ECTRIMS 2025: Mobile Coffee Caterers for Conferences in Barcelona

Last year, we packed four of our La Marzocco machines for ECTRIMS 2024 in Copenhagen. This year, we were thrilled to return to a new venue, a little more seasoned and a lot more prepared — though, as we’d soon learn, every event brings its own surprises.

Spread across five exhibition stands and one private hospitality room, our mobile coffee caterers for conferences set up six La Marzocco espresso machines and one bean-to-cup system to fuel thousands of attendees. Our on-site lead, Monika, managed logistics, coordinated with exhibitors, and even handled maintenance of the bean-to-cup machine — a demanding role she handled with calm precision.

ECTRIMS is one of the largest medical conferences in the world, attracting around 9,600 attendees from over 100 countries. The congress ran from 24–26 September 2025, with a Pre-Day on the 23rd. We served coffee throughout the main exhibition days, ensuring every delegate had access to high-quality coffee when they needed it most.

In addition to the scientific programme, the congress hosted a Patient Community Day — an inspiring initiative designed for people living with MS and their caregivers. It added a human touch to an already impressive event and reminded us how meaningful it can be to serve coffee at gatherings that bring science, care, and community together.

Pre-Show Logistics: Setting Up Our Mobile Coffee Catering Team

By now, our team has become adept at navigating large-scale events. Every exhibition brings its own unique mix of planning and improvisation — and ECTRIMS 2025 was no different.

From the moment we arrived at the CCIB (Centre de Convencions Internacional de Barcelona), we knew it was going to be a full few days. The venue’s sprawling layout stretched across multiple levels, with our stands strategically placed to serve different zones of foot traffic. Two stands were positioned directly outside the lecture halls, ready to catch the post-talk rush — and they quickly became the busiest spots on the floor.

Our mobile coffee caterers for conferences are built for that kind of demand. Each barista brought not only technical skill but also the personality to connect with attendees from all over the world. Those working the busiest stands described the service as some of the most fast-paced they’d ever experienced — queues out the door, endless shots of espresso, and constant chatter.

Meanwhile, the smaller stands offered a calmer pace — perfect for relaxed networking moments or quiet mid-afternoon coffees. This mix allowed us to deliver consistently great service across the entire venue, balancing efficiency with a personal touch.

The Curveball: A Last-Minute Addition

Just when we thought we had everything organised, we received a call two days before the congress began — an exhibitor had decided to add two additional machines and one more barista.

For some teams, this might have caused chaos. For us, it was just another challenge to solve. Within 24 hours, our operations team sourced local La Marzocco machines, arranged delivery to the venue, and organised for an extra mobile barista to fly out and join the crew.

In total, that brought us to 11 baristas, six La Marzocco machines, and one bean-to-cup system operating simultaneously. It was a logistical puzzle, but one that came together beautifully. The new stand quickly became one of the busiest, and the client feedback was overwhelmingly positive. Moments like this remind us why we love being mobile coffee caterers for conferences — no two days are ever the same, and adaptability is part of the thrill.

Life Behind the Espresso Machine

Our baristas aren’t just there to make great coffee — they’re there to create meaningful moments. During ECTRIMS, they chatted with attendees from the USA, Italy, England, Spain, Ireland, and beyond. Even guests who didn’t speak Spanish enjoyed practising their orders with our team, turning every cup into a shared experience.

We also welcomed a few new freelance baristas to the team, and for some, this was their first international event. They returned home with stronger Spanish skills and unforgettable memories. It’s always inspiring to see how coffee can connect people, regardless of background or language.

Our menu focused on espresso-based classics — flat whites, cappuccinos, and americanos — all made with our signature beans. In the private hospitality room, our bean-to-cup system provided a convenient premium option for guests who wanted to help themselves between meetings. This combination of hands-on barista service and automated coffee convenience worked perfectly for an event of this scale, offering flexibility for both clients and guests.

Our Experience in Service

If there’s one thing years of conference coffee catering have taught us, it’s that service comes in waves.

During the talks, the stands were quiet — the low hum of the machines and the occasional espresso for a passer-by. But when sessions ended, the energy shifted instantly. A rush of attendees poured out of the halls, forming queues that wrapped around our stands. Our baristas fell into rhythm — grinding, steaming, pouring, and chatting — working as a seamless team even after hours on their feet.

Attendees often told us their schedules were just as demanding — packed with presentations, meetings, and evening networking events. Many said that our coffee stops were their one moment to pause and recharge. It reminded us that what we provide isn’t just caffeine — it’s comfort, connection, and a few minutes of calm in a busy day.

That’s what makes experienced mobile coffee caterers for conferences so valuable. It’s not just about serving drinks; it’s about creating memorable interactions in the middle of the whirlwind.

Beyond the Booth: Our Team’s Barcelona Moments

Of course, no trip to Barcelona would be complete without exploring the city. Despite long service days, our baristas made the most of their downtime. Between shifts, they took dips in the Mediterranean, sampled local tapas, and wandered through the Gothic Quarter.

Even after 12-hour days — some longer than others — their enthusiasm never waned. It’s a testament to the passion and camaraderie within our team. There’s something about working these kinds of events that bonds people: the shared chaos, the laughter during late-night dinners, the relief when the last cup is served.

These moments off-shift are part of what makes our team special. They bring energy and personality to every stand, making each event more than just a job — it’s an experience.

The Final Push: Packing Down and Heading Home

When the final day arrived, it was time for the least glamorous but most vital part of the job — packing down.

The CCIB spans three floors, so the team faced the challenge of dismantling equipment, cleaning stations, and transporting everything to the van outside. Espresso machines, grinders, signage, fridges — each piece was carefully wrapped, labelled, and loaded.

It’s not the part people see, but it’s where our professionalism shines. We always leave venues spotless, ensuring clients remember us for both great coffee and seamless organisation.

By the time the last box was loaded, the team was exhausted but proud. The long days, the endless espressos, the logistics — it had all come together perfectly.

The Numbers That Tell the Story

Over three days, we brewed an incredible 15,500 coffees, using 102 kilograms — or roughly 14 and a half buckets — of beans.

When it came to drink preferences, the Italians stayed true to form with espresso and cappuccinos (but only in the morning, of course!). Our English guests relied on flat whites, while American attendees couldn’t get enough of our mochas.

Those details might seem small, but together they tell the story of a truly international event — and the universal love of coffee that connects us all.

Until Next Time

ECTRIMS 2025 reminded us why we love what we do. The energy, the people, and the power of sharing coffee on a global stage — it doesn’t get much better.

We’re already looking forward to next year’s congress and the chance to bring our mobile coffee caterers for conferences to another incredible city. Wherever we go next, one thing’s certain: we’ll be ready, espresso machines in hand, to serve not just coffee — but moments that matter.

Reflections and Takeaways

Looking back on ECTRIMS 2025, a few themes stand out: adaptability, connection, and teamwork.

• Even with years of experience, no event ever goes exactly to plan — but that’s part of what makes it exciting. Our team’s ability to adapt to last-minute changes and still deliver quality coffee catering is something we take real pride in.
• Equally important are the human moments. Whether it’s a researcher grabbing a cappuccino before a talk or a delegate laughing over their first “proper flat white,” those little exchanges are what our work is all about.
• And of course, none of it happens without the people behind the machines — our dedicated baristas. Their passion, energy, and professionalism turned another busy exhibition into a resounding success.

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Social Espresso have been specialist premium coffee caterers for conferences, seminars, exhibitions, trade shows, product launches and all types of events across the UK and Europe since 2016. Our speciality coffee is produced to the highest standard to wow your guests and help make your event memorable!

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