Exhibitor logistics for Astronomical Telescopes + Instrumentation

Information for successful exhibition planning
Exhibitor logistics for SPIE Astronomical Telescopes + Instrumentation

Information to prepare for the exhibition

Learn all about the deadlines, tools, and resources you need to help plan for a successful event. You'll find official contact and contractor information, links to policies and conference logistics, and more.

Download exhibition contract

Pacific Convention Plaza Yokohama
1-1-1, Minato Mirai, Nishi-ku,
Yokohama 220-0012, Japan

Tuesday 18 June | 10:00–17:00
Wednesday 19 June | 10:00–17:00
Thursday 20 June | 10:00–14:00

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Important dates and deadlines
Update exhibitor listing Open
Request visa invitation letter Available at a later date
Reserve housing Available at a later date
Order booth furniture and utilities, advance order deadline Available at a later date
Submit certificate of insurance due Due 17 June 2024
Ship to advance warehouse Available at a later date
Register booth staff Available March 2024



Payment dates
Contracted charges paid in full 19 January 2024
5% late fee added to unpaid invoices 20 January 2024
Cancellation due to default payment 17 February 2024
Full refund of cancellation/space reduction* 18 December 2023
Forfeit deposit; refund excess for cancellation/space reduction 19 December 2023–17 February 2024
No refund for cancellation/space reduction 17 February 2024

*less a $500 administrative fee

View exhibition policies

Manage your show through the exhibitor dashboard

Update your show listings and register your staff

Booth staff show customers their products: Manage your show in the SPIE exhibitor dashboard

Plan your space and order services

  • View the exhibitor manual and order services (link available at a later date).
  • Find space specifications, display rules, electrical, sound, and related information on tables, booths, peninsulas, and islands (PDF available at a later date).

Booth staff show customers their products: Manage your show in the SPIE exhibitor dashboard

Steps to take leading up to the exhibition

Make sure your staff are set for a busy week

Register your exhibit staff 
When the link becomes available in March 2024, preregister your team and pick up your badges on site in June.


Reserve housing 
Book your housing in the SPIE block at reduced rates. Housing and travel information will be available at a later date. 


Visa invitation letter request
Need an invitation letter to obtain a travel visa? We will have the application link available soon.


Download the SPIE Conference App
Make sure your whole team has the app that lets you plan your conference schedule, locate key exhibitors and product demonstrations, connect with prospects, and more. 


SPIE event policies
Review our full list of policies to understand everything you need to know about participating in an SPIE event.

Promote your presence with these free resources

Download e-postcard
Customizable. Copy and paste into Outlook and send to your customers. 


Email and web resources
Customizable. Add to your email signature, website, and other marketing collateral. 


Download event logos
For your print and digital promotions.


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

Extend your presence with high-visibility sponsorships and ads

Explore the many opportunities to reach your target audience. (Available soon)

Find online and print options to reach your target audience.

Download the 2024 Media kit

Exhibition Management

Buffy Fox, CEM Sr. Exhibitions Manager
+1 360 685 5524


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