12 - 16 April 2026
Strasbourg, France

SPIE Photonics Europe exhibitor logistics

Current information for your successful exhibition
Exhibitor logistics

Information to prepare for the Photonics Europe 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. 

Jump to: Exhibitor dashboard | Plan your space | Lead retrieval | Scam warning | Official contractors | Prepare for your onsite experience | Promote your presence at the show


Palais de la Musique et des Congrès
Place de Bordeaux, 67082
Strasbourg, France

Tue. 9 April | 10.00–17.00
Wed. 10 April | 10.00–16.00

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Important dates and deadlines

Payment dates

Payment dates
Contracted charges paid in full 11 November 2023
5% late fee added to unpaid invoices 12 November 2023
Cancellation due to default payment 11 December 2023
Full refund of cancellation/space reduction 10 October 2023
Forfeit deposit; refund excess for cancellation/space reduction 10 October–10 December 2023
No refund for cancellation/space reduction 10 December 2023

Manage your show through the exhibitor dashboard

Update your show listings and register your staff

Attendees make plans for which Photonics Europe booth to visit

Plan your space and order services

Photonics Europe exhibitor shows his product to an interested researcher

SPIE Lead Retrieval means business

Capture all your leads within the app

New this year for SPIE Photonics Europe: 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 Photonics Europe 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

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

Strasbourg Events/Service Exposants
Tel: +33 (0)3 88 37 21 77
Tel: +33 (0)3 88 37 21 55
E-Mail: exposants@strasbourg-events.com

SPIE Lead Retrieval
+1 360 676 3290

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 programme.


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 / Move out schedule
Freight delivery hours and map

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 logo
Add the logo to your signature.


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.

Many opportunities to reach your target audience.  View the Sponsorship contract PDF

Online and print options. View pricing and options. 2024 Media Kit available soon.

Exhibition management

Amanda Summers
Exhibitions, SPIE Europe
+44 (0)29 2089 4747


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.