Exhibitor logistics for SPIE Optics + Photonics

Information for successful exhibition planning
Exhibition logistics for SPIE Optics + Photonics

Information to prepare for the 2024 exhibition

On this page you will find deadlines, tools, helpful links, and more to help with your planning for a successful exhibition. You'll find contact information, official contractor information, policies, and more. Additional links and resources will be added as the timeline advances for the 2024 event.

San Diego Convention Center
111 West Harbor Dr, San Diego CA
92101 USA

Tuesday 20 August | 10:00 AM-5:00 PM
Wednesday 21 August | 10:00 AM-5:00 PM
Thursday 22 August | 10:00 AM-2:00 PM

Important dates, deadlines, and payment information for 2024


Important dates
Update exhibitor listing Open
Request visa invitation letter Open
Reserve housing Available later
Order booth furniture and utilities Available later
Submit certificate of insurance Due July 2024
Ship to advance warehouse Available later
Register booth staff Available later

 


 

Payment information
Contracted charges paid in full 23 March 2024
5% late fee added to unpaid invoices 24 March 2024
Cancellation due to default payment 22 April 2024
Full refund of cancellation / space reduction* 20 February 2024
Forfeit deposit; refund excess for cancellation / space reduction 21 February - 21 April 2024
No refund for cancellation / space reduction 21 April 2024

*less a $500 administrative fee



View exhibition policies

Manage your show through the exhibitor dashboard


Update your show listings and register your staff

Manage your show in the SPIE exhibitor dashboard

Optics + Photonics 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. 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