7 - 11 April 2025
Prague, Czech Republic

Exhibitor logistics for SPIE Optics + Optoelectronics

Current information for your successful exhibition
Optics + Optoelectronics attendees visit exhibitor booths

Information to prepare for the Optics + Optoelectronics 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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Event venue

Clarion Congress Hotel
Prague, Czech Republic

Tuesday 8 April | 10:00 - 17:00
Wednesday 9 April | 10:00 - 17:00
Thursday 10 April | 10:00 - 13:00

Exhibitor list for SPIE Optics + Optoelectronics View floorplan View floorplan ...
Exhibitor list for SPIE Optics + Optoelectronics Exhibitor list Exhibitor list ...
Exhibitor list for SPIE Optics + Optoelectronics Exhibition policies Exhibition policies ...

Important dates and deadlines


Update exhibitor listing Open
Request visa invitation letter Open
Reserve housing Available January 2025
Order booth furniture and utilities - via the Exhibitor Services Manual Available January 2025
Submit certificate of insurance Open
Ship to advance warehouse Available January 2025
Register booth staff Available January 2025

Payment dates


Contracted charges paid in full 9 November 2024
5% late fee added to unpaid invoices 10 November 2024
Cancellation due to default payment 9 December 2024
Full refund of cancellation/space reduction* On or before 8 October 2024
Forfeit deposit; refund excess for cancellation/space reduction Between 9 October - 8 December 2024
No refund for cancellation/space reduction After 8 December 2024

*Less €465 administration fee

Manage your show through the Exhibitor Dashboard


Exhibitor listing and booth staff registration

  • Use the exhibitor dashboard to add or update company listings, including description, contact info, logo, and more
  • Read the dashboard tutorial
  • Send a reminder to your booth staff to register. Download e-postcard | Available in January 2025
  • View your booth staff roster and assign tech passes | Available in January 2025
  • Read the registration tutorial

SPIE Lead Retrieval means business


Capture all your leads within the app

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 shows his product to an interested researcher at the Sensors + Imaging exhibition

Official contractors for this exhibition


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

Lead Retrieval
SPIE Lead Retrieval
+1 360 676 3290
email: exhibitions@spie.org

Service Contractor
Conference Partners Prague Ltd.
Ke kašně 482/15
142 00 Praha 4
Czech Republic
Tel: +420 224 262 108, + 420 777 616 577
Fax: +420 224 261 703
E-mail: zein@conferencepartners.cz
Web: www.conferencepartners.cz
Contact Persons: Alexandra Sternberg, Martin Zein

Steps and information to prepare for onsite


 

Booth staff registration | Available January 2025
Send a reminder to your booth staff to register.

 

Reserve housing | Available January 2025
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 programme.

 

SPIE exhibition policies
Exhibitor contract terms, conditions, and policies

 

SPIE event policies

Move-in and move-out schedule


Hours of operation
Registration hours, set-up and dismantle hours Available January 20205
Move-in and move-out schedule Available January 20205

Tools to help you promote your presence at the exhibition.


Free resources to help you with your outreach.

Download e-postcard | Available January 2025

Customizable. Copy/paste into Outlook and send to your customers.

 

Email and web resources | Available January 2025
Customizable. Add to your email signature, website, other marketing collateral.

 

Download event logo
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


Many opportunities to reach your target audience. Learn more

Online and print options. View pricing and options.

Exhibition Management


Amanda Summers
Exhibitions, SPIE Europe
+44 (0)29 2089 4747
amanda@spieeurope.org

FAQs


Tables: One table, two chairs, carpet, waste basket, and company ID sign included. Utilities not included.

Shell Stands: Hard walls, lighting, company ID sign, electricity, carpet, and wastebasket included. Additional utilities and furnishings not included.

Raw Space: Utilities and booth furnishings not included. Exhibitors are required to carpet exhibit space.

Offerings may differ per event, please refer to the Display Rules & Regulations specific to your event (available on the Exhibitor Logistics page).

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, signs, promotional collateral, giveaways, etc.
  • Additional labour 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.

  • 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.
  • Hotels – book your accommodations in the SPIE Hotels Block under ‘Attend’ on the event website.

  • 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.
  • Hotels – book your accommodations in the SPIE Hotels 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.

Yes. If you order raw space and wish to install/dismantle your exhibit display, please contact your Exhibition Manager to discuss set-up and dismantling logistics.



Yes. If you wish to deliver your own stand material, please contact the Exhibition Manager to discuss logistics in relation to the venue.

SPIE’s approved freight provider offers discounted shipment rates and a material handling service. 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.



All attendees, including booth staff, must register themselves via the event registration page. Exhibitor Liaisons can assign technical passes to booth staff in 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 Exhibitor Logistics page. Please contact spiesales@spie.org for sponsorship details.

You may download, view, and email your invoice in the Exhibitor Dashboard. Login to the Exhibitor Dashboard, find the related event, and click on Review Exhibitor Invoice. Credit card payments can be made in the Exhibitor Dashboard or at https://spie.org/payment. SPIE accepts credit card, cheque, and wire transfers. A 2.5% processing fee is incurred for credit card payments.

Liability insurance is required to exhibit at all SPIE events. Log 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 spiesales@spie.org.