Exhibitor logistics for SPIE Astronomical Telescopes + Instrumentation

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.

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Palais de congrès de Montréal
1001 Pl. Jean-Paul-Riopelle, Montréal, QC H2Z 1H5, Canada
Montréal, Canada

Tuesday 19 July | 10:00 - 17:00
Wednesday 20 July | 10:00 - 17:00
Thursday 21 July | 10:00 - 14:00

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View health and safety information for the exhibition Exhibitor service manual Exhibitor service manual ...
Important dates and deadlines
Update exhibitor listing Open
Request visa invitation letter Open
Reserve housing Open
Order booth furniture and utilities (via exhibitor service manual), advance order deadline 20 June 2022
Submit certificate of insurance due 17 June 2022
Ship to advance warehouse (download labels) 16 June-8 July 2022
Register booth staff Open

 


 

Payment dates
Contracted charges paid in full 19 February 2022
5% late fee added to unpaid invoices 20 February 2022
Full refund of cancellation/space reduction 18 January 2022
Forfeit deposit; refund excess for cancellation/space reduction 19 January - 20 March 2022
No refund for cancellation/space reduction 20 March 2022
Cancellation due to default payment 21 March 2022

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


Plan your space and order services

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

Official contractors for this exhibition


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

TKNL Crèateurs D'experiences
+1 514 524 8520
congresmtl@tknl.com

Lead Retrieval
Convention Data Services
+1 800 746 9734
xpressleadpro@cdsreg.com

Service Contractor
Freeman Company
+1 714 254 3410
CustomerSupport@freemanco.com

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.

 

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 event policies

Move in and move out schedule


Hours of operation (pdf)
Download PDF for full information about registration hours, set-up and dismantle hours, and regulations.



Move in schedule*
18 July: 8.00 - 17.00      
19 July: 8.00 - 9.00      

*May stay after hours if needed. Exhibitors must wear their exhibitor badge. Contact Exhibit Management if you need to request an earlier move-in.



Move out schedule**
21 July: 14.00 - 20.00      
22 July: 8.00 - 12:00      

**Exhibitors dismantling or packing exhibits prior to the official closing time of 14:00 will
forfeit 50% of the priority points earned for that 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, 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.

Videw sponsorship opportunities

Find online and print options to reach your target audience.

Review the 2022 Media kit

Exhibition Management


Buffy Fox, CEM Sr. Exhibitions Manager
+1 360 685 5524
buffyf@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. Utilities not included.

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.

Peninsula and Islands: Utilities and booth furnishings not included. Exhibitors are required to carpet exhibit space.

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 $100 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