Planning a Successful Trip to Origin

We’re two months into 2023, and we expect to see an increase in coffee origin trips this year now that COVID is no longer impacting the majority of travel. Our team members have been traveling a fair amount the last six months, and we recently have welcomed some partners to our Addis Ababa office to cup samples from the 2022/2023 Ethiopia coffee harvest. Joanne (Head of Procurement) will travel to Ethiopia next week to support the local team with selection and approval of pre-shipment samples (PSS).

That said, we thought it would be a good time to dive into the topic a bit deeper.

Coffee origin trips (or tours) are guided trips coffee buyers (importers and/or roasters) take to coffee producing regions. We travel to each origin several times a year, and love traveling with our partners and customers.

Below, we'll relay a lot of key “good-to-know” information (based off our knowledge and some FAQs from our partners) to help you plan a successful trip to origin in the coming year(s). It’s important to make sure you discuss your specific needs with your Tropiq travel companion(s) and/or host, so we can help you plan well in advance to make sure you get the most out of your trip.

Why should I plan a trip to origin?

• Coffee origin trips allow you to develop a more complete understanding of the coffee value chain by learning firsthand about cultivation and processing (more specifically: production, post-harvest processing, and the journey to market). Producers can also get insight into the roasting and consumption components, creating a deeper connection to where and to whom their coffee goes.
• You’re able to gain a deeper understanding of the culture, politics, and economics of the coffee origin (and how these affect or are correlated with coffee trade).
• It’s an opportunity to meet and build lasting relationships with coffee producers, and be part of maintaining a proper feedback loop.
• Meeting and connecting with the people behind the coffee you import or roast allows you to develop a deeper, more cultural connection to the coffees you buy. In turn, it allows coffee producers to develop relationships with coffee roasters and share their knowledge.
• If you’re already buying coffee from the respective origin, you can better understand where your money goes and how it factors into coffee farming, washing station processing, coffee export, and the livelihoods of those involved.
• You can capture photos/videos and gather stories and information for your marketing materials. It’s important to make sure to examine the content you use and the stories you tell in your marketing—find a narrative balance for authenticity whilst avoiding crossing the line into exploitation for profit. It's good to ask yourself whether the photos and stories are empowering or infantilising producers.

"Learning about the specifics of production, post-harvest processing, the journey to market, and the politics of each coffee origin country is invaluable. You'll be able to gain a much better understanding of the culture and people, with the added bonus of experiencing amazing food, dancing, and beauty of the landscape." – Joanne, Head of Procurement

When should I travel?

Ethiopia

To visit the farms, producers, and washing stations in the southern regions during harvest, you should plan for the last week of November until the end of December.

If you’d like to visit our office/lab in Addis Ababa to cup coffee samples for purchasing purposes, you should plan to visit January/February for the washed coffees and End of Feb/Mar for the natural coffees.

Kenya

Kenya timelines are the same as Ethiopia (which is why we recommend combining your trips). Plan on visiting sometime within November to December to travel to farms, meet producers, and visit washing stations. For cupping purposes, you should visit sometime within January to March.

Uganda

In Uganda, we recommend going during the harvest period—not many people are well-versed in how production and harvest work in Uganda, so it's quite interesting to witness and there's quite a bit to learn during this period. The main crop is generally (there are differences depending on altitude—our team can provide more guidance) harvested and processed from September to November, and cupping for this crop usually occurs from December to January. The fly crop generally sees harvest and production from May to June, with cupping happening in July.

Colombia

When to visit Colombia depends on what region you're planing to buy from. If you're looking to buy coffees from the north (Antioquia), plan on being there sometime within October to November for production and around January for cupping. If you're looking to buy coffees from Huila, it somewhat varies (especially within the last couple of years). Production is ongoing, but traditionally coffees are available to cup from April until May.

Peru

Peru timelines are also dependent on altitude, with lower-altitude harvests coming before that of higher altitudes. Generally, you can plan a visit sometime from May to July for harvest and production and sometime from August to November for cupping. August is a good month to visit, as you can catch the backend of production while being there for early cupping.

Brazil

You should plan on visiting Brazil sometime from June to August for harvest and production, and sometime from October to November for cupping.

What are some "must-do" things to consider?

• Confirm your flight number, arrival date, and arrival time with the Tropiq country manager/companion.
• Communicate any health or dietary limitations/requirements beforehand.
• Immediately alert the country manager/travel companion if you feel unwell at any point during your trip.
• Inform the country manager/companion if you—for some reason—decide not to attend any of the scheduled events.

During your trip, there are key things to do, look out for, and ask (whether it's from our team, or from production partners, farmers, etc.).

