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.
Gaylord Palms Resort & Convention Center
6000 W Osceola Pkwy
Kissimmee, Florida, 34746 USA
Tuesday 5 April | 10:00 AM-5:00 PM
Wednesday 6 April | 10:00 AM-5:00 PM
Thursday 7 April | 9:00 AM-12:00 PM
|Important dates and deadlines|
|Update exhibitor listing||Open|
|Request visa invitation letter||Open|
|Order booth furniture and utilities - exhibitor service manual||Open|
|Submit certificate of insurance||Due 5 March 2022|
|Ship to advance warehouse - Download PDF of shipping labels||18 February - 18 March 2022|
|Register booth staff||Open|
|Contracted charges paid in full||6 November 2021|
|5% late fee added to unpaid invoices||7 November 2021|
|Cancellation due to default payment||6 December 2021|
|Full refund of cancellation/space reduction||5 October 2021|
|Forfeit deposit; refund excess for cancellation or space reduction||6 October–5 December 2021|
|No refund for cancellation/space reduction||6 December 2021|
Make sure your staff are set for a busy week
Register your exhibit staff
Register and pick up your badges onsite.
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.
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.
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.
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.
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.
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.
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 firstname.lastname@example.org