Working with Primavera:
A Comprehensive Guide

At Primavera Coffee we believe that effective purchase planning will not only make your life easier, but it will also give you first access to the best Guatemalan, Ethiopian and Colombian coffees we offer. This guide will walk you through our process, from the initial conversation to selecting, reserving, shipping, and receiving your coffee. By following these steps, you can ensure a smooth and successful experience when sourcing our specialty coffees.

Starting the conversation

We encourage you to reach out to us via email at info@primavera.coffee to schedule a conversation about your specific coffee needs. Whether you prefer a phone call, video chat, or an in-person meeting, we are happy to connect in a way that suits you best.

Key Objectives of Our Initial Discussion

  • Coffee Requirements: We want to understand the approximate quantities you need, your preferred cup profiles (flavor characteristics), and your price points.

  • Logistics Details: We’ll also discuss your warehousing needs and delivery schedules.

  • Volume Estimates: We strongly recommend that you estimate your coffee volume for the year and factor this into your purchasing decisions to avoid over-  or underbuying.

Developing Long-term Relationships

Many of our clients choose to work with a specific coffee farm year after year, showcasing their coffee as a single origin product and allowing them to develop a lasting relationship with the producer.

You can also work with one of our regional or single farm volume lots as your house espresso or as a unique component for your blends, developing a relationship with a producing community or cooperative of producers.

We are passionate about connecting roasters and producers, and we are always available to help you explore the best options that align with your coffee program.

If you need coffee immediately, you can check our Europe offer list or contact our sales team directly at info@primavera.coffee

Making selections & reserving coffee

After we’ve discussed your needs, the next step is to select the coffees that best align with your goals. All of the coffees we offer have been carefully curated to meet our high standards for quality, sustainability, and transparency.

Coffee Selection Process

  • Profile Match: Based on your requirements, we will send you a curated selection of coffee samples that match your desired profile, volume, and price range.

  • Pre-shipment Samples: If you have a strong inclination toward specific coffees, we can send pre-shipment samples so you can reserve the coffee before it’s shipped. This is an ideal option if you want to secure specific lots before they run out.

  • Spot Offerings: Spot coffee from Guatemala will be available in April - May, Ethiopia will be available in August - September and you can expect Colombia to land in our warehouse around September - October.

Cupping & Evaluating Samples

Once you receive your samples, we strongly encourage you to roast and cup the coffees as soon as possible. Keep in mind that because our value chain is short, some samples may still be fresh after milling, meaning they may show slight papery or dry characteristics. These will dissipate as the coffee rests and "opens up" over time. For guidance on cupping fresh coffees, check out our Cupping Guide.

Finalizing Your Coffee Selection

Once you’ve chosen your coffee, we will guide you through the reservation contract process, where you can confirm your order. We will hold the coffee for you at our warehouse, and once it arrives, we will dispatch it according to your desired schedule. Reservations are typically made for a period of 3 months, following the coffee's arrival at the warehouse.

Reservation Terms & Warehousing Fees

  • Storage Fees: If you are unable to receive your contracted coffees by the agreed reservation date, we charge a €0.20/kg per month warehousing fee to cover storage and financing costs.

  • Contract Signing: To reserve your coffee, you must sign the reservation contract and return it to us, acknowledging that you agree to the terms and conditions.

Shipping & Delivery

Shipment Timelines

Shipping timelines can vary based on the specific logistics of each shipment. Our logistics team works closely with shipping companies to find the best and most efficient routes for your orders. While we strive to provide accurate shipping estimates, please note that factors like port congestion and customs processing can affect delivery times.

Delivery Process

Our coffees are stored at Vollers Holland B.V., located in Dongen, the Netherlands. Once your coffee has arrived at the warehouse, we will notify you at all stages of the process so you can plan accordingly.

Steps for Receiving Your Coffee

  1. Notification: When your coffee arrives, we will notify you and provide a timeframe for when it will be ready for release.

  2. Release: To release the coffee, contact your assigned salesperson to request that the coffee be dispatched.

  3. Processing Time: The warehouse typically takes 2–3 days to prepare the coffee for dispatch.

  4. Delivery or Pickup: Depending on your preference, you can either coordinate delivery with a third-party shipping company or pick up the coffee yourself. If you would like us to organize delivery, please let us know in advance, and we will arrange it with our shipping partners.

Shipping Fees and Incoterms

  • Ex-Warehouse: As per the Ex-Warehouse Incoterms, once the coffee leaves the warehouse, the responsibility for the product transfers to you, the buyer.

  • Processing Fees: If you are ordering fewer than 3 bags of any single lot, a €25 processing fee will be charged.

Credit Terms

For new clients, payment is due upon the release of your first order. For subsequent orders, we can offer 30 days of credit after conducting and approving a credit check.

Direct Sourcing from Guatemala

We also offer roasters the opportunity to source coffee directly from our sister company La Central de Café in Guatemala. By working directly with us at origin, you gain access to the highest quality coffees and have more control over the sourcing process.

Direct Purchases:

  • Large-Scale Orders: If you are a large buyer or importer, you can purchase full container loads (one quality/type or a mixed container) directly from La Central de Café.

  • Contact Information: To inquire about sourcing large-scale purchases directly from La Central de Café, please email us at nadine@primavera.coffee.

By working with Primavera Coffee, you’re not just buying coffee — you’re forging a partnership built on trust, quality, and shared passion for great coffee. If you have any questions or need further assistance, please don’t hesitate to reach out to our team. We look forward to working with you!