• Take a lot of pictures and videos, but remember privacy rules also apply. Always get consent before taking someone's photo. In the field, not all like to be captured and this should be respected. Many also have never seen a picture of themselves, so (if they consent to a photo) share it by showing it to them after (and also ask them if it's ok/if they're happy with it). It's also nice to explain to people why you're asking to take a picture—especially if you plan to use it to market the sales of their coffee on your platforms. It's polite to always give people context.
• Ask about any data or information you require for marketing purposes—have conversations to better understand the stories and narratives around the coffees you buy/sell.
• Ask about how post-harvest processing works.
• Ask questions about the specific season—what is unique or challenging this year?
• Ask about internal pricing structure/structures for buying and selling coffee (pricing/costs/etc.).
• Ask about the current politics and economics of the country and how these interact with coffee production and trade.

Who books what and what are the costs to consider?

Ethiopia

• Depending on scheduling, you will book your flights and possibly your first night’s stay in Addis Ababa. If it is your first time visiting, our team can pick you up from the airport and take you to your hotel. Note that the team can extend corporate rates in Addis Ababa.
• You will cover your flights, Addis Ababa hotel stay, and possibly a hotel stay in Hawassa or Dilla.
• As a daily estimate, we recommend to plan for $30–50 USD to cover lunch/dinner, taxis, etc.
• We will take care of transportation (V8 Toyota Land Cruiser) and food whilst on the road.

Kenya

• You will book accommodation on your own behalf from a list of hotels we suggest.
• You'll also cover all flights, meals, and transport (we can help you with recommendations).
• Kenya can be a bit more expensive, so we recommend to plan for around $50–80 USD as a daily rate.

Uganda

• You will book accommodation on your own behalf from a list of hotels we suggest.
• You'll also cover all flights, meals, and transport (we can help you with recommendations).
• You'll take more internal flights than other countries, so we'll advise you on which flights to book.
• Plan for around $30–50 USD as a daily rate.

Colombia

• You will book accommodation on your own behalf from a list of hotels we suggest.
• You'll also cover all flights, meals, and transport (we can help you with recommendations).
• You'll take more internal flights than other countries, so we'll advise you on which flights to book.
• Plan for around $30–50 USD as a daily rate.

Peru

• You will book accommodation on your own behalf from a list of hotels we suggest.
• You'll also cover all flights, meals, and transport (we can help you with recommendations).
• You'll take more internal flights than other countries, so we'll advise you on which flights to book.
• Plan for around $30–50 USD as a daily rate.

Brazil

• You will book accommodation on your own behalf from a list of hotels we suggest.
• You'll also cover all flights, meals, and transport (we can help you with recommendations).
• Brazil can also be a bit more on the expensive side, so we recommend to plan for around $50–80 USD as a daily rate.

What do I need to prepare?

• Generally, you will need a valid visa and a valid travel document to enter foreign countries. For example, visitors to Ethiopia must obtain a visa from the official Ethiopian e-visa platform or from their nearest Ethiopian Embassy before travelling. Check the embassy or government sites for each country you plan to visit.
• Be aware of your insurance coverage—make sure it covers travel, and if not, book separate travel coverage for the duration of your trip. Also make sure your travel insurance has medical coverage (not just luggage, cancelled flights, etc.) and that it covers travel to the specific country—some companies won't cover travel to certain developing nations or areas where there may be unrest.
• Make sure to be up-to-date on all routine vaccines before every trip. Check with your local doctor or government organizations (e.g. CDC for those in the USA) regarding recommended vaccinations and medications before traveling to all coffee origin countries—often, it varies depending on which regions you’ll be visiting.
• Most countries have lifted their entry requirements for COVID-19. You can find out more from government websites or airline travel pages.

What are the most important items to remember to pack?

• Imodium, Paracetamol, Ibuprofen
• Mosquito repellent
• Hat
• Light, waterproof rain jacket
• Wool socks and good shoes for walking (we recommend a rugged boot)
• Warm clothes for cold evenings
• Sunscreen 50+

How can I ensure phone service while traveling?

• In most countries, you can get a local SIM in the airport when you arrive. When you get there, look for an office/kiosk within (or right outside) the airport—you can purchase and have it activated immediately. Airports have vetting processes, so you can feel a bit more secure purchasing here versus on the street.
• Joanne recommends checking out Airalo for a local eSIM. You can use her referral link for a discount.
• Each country might have an option, as well—contact the Tropiq Country Manager or a member of our team for guidance. For example, Ethiopia's state-owned telecom operator (Ethio-Telecom) introduced embedded SIM (eSIM) service provisioning as a premium service. Ethio Telcom announced that anyone can subscribe to the eSIM by having mobile devices that support the service.

It’s important to note that our coffee origins are all developing world countries with different standards of safety, varying degrees of infrastructure, and diverse cultural norms. If you're concerned about your comfort or security on these trips, please reach out to Morten (Founder), Joanne (Tropiq Head of Procurement) , or Adham (Tropiq Ethiopia Country Manager). We will do everything we can to facilitate safe and relaxed travels.

It's also important to note that this information is not exhaustive—these are just our tried-and-true tips and recommendations. While we're not able to take responsibility for your actions/events that may occur on your trip, we never recommend trips if we have heightened concerns about safety/security.

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*pictured: Joanne Berry, Juan "Enki" Suarez, and Luzgardo Fernandez in Peru