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 2024

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 | Lead retrieval

Gaylord National Resort & Convention Center
165 Waterfront St.
National Harbor, Maryland 20745, USA

Tuesday 23 April | 10:00 AM-5:00 PM
Wednesday 24 April | 10:00 AM-5:00 PM
Thursday 25 April | 10:00 AM-2:00 PM

Icon: exhibitor at booth on expo floor Browse exhibitors Browse exhibitors ...
Icon: exhibitor at booth on expo floor Exhibition Guide PDF Exhibition Guide PDF ...
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 Open
Order booth furniture and utilities Open
Submit certificate of insurance Due 22 March 2024
Ship to advance warehouse 20 March - 12 April 2024
Register booth staff Open


Payment dates
Contracted charges paid in full 25 November 2023
5% late fee added to unpaid invoices 26 November 2023
Cancellation due to default payment 25 December 2023
Full refund of cancellation/space reduction, less a $500 administrative fee Before 24 October 2023
Forfeit deposit; refund excess for cancellation or space reduction 24 October - 24 December 2023
No refund for cancellation/space reduction 24 December 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

SPIE Lead Retrieval means business

Capture all your leads within the app

New this year for SPIE Defense + Commercial Sensing: 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 Defense + Commercial Sensing exhibition


Be sure to open the SPIE Conference App and confirm you have the leads tab showing before arriving onsite. It is necessary to use the same account used to register for the event. If you do not have the leads tab, email exhibitions@spie.org for assistance.

Official contractors for this exhibition

SPIE does not rent or sell attendee lists from our events. Any offer for an attendee/email list from an SPIE event is a scam.

All of these offers (example below) are fraudulent no matter how official they look. Do not fall for any offer of attendee lists! Protect your bottom line by remaining vigilant and reporting spam.

example of scam email

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

Projection Presentation Services
+1 415 974 4077


SPIE Lead Retrieval
+1 360 676 3290

Arata Expositions, Inc.
+1 301 921 0800

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.

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 exhibition 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

Move-in schedule 
Freight delivery hours and map: Halls B - E

Move-out schedule 
Outbound shipment instructions and marshalling yard address

Marshalling yard
Truck delivery location and hours

Promote your presence with these free resources

Download e-postcard 
Customizable. Copy/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. Learn more about how to become a sponsor.

Find online and print options. Download the SPIE Media Kit.


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

Exhibition Management

Defense + Commercial Sensing Exhibition:

Roberta Hart, CEM, roberta@spie.org