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
The 2025 event information will post soon
| Tuesday 17 September | 10.00 - 17.00 |
| Wednesday 18 September | 10.00 - 16.00 |
| Update exhibitor listing | Open |
| Request visa invitation letter | Open |
| Reserve accommodation | Open |
| Order booth furniture and utilities via exhibitor service manual | Now available |
| Submit certificate of insurance | Open |
| Ship to advance warehouse: Freight order form | Open |
| View booth staff roster | Open |
| Contracted charges paid in full | 21 April 2024 |
| 5% late fee added to unpaid invoices | 22 April 2024 |
| Cancellation due to default payment | 21 May 2024 |
| Full refund of cancellation/space reduction* | 20 March 2024 |
| Forfeit deposit; refund excess for cancellation/space reduction | 21 March – 20 May 2024 |
| No refund for cancellation/space reduction | After 20 May 2024 |
*less a £390 administrative fee.
Review this documentation to ensure you are adhering to all health and safety requirements and prepare your staff for onsite.
Sign and return this form to Exhibition Management.
Circulate site induction to your exhibit staff. Sign and return to the Health and Safety representative.
For exhibitors who are employing outside contractors to deliver materials or dress their stand.
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!
Read complete warning: Exercise due diligence when approached by vendors not endorsed by SPIE.
Furniture and Audio Visual
Cameron Events
Adam Cameron
Tel: +44 (0)141 637 0368
E-Mail: adam.cameron@wearecameron.com
Lead Retrieval
SPIE Lead Retrieval
Tel: +1 360 676 3290
E-Mail: exhibitions@spie.org
Catering, Cleaning, Internet, Parking and Security
EICC
Event Planning Department
E-mail: events@eicc.co.uk
Service Contractor
Full Circle Events & Exhibitions Ltd.
Tel: +44 (0)161 393 3949
E-Mail: EEHub@fullcircleeventsltd.co.uk
Shipping and Material Handling
DSV Solutions
Gt House, 25-27 Blackwell Drive Braintree,
Essex, CM7 2PU
Contact: Ricky Straw
Tel: 44 (0)7808 242467
E-mail: ricky.straw@dsv.com
Make sure your staff are set for a busy week
Booth staff registration
Send a reminder to your booth staff to register [e-postcard PDF]
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 programme.
SPIE exhibition policies
Exhibitor contract terms, conditions, and policies.
| Hours of operation | |
| Registration hours, set-up and dismantle hours. | Download PDF |
| Move-in and move-out schedule | |
| Freight delivery hours and map | Download PDF |
Download e-postcard
Customisable. Copy/paste into Outlook and send to your customers.
Email and web resources
Customisable. Add to your email signature, website, other marketing collateral.
Download event logo
Add the logo to your signature.
Social media tips
View our tip sheet for promoting your participation on social media.
Showcase your product on the exhibition floor. Fee required. Sign in to your exhibitor dashboard to reserve time for your demo.
Many opportunities to reach your target audience. Learn more
Online and print options. View pricing and options in the 2025 Media Kit.
Amanda Summers
Exhibitions, SPIE Europe
+44 (0)29 2089 4747
amanda@spieeurope.org
Tables: One table, two chairs, carpet, waste basket, and company ID sign included. Utilities not included.
Shell Stands: Hard walls, lighting, company ID sign, electricity, carpet, and wastebasket included. Additional utilities and furnishings not included.
Raw Space: Utilities and booth furnishings not included. Exhibitors are required to carpet exhibit space.
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(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.
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.
Yes. If you order raw space and wish to install/dismantle your exhibit display, please contact your Exhibition Manager to discuss set-up and dismantling logistics.
Yes. If you wish to deliver your own stand material, please contact the Exhibition Manager to discuss logistics in relation to the venue.
SPIE’s approved freight provider offers discounted shipment rates and a material handling service. 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.
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 card, cheque, 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 spiesales@spie.org.
