20 - 23 October 2025
Rochester, NY, US

SPIE Optifab exhibitor logistics

Current information for your successful exhibition
Exhibitors at SPIE Optifab

Information to prepare for the exhibition

On this page you will find deadlines, tools, helpful links, and more to help with your planning for a successful event. You'll find official 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


Joseph A. Floreano Riverside
Convention Center
123 East Main Street
Rochester, New York 14604 USA

Tues. 20 October | 10:00 AM - 5:00 PM
Wed. 21 October | 10:00 AM - 5:00 PM
Thurs. 22 October | 10:00 AM - 3:00 PM

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Important dates and deadlines

Update exhibitor listing Open
Request visa invitation letter Open
Order booth furniture and utilities, via exhibitor service manual Will be provided at a later date
Reserve housing Will be provided at a later date
Register booth staff Will be provided at a later date
Submit certificate of insurance Due 19 September 2025
Ship to advance warehouse Will be provided at a later date



Payment dates
Contracted charges paid in full 24 May 2025
5% late fee added to unpaid invoices 25 May 2025
Cancellation due to default payment 23 June 2025
Full refund of cancellation/space reduction* 22 April 2025
Forfeit deposit; refund excess for Cancelation/Space Reduction 23 April - 22 June 2025
No refund for cancellation/space reduction 22 June 2025

*less a $500 administrative fee

Manage your show through the exhibitor dashboard

Update your listing and register your booth staff

Plan your space and order services

  • Download the exhibitor manual (PDF to come at a later date)
  • Find space specifications, display rules, electrical, sound, fixtures, and related information: Booth | Island | Peninsula | Table (PDF to come at a later date)
  • Download services checklists and deadlines (PDF to come at a later date)

Attendees enjoy meeting with company representatives in a well-thought-out exhibit space

SPIE Lead Retrieval means business

Capture all your leads within the app

New for SPIE Optifab: SPIE will provide lead retrieval services to all exhibitors at no additional charge to your exhibit space. 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!

Exhibitor and attendees at SPIE Optifab exhibition

Official contractors for this exhibition

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.

example of scam email

Read complete warning: Exercise due diligence when approached by vendors not endorsed by SPIE.

Projection Presentation Services
+1 415 974 4077

SPIE Lead Retrieval
+1 360 676 3290

Arata Expositions, Inc.

+1 301 921 0800

List will be available for download at a later date.

Steps and information to prepare for onsite

Make sure your staff are set for a busy week

Register your exhibit staff
Register and pick up your badges onsite (Available January 2025)


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.

SPIE exhibition policies

SPIE event policies

Information about moving in and moving out

Hours of operation
View registration hours, and setup and dismantle hours.

Move In / Out Schedule

Marshalling Yard
Truck delivery locations and hours.

Tools to help you promote your presence at the exhibition

Download e-postcard
Customizable. Copy/paste into Outlook and send to your customers. (Available July 2025)


Email and web resources
Customizable. Add to your email signature, website, other marketing collateral. (Available July 2025)


Download event logos
For your print and digital promotions.


Social media tips
View our tip sheet for promoting your participation on social media.

Exhibition management contact information

Michele Bennett, CEM Senior Exhibition Manager

+1 360 685 5466


Tabletops: 2 ft. x 6 ft. x 30 in. black draped table, two chairs, carpet, waste basket, and company ID sign included. Basic electrical may be included; see event specific display rules.

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 not provided in hall).

Peninsula and Islands: Utilities and booth furnishings not included. Exhibitors are required to carpet exhibit space (if carpet not provided in hall).

Non-author technical pass(es), 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

  • Exhibit space contract fee
  • Exhibit space furnishings, carpet, signs, promotional collateral, giveaways, etc.
  • Union labor to assist setting up and dismantling exhibit space
  • Electrical, internet, cleaning, or AV equipment
  • Shipping, material handling fees, and empty container storage fee
  • Staff expenses: hotel accommodations, travel, etc.

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.

  • Order in advance - order furnishings, carpet, utilities, etc., before the discount deadline dates.
  • Shipping - consolidate shipments and ship to the advance warehouse before the deadline.
  • Housing - book your accommodations in the SPIE Housing Block under 'Attend' on the event website.

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 and will be charged a $250 fee. 

Exhibitor liaisons must register staff prior to the event through 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 Become a Sponsor page. Please contact spiesales@spie.org for sponsorship details.

You may pay, view, print, and email your invoice directly from the Exhibitor Dashboard. Sign in to the Exhibitor Dashboard, find the related event, and click on Review Exhibitor Invoice. Payments can also be made at https://spie.org/payment

Liability insurance is required to exhibit at all SPIE events. Sign 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