Must-Know Tips for Your First Coffee Pop-Up

Coffee pop-ups are a popular way for baristas, small coffee brands, and entrepreneurs to introduce their brew to new audiences. Whether you're setting up at a local farmers market, a fair, or a corporate event, a coffee pop-up can be a powerful way to build brand awareness.

Here are some practical tips for setting up a coffee pop-up that stands out and keeps your setup simple, efficient, and customer-friendly.

1. Keep It Simple with One-Size Drinks

When you're running a coffee pop-up, efficiency is everything. Offering one-size drinks helps speed up service, reduce waste, and make inventory management much easier. Customers don’t expect a full café experience at a pop-up, they want convenience and quality. A single size ensures consistent portioning, easier pricing, and streamlined workflow.

Pro Tip: Use high-quality takeaway cups or stamped hot sleeves with your logo to reinforce your brand with every sale. Printed hot sleeves can offer a more accessible and flexible branding option to start with.

2. Create a Streamlined, Easy-to-Read Menu

A simple menu makes your life easier and helps customers make quick decisions. Feature 3–5 core offerings like cold brew, drip coffee, and one or two espresso-based drinks.

Design your menu towards your strengths. For example, if it's summer and you only have a one group espresso machine, skew your menu to cold brew to reduce the burden on your espresso machine.

3. Customize the Theme to Match the Event

Tailoring your coffee pop-up’s branding and offerings to fit the event helps your booth feel more connected and memorable. Small touches like themed signage, seasonal decor, or event-inspired drink names can turn a simple stop for coffee into an experience guests will talk about.

During the summer, we set up at the Dorey Park Famers Market in Richmond, Virginia. We came up with some fun drink names to highlight local favorites like the Capital Trail Foundation and the new Splash Pad at Dorey Park.

If you're setting up at a tech conference, you could name your drinks things like:

• 404 Foam Not Found – a playful flat white

• Byte Brew – a bold dark roast

• JavaScript Jolt – a high-caffeine cold brew

Fun names like these add personality to your menu and make it more shareable on social media.

4. Confirm Access to Water and Electricity

Before the big day, make sure you think through the logistics of your setup location, especially water and power access. Will you need a water source for brewing or cleaning? Will you be able to use venue electrical sources or do you need a generator? Asking these questions early helps prevent last-minute panic and changes.

✅  What is your total electrical load? Tip: Understand your surge and steady state power requirements to prevent circuits from tripping.

✅  What power is available on-site and what receptacles are present for hookup? 

✅  Will I have access to potable water?

✅  Will my staff have access to a handwashing sink and restroom?

✅  What are my backup options for power and water if needed?

5. Secure the Correct Permits and Insurance

Depending on your city and event location, you may need permits to sell food and beverages, a temporary food establishment (TFE) temporary food service license, or liability insurance. Note that these typically have strict application deadlines. Failing to obtain proper documentation can result in fines or being shut down at the event.

Check with:

✅  The event organizer

✅  Your local health department

✅  City or county business licensing office

6. Leverage Event Promotion to Market Your Pop-Up

Many events promote their vendors, so make sure you’re part of the spotlight. Send your logo, a short blurb, and some branded photos to the organizers ahead of time. Post on your social media and tag the event, using relevant hashtags to boost visibility.

Final Thoughts

Running a coffee pop-up is both an art and a strategy. By keeping your menu focused, adapting your theme to the event, understanding logistics, and tapping into promotional opportunities, you’ll be well on your way to creating a memorable coffee experience for customers.

Ready to brew up success? Reach out today with any questions! We are happy to help!