Exhibitor logistics

Current information for your successful exhibition experience
Company logistics for Marketplace participation at SPIE Defense + Commercial Sensing

Information for your company to participate in 2023

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:

Gaylord Palms Resort & Convention Center
6000 W Osceola Pkwy
Kissimmee, Florida, 34746 USA

Tuesday 2 May | 10:00 AM-5:00 PM
Wednesday 3 May | 10:00 AM-5:00 PM
Thursday 4 May | 10:00 AM-2:00 PM

Icon: exhibitor at booth on expo floor Browse exhibitors Browse exhibitors ...
Pay invoice View floorplan View floorplan ...
Icon: check mark Pay invoice Pay invoice ...
Important dates and deadlines
Update exhibitor listing Open
Request visa invitation letter Open
Reserve housing Available December 2022
Order booth furniture and utilities - exhibitor service manual Available November 2022
Submit certificate of insurance Due 2 April 2023
Ship to advance warehouse Available November 2022
Register booth staff Available January 2023

 

Payment dates
Contracted charges paid in full 3 December 2022
5% late fee added to unpaid invoices 4 December 2022
Cancellation due to default payment 2 January 2023
Full refund of cancellation/space reduction, less a $500 administrative fee 1 November 2022
Forfeit deposit; refund excess for cancellation or space reduction 2 November 2022 - 1 January 2023
No refund for cancellation/space reduction 2 January 2023

Manage your show through the exhibitor dashboard


Update your show listings and register your staff

Exhibitor and attendee meet; log into your SPIE exhibitor dashboard to manage your booth experience

Plan your space and order services

  • Download the exhibitor manual (Available November 2022)
  • Find space specifications, display rules, electrical, sound, fixtures, and related information:
    Tables | Booths | Peninsulas | Islands
  • Download services checklists and deadlines (Available November 2022)

Exhibitor and attendees at SPIE Defense + Commercial Sensing: Plan your space for an effective show

Official contractors for this exhibition


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

Projection Presentation Services
+1 415 974 4077

exhibits@projection.com

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

Arata Expositions, Inc.
+1 301 921 0800
customerservice@arataexpo.com

Download PDF to see all official 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. (Available January 2023)

 

Reserve housing
Book your housing in the SPIE block at reduced rates. (Available December 2022)

 

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. (Program available January 2023)

 

SPIE event policies

Information about moving in and moving out


Hours of operation (Available November 2022)
Registration hours, set-up, and dismantle hours

 

Move in schedule (Available November 2022)
Freight delivery hours and map: Halls A - E

Move out schedule (Available January 2023)
Container delivery and map

 

Marshalling yard (Available November 2022)
Truck delivery location and hours

Promote your presence with these free resources


Download e-postcard (Available January 2023)
Customizable. Copy/paste into Outlook and send to your customers. 

 

Email and web resources (Available January 2023)
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


Showcase your product on the exhibition floor. Fee required. Sign in to your exhibitor dashboard to reserve time for your demo.

Explore the many opportunities to reach your target audience. Learn more about how to become a sponsor.

Find online and print options, download the SPIE Media Kit.

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

Exhibition Management


Defense + Commercial Sensing Exhibition:

Roberta Hart, CEM, roberta@spie.org