 27 | |
| Vendor Access | 7am | 7am |
| VIP Exclusive Entry | 8am | 8am |
| VIP Early Entry | 9am | 9am |
| General Entry | 10am | 10am |
| Doors close | 4pm | 4pm |
| Breakdown | 4:05-7pm |
Event Location
The 2025 Cincinnati Coffee Festival will be held in the Ballroom at Cincinnati Music Hall.
The attendee address is 1241 Elm St, Cincinnati, OH 45202
See below for information about load in / load out.
Vendor Pricing
2025 Pricing:
*Application and payment must both be received by 3/31/24 to receive the best pricing.
20′ x 10′ booths are available (add the pricing for two 10′ x 10′ booths). Double booths are not available for 8′ or 6′ deep spaces.
Sponsorship Opportunities
Please see our Sponsorship Information. If you have questions please contact cincinnaticoffeefestival@gmail.com or bmiller@ohioriverfdn.org.
Sampling Material Requirements
Vendors MUST purchase compostable products from the Cincinnati Coffee Festival for sampling products. We have negotiated excellent pricing and you are free to order product for use outside the Cincinnati Coffee Festival.
Vendors not in compliance with this policy will be charged $150 processing fee and may risk not being invited to future events.
We anticipate between 4,000 and 5,000 attendees this year. Items ordered on-site will be an additional $5 per thousand. There are no refunds for unused products.
Items must be pre-ordered and pre-paid by August 31, 2025 to ensure on time availability.
Sampling items available for purchase from the Cincinnati Coffee Festival. Pricing includes shipping, handling, and delivery to your booth. You are welcome to purchase products for use at other events.
- 4 oz hot cups $70 per thousand
- 1 oz clear portion pots $50 per thousand
- 2 oz soufflé cups $50 per thousand
- 8 oz hot cups $95 per thousand
- 3″ PLA tasting spoon $27 per thousand
Vendors may ONLY use compostable items purchased from the Cincinnati Coffee Festival for sampling.
Milk, Cream, Sugar for Samples (We will have several cream/milk stations around the event. However, some vendors prefer to have milk and/or cream at their station for consumer convenience.)
- Single serving sugar packets are allowed.
- We will have several milk/creamer stations around the venue this year. However, many vendors prefer to provide milk at their booth for customer convenience or to make lattes, etc. You may purchase milk from the Cincinnati Coffee Festival (and it will be delivered to your booth daily) or you may bring your own.
- Single serving half and half plastic cups are not appropriate for this event. Typically, vendors purchase cartons/jugs of half and half and keep the cream in a thermos or something similar. These cartons/jugs are able to be recycled at the event. We absolutely understand that pre-packed single serving containers can be handy and quick! However, the Cincinnati Coffee Festival is a sustainable event, and the use of single use plastics at our festival does not support either our mission or values.
Latte Art Throwdown
Latte Art Throwdown will begin Saturday, October 25th at 2pm. See here for more information.
Latte Art In Action
Check back for more information.
Insurance Requirements
Certificates of Insurance are due 45 days after sign up if sign up is before July 1, 2024; otherwise due immediately upon signup.
Per the terms and conditions of the Vendor Agreement:
INSURANCE 12. Vendor, at their own expense, shall purchase and maintain comprehensive general liability insurance, naming Ohio River Foundation (ORF), Cincinnati Arts Association (CAA), and Cincinnati Coffee Festival (CCF) as additional insureds, and will protect them from any claims for loss or damage to property or personal injury which may arise out of or result from the activities of the Vendor. Vendor shall also maintain workers compensation coverage for all staff, assistants, or volunteers hired to staff Vendor’s booth. You MUST provide a certificate of insurance naming Ohio River Foundation, the Cincinnati Coffee Festival and Cincinnati Arts Association as additional insureds
Cincinnati Arts Association
1241 Elm St
Cincinnati, OH 45202
Ohio River Foundation
P.O. Box 42460
Cincinnati, OH 45242
Cincinnati Coffee Festival
P.O. Box 42460
Cincinnati, OH 45242
NOTE: If your insurance company insists on a physical address for Ohio River Foundation and Cincinnati Coffee Festival, you may use the address 4480 Classic Drive, Cincinnati, OH 45241
If you need insurance, we suggest using ACT 
Cincinnati Coffee Festival ‘24: https://app.actinsurance.com/events/3419
ACT policies cover artists, crafters, and tradesmen.
Show Policies start at $49 for 3 days of coverage and can go up to 90 days of coverage. The discount coupon code for $5 off your policy is: coffee5. Read more here: ACT-brochure
Annual Policies start at $279.
Free and unlimited additional insureds.
If you do not provide insurance in the required timeframe, the Cincinnati Coffee Festival will sign you up for the ACT policy. You will be responsible for all fees plus a $25 convenience fee.
Schedule
Load In/ Set Up/ Load Out Information
Load in will be available from 12noon to 5pm on Friday. Most vendors will use the freight elevator (see below), but if your set up allows, you may use the passenger elevator located at the front entrance.
Be sure to check in with event volunteers when you arrive. This is where you will receive access badges, booth assignment, and important information about the weekend.
Freight Elevator
The freight elevator is 11′ deep x 11′ wide x 9′ high. The freight elevator is located at 1244 Central Parkway, Cincinnati OH 45202.
Maximum weight for the freight elevator is 15,000 lbs.
There is also a passenger elevator in the front of the building that can be used for lighter loads.
The passenger elevator is located at the main entrance at 1241 Elm Street, Cincinnati OH 45202. It is is 65″ x75″ with a 42″ opening.
Selecting a Booth Location
Unlike some other festivals, we do not publish a booth map in advance. The layout changes slightly each year and all booth locations are assigned by the Cincinnati Coffee Festival, not chosen by the vendor. However, if there is a particular location you’d like (e.g., “where we were last year”, “near the music stage”, etc.) please indicate this at the bottom of your vendor application and we will do our best to accommodate your request. Please note there are no guarantees, but we do our best to take requests into account in assigning spaces.
Booth Set Up & Examples
Booth spaces include 1 table and 1 chair. Displays may not exceed booth height of 8′ and may not extend into the aisles.
- Tables are 8’ long by 30” across and 30” high. Additional tables are available for $30 each. Counter high tables must be ordered in advance and are $30 each. 6′ tables are available for $30 each and must be ordered in advance.
- Additional chairs are available for $15 each.
- Tablecloths are available for $35 each and must be reserved in advance.
Examples of past booth setups:
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
|
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
Vehicle on Event Floor
If you want to have a vehicle as part of your booth set up, please contact CincinnatiCoffeeFestival@gmail.com. We will need arrange an inspection by the Fire Marshall.
Vendor Checklist
- Complete Vendor Application
- You will receive an invoice within a day or two. Pay directly from the invoice via ACH or credit card. You may also mail a check to
- Ohio River Foundation/ Cincinnati Coffee Festival, P.O. Box 42460, Cincinnati, OH 45242
- Be sure your logo is correctly posted on the Cincinnati Coffee Festival website
- If you need to send in an updated or new logo, please send it as a .jpg or .png file. We cannot use PDFs.
-
Send Certificate of Insurance to CincinnatiCoffeeFestival@gmail.com
Social Media
Please help publicize the Cincinnati Coffee Festival. Your followers are our greatest fans!
Logos for use on your website and social media:
 |
. . |
 |
.  . |
 |
#CincinnatiCoffeeFestival
#CoffeeTeaCincy
CincinnatiCoffeeFestival.com
Ready to sign up? Click here for the Vendor Registration Form
