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SPIE BiOS exhibitor logistics

Information for your successful exhibition in 2023
An exhibitor listens to the needs of an attendee in the exhibit hall

Information to prepare for the BiOS 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. Photonics West exhibitors should visit the Photonics West logistics page

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Moscone Center
747 Howard St
San Francisco, CA 94103

Sat. 28 January | 10:00 AM–5:00 PM
Sun. 29 January | 10:00 AM–4:00 PM

Exhibitor icon BiOS exhibitors BiOS exhibitors ...
Floorplan icon View floorplan View floorplan ...

A how-to from the exhibitor services team

Get noticed at Photonics West

Leverage your exhibitor listing as a strong marketing tool, gain visibility for your booth and company throughout the event, and learn about additional promotional opportunities where your company can participate.

Important dates

Update exhibitor listing Open
Request visa invitation letter Open
Reserve housing Open
Order booth furniture and utilities - via exhibitor service manual Open
Submit certificate of insurance Due 30 December 2022
Ship to advance warehouse - shipping labels 27 December 2022 - 19 January 2023
Register booth