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 as the event draws nearer. BiOS exhibitors should visit the BiOS logistics page, and Quantum West exhibitors should visit the Quantum West logistics page.
747 Howard St
San Francisco, CA 94103
Tues. 30 January | 10:00 AM—5:00 PM
Wed. 31 January | 10:00 AM—5:00 PM
Thurs. 1 February | 10:00 AM—4:00 PM
|Update exhibitor listing
|Request visa invitation letter
|Order booth furniture and utilities, via exhibitor service manual
|Submit certificate of insurance
|Due 29 December 2023
|27 December 2023—19 January 2024
Payment, deposit, and refund dates
|Contracted charges paid in full
|2 September 2023
|5% late fee added to unpaid invoices
|3 September 2023
|Cancellation due to default payment
|2 October 2023
|Full refund of cancellation / space*
|Before 1 August 2023
|Forfeit deposit; refund excess for cancellation / space Reduction
|2 August—1 October 2023
|No refund for cancellation / space reduction
|After 1 October 2023
*less a $500 administrative fee
Learn from the best! Watch this video to hear some tips and tricks for a successful Photonics West Exhibit
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.
Make sure your staff are set for a busy week
Register your exhibit staff
Register and pick up your badges onsite.
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 event logos
Add the logo to your signature.
Customizable. Copy and paste into Outlook and send to your customers.
Email and web resources
Customizable. Add to your email signature, website, other marketing collateral.
Social media tips
Download our PDF tip sheet for promoting your participation on social media.
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.
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 and will be charged a $250 fee.
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.
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 firstname.lastname@example.org