On this page you will find deadlines, tools, helpful links, and more to help you plan for a successful event. You'll find contact information, official contractor information, policies, and more.
Jump to: Exhibitor dashboard | Plan your space | Scam warning | Official contractors | Prepare for your onsite experience | Promote your presence at the show | Lead retrieval
Gaylord Palms Resort & Convention Center
6000 West Osceola Parkway
Kissimmee, Florida, USA 34746
Tuesday, 15 April | 10:00 AM-5:00 PM
Wednesday, 16 April | 10:00 AM-5:00 PM
Thursday, 17 April | 10:00 AM-2:00 PM
| Important dates and deadlines | |
| Update exhibitor listing | Open |
| Request visa invitation letter | Open |
| Reserve housing | Available December 2024 |
| Order booth furniture and utilities | Available December 2024 |
| Submit certificate of insurance | Due 13 March 2025 |
| Ship to advance warehouse | Available November 2024 |
| View booth staff roster | Available December 2024 |
| Payment, deposit, and refund dates | |
| Contracted charges paid in full | 16 November 2024 |
| 5% late fee added to unpaid invoices | 17 November 2024 |
| Cancellation due to default payment | 16 December 2024 |
| Full refund of cancellation/space reduction (less a $500 administrative fee) | Before 15 October 2024 |
| Forfeit deposit; refund excess for cancellation or space reduction | On or before 16 October - 15 December 2024 |
| No refund for cancellation/space reduction | 15 December 2024 |
SPIE will provide lead retrieval services to all exhibitors at no additional charge and no set-up time required. We're excited to share this valuable service through the SPIE Conference App. The app makes it easy and convenient to capture leads all week, even away from the exhibit floor!
Important note about SPIE Lead Retrieval:
Be sure to open the SPIE Conference App and confirm the leads tab is showing before you arrive onsite. You must use the same account used to register for the event. If you do not see the leads tab, email exhibitions@spie.org for assistance.
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.
Projection Presentation Services
+1 415 974 4077
exhibits@projection.com
SPIE Lead Retrieval
+1 360 676 3290
exhibitions@spie.org
Arata Expositions, Inc.
+1 301 921 0800
customerservice@arataexpo.com
Download PDF to see all official contractors
Make sure your staff is set for a busy week.
Booth staff registration
Register and pick up your badges onsite (available November 2024).
Reserve housing
Book your housing through the SPIE block at reduced rates (available December 2024).
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.
SPIE Exhibition Policies
Exhibition contract terms, conditions, and policies
Hours of operation
Registration hours, set-up and dismantle hours (available November 2024)
Move-in schedule
Freight delivery hours and map (available November 2024)
Move-out schedule
(available November 2024)
Marshalling yard
Truck delivery location and hours (available November 2024)
Download e-postcard
Customizable. Copy/paste into Outlook and send to your customers (available December 2024)
Email and web resources
Customizable. Add to your email signature, website, other marketing collateral (available December 2024)
Download event logos
For your print and digital promotions
Social media tips
View our tip sheet for promoting your participation on social media (available December 2024)
Explore the many opportunities available to help you reach your target audience. Learn more about how to become a sponsor.
Find online and print options. Download the SPIE Media Kit.
Defense + Commercial Sensing Exhibition:
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.
