Specialty coffee buyers visit the communities and estates in coffee-producing nations, known within the industry as coffee origin tours. This five-part online guide describes the purpose for hosting a coffee origin tour, and outlines steps to organize one successfully.
Part 5: Tour Planning Checklist
Do one year or more ahead
- Determine the goals of a coffee origin tour.
- Determine fee structure.
- Organize a list of potential travelers.
- Identify farming communities, estates, and facilities that match the goals of a visit.
- Contact ideal participants to survey interest and propose dates to identify significant schedule conflicts.
- Issue save-the-date invitations or announcements to build awareness.
- Develop any advertisements that will appear in print.
- Develop a sponsorship program and approach potential donors or private industry sponsors for support.
Do six months ahead
- Confirm the dates of travel and day-by-day itinerary.
- Confirm participation of the community, estate, and facility locations.
- Notify producers of a deadline to deliver green coffee samples and sample information.
- Begin sourcing any supplies needed for roasting and cupping of samples.
- Begin social media campaign online advertising (as appropriate).
- Issue formal invitations to guests. Begin confirming participation and assist with necessary traveler visas.
- Develop a briefing package and Frequently Asked Questions list for participants.
Do three months ahead
- Confirm traveler participation.
- Confirm expected coffee samples.
- Coordinate agenda with producers and estates.
- Identify potential cultural stopping points.
- Assist travelers with international flight recommendations.
- Collect traveler contact information and supporting documents (passport copies) to make hotel and in-country flight reservations.
- Distribute the FAQ and briefing package to travelers. Include recommended insurance, inoculations, clothing/weather, and any suggested items (small gifts, etc.) to bring.
- Plan and time route between itinerary stops to confirm agenda.
- Make necessary hotel and domestic flight arrangements.
- Plan group dinners.
Do one month ahead
- Confirm traveler arrival and departure travel details arranged for international airport transfers.
- Develop an hour-by-hour agenda.
- Collect all green samples and information to be used in cupping sessions.
- Confirm roasting location.
- Confirm all supplies are available for cupping.
- Distribute welcome messages to travelers, including an hour-by-hour program agenda.
Do just before
- Roast coffee samples for cupping (ideally within 1-2 days of each cupping session).
- Reconfirm hotel arrangements, meals, and other on-the-ground logistics.
- Track weather, news, and other information sources about local conditions.
- Confirm the expected time of arrival, departure, and anticipated agenda with producers.
Do just after
- Debriefing of all participants before departure.
- Issue an anonymous survey to record traveler feedback.
- Collect high-resolution copies of photos and videos taken from the trip.
- Make a to-do list of necessary information and subsequent actions (e.g., ship specific samples to potential buyers for evaluation).
Do one month after
- Confirm that all to-do items have been accomplished. Follow up with each traveler for more feedback.
- Develop an international report describing the activity, its successes, failures, traveler comments, and recommendations for future activities.
- Produce a written or video editorial overview of the activity that may be used for future promotion.
- Promote the editorial piece on social media.
- Begin planning for next year.
Return to other parts of the article:
Part 1: Why Coffee Origin Tours?
Part 2: Setting Goals for a Coffee Origin Tour
Part 3: Inviting Participants
Part 4: Coffee Origin Tour Itinerary
Part 5: Planning Checklist for a Coffee Origin Tour