Exhibitor logistics

Current information for your successful exhibition
An exhibitor speaks with an interested attendee in his booth

Information to prepare for the SPIE AR | VR | MR 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 | Lead RetrievalScam warning | Official contractorsPrepare for your onsite experience | Promote your presence at the show

Venue

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

Exhibit icon Browse exhibitors Browse exhibitors ...
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Important dates


Update exhibitor listing Open
Request visa invitation letter Open
Reserve housing Avaliable June 2024
Order booth furniture and utilities via exhibitor service manual Avaliable August 2024
Submit certificate of insurance Due 27 December 2024
Ship to advance warehouse 27 December 2023 - 19 January 2024
Register booth staff Avaliable August 2024
Payment 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 On or before 31 July 2024
No refund for cancellation/space reduction 29 September 2024

*less a $500 administrative fee

Manage your show through the exhibitor dashboard


Update your show listings and register your staff

  • Use the exhibitor dashboard to add or update company listings, including description, contact info, logo, and more
  • Read the dashboard tutorial
  • Preregister your staff and save time onsite (Available October 2024)
  • Read the registration tutorial (Available October 2024)

AR VR MR exhibitor greets an interested attendee with a handshake

Plan your space and order services

Attendees greet an exhibitor who has planned a clean and organized booth space

SPIE Lead Retrieval means business


Capture all your leads within the app

New this year for SPIE AR | VR | MR: 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 AR | VR | MR Exhibition

Official contractors for this exhibition | Scam warnings


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 full list of service contractors

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. (Avaliable August 2024)

 

Reserve housing
Book your housing in the SPIE block at reduced rates. (Available June 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 exhibitor policies

Exhibitor contract terms, conditions, and policies

 

SPIE event policies

Information about moving in and moving out


Hours of operation
Registration hours, set-up, and dismantle hours. (Avaliable August 2024)

Marshaling yard
Truck delivery location and hours. (Avaliable August 2024)

Tools to help you promote your presence at the exhibition


Free resources to help with your outreach

Download e-postcard
Customizable. Copy/paste into Outlook and send to your customers. (Avaliable October 2024)

 

Email and web resources
Customizable. Add to your email signature, website, and other marketing collateral. (Avaliable October 2024)

 

Download event logos
For your print and digital promotions.

 

Social media tips
View our tip sheet for promoting your participation on social media. (Avaliable October 2024)

Extend your presence with high-visibility sponsorships and ads


Many opportunties to reach your target audience. Inquire with your sales rep. 

Explore online and print advertising options. Inquire with your sales rep.

Exhibition management


Roberta Hart, CEM - roberta@spie.org

FAQs


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