On this page you will find deadlines, tools, helpful links, and more to help you plan for a successful event. You'll find official contact information, official contractor information, policies, and more.
Jump to: Exhibitor dashboard | Plan your space | Lead Retrieval | Scam warning | Official contractors | Prepare for your onsite experience | Promote your presence at the show
Moscone Center West
800 Howard St.
San Francisco, CA 94103
Tues., 28 January | 10:00 AM–5:00 PM
Weds., 29 January | 10:00 AM–5:00 PM
| Update exhibitor listing | Open |
| Request visa invitation letter | Open |
| Reserve housing | Open |
| Order booth furniture and utilities via Exhibitor Service Manual | Open |
| Submit certificate of insurance | Due 27 December 2024 |
| Ship to advance warehouse—download shipping labels | Opens 26 December 2024 |
| Register booth staff | Open |
Payment, deposit, and refund dates
| Contracted charges paid in full | 31 August 2024 |
| 5% late fee added to unpaid invoices | 1 September 2024 |
| Cancellation due to default payment | 30 September 2024 |
| Full refund of cancellation/space reduction* | 30 July 2024 |
| Forfeit deposit; refund excess for cancellation/space reduction | 31 July - 29 September 2024 |
| No refund for cancellation/space reduction | After 29 September 2024 |
*less a $500 administrative fee
New this year: SPIE will provide lead retrieval services to all exhibitors at no additional charge. We're excited to share this valuable service through the SPIE Conference App. No set-up time required. The app makes it easy and convenient to capture leads all week, even outside the exhibit floor!
SPIE does not rent or sell attendee lists from our events. Any offer for an attendee/email list from an SPIE event is a scam.
All of these offers (example below) are fraudulent no matter how official they look. Do not fall for any offer of attendee lists! Protect your bottom line by remaining vigilant and reporting spam.
Read complete warning: Exercise due diligence when approached by vendors not endorsed by SPIE.
Audio Visual
Projection Presentation Services
+1 415 974 4077
exhibits@projection.com
Lead Retrieval
SPIE Lead Retrieval
+1 360 676 3290
exhibitions@spie.org
General Service Contractor
Freeman
+1 888 508 5054
CustomerSupport@freemanco.com
Download the complete list of contractors
Make sure your staff are set for a busy week
Booth staff registration
Send a reminder to your booth staff to register. Download this e-postcard to share with staff.
Reserve housing
Book your housing in the SPIE block at reduced rates.
Visa invitation letter request
Need an invitation letter to obtain a travel visa? Apply now.
Download the SPIE Conference App
Organize your week. Browse exhibitors and the program.
Exhibitor contract terms, conditions, and policies
Hours of operation
Registration hours, set-up, and dismantle hours.
Marshalling yard
Truck delivery location and hours
Free resources to help with your outreach
Download e-postcard
Customizable. Copy/paste into Outlook and send to your customers.
Email and web resources
Customizable. Add to your email signature, website, and other marketing collateral.
Download event logos
For your print and digital promotions.
Social media tips
View our tip sheet for promoting your participation on social media.
Roberta Hart, CEM - roberta@spie.org
Kiosks: 3’ lockable counter, custom backwall, 1 bar stool, carpet, wastebasket, and basic electric.
Tables: 2 ft. x 6 ft. x 30 in. black skirted table, two chairs, carpet, waste basket, basic electric, and company ID sign included.
Booths: 8 ft. pipe and black drape back, 3 ft. side drape, and company ID sign included. Utilities and furnishings not included. Exhibitors are required to carpet booth area (if carpet is not provided in hall).
Mini Booths: 3’ lockable counter, custom backwall, 2 bar stools, carpet, wastebasket, and basic electric.
Peninsula and Islands: Utilities and booth furnishings not included. Exhibitors are required to carpet exhibit space (if carpet is not provided in hall).
Offerings may differ per event, please refer to the Display Rules & Regulations specific to your event (available on the Exhibitor Logistics page).
Non-author technical pass(s), online Exhibitor listing, a basic company listing in the optics.org Buyers Guide, discounted housing when booking in the block, and other promotional opportunities and sponsorships.
See the Exhibition Display Guidelines for rules and regulations of your exhibit space. For further assistance, contact exhibitions@spie.org.
Furnishings, electrical, and other display items can be ordered through the Exhibitor Manual. Exhibitor Liaisons will be notified when the Exhibitor Manual is available; it will also be posted on the Exhibitor Logistics page and in the Exhibitor Dashboard.
The preferred method is to ship your freight to the Advance Warehouse. Refer to the Exhibitor Manual Freight and Shipping section for shipping labels, costs, and deadlines.
If shipping direct to show site, freight is only accepted during exhibitor move-in and may incur additional fees. Please refer to the Exhibitor Manual for move-in dates and times.
You may install/dismantle your exhibit display if your booth is 10 ft. x 10 ft. or a tabletop AND it takes one person less than 30 minutes without hand tools. Otherwise, you must use Union labor personnel. Refer to the Exhibitor Manual for union regulations and jurisdictions.
One person is allowed to carry one or two boxes in one trip. The use of hand trucks is not allowed. The decorator offers special round trip material carrying service rates for exhibitor material. Refer to the Exhibitor Manual for material handling forms and rates.
Exhibitors are not allowed to begin pack-up prior to the close of the show. Any exhibitor who packs up early will forfeit 50% of their earned priority points.
All attendees, including booth staff, must register themselves via the event registration page. Exhibitor Liaisons can assign technical passes to booth staff in the Exhibitor Dashboard.
Do not leave valuables unattended, including laptops. Event security is provided for the venue, but you and your staff are responsible for any valuables left in your exhibit space.
Available Sponsorship & Promotional opportunities are listed on the Exhibitor Logistics page. Please contact spiesales@spie.org for sponsorship details.
You may download, view, and email your invoice in the Exhibitor Dashboard. Login to the Exhibitor Dashboard, find the related event, and click on Review Exhibitor Invoice. Credit card payments can be made in the Exhibitor Dashboard or at https://spie.org/payment. SPIE accepts credit cards, checks, and wire transfers. A 2.5% processing fee is incurred for credit card payments.
Liability insurance is required to exhibit at all SPIE events. Log in to the Exhibitor Dashboard to upload your certificate of liability insurance.
Contracted exhibitors are allowed to share their exhibit space with co-exhibitors. A co-exhibitor application form and payment is required for each co-exhibiting company. To request a co-exhibitor form, contact exhibitions@spie.org.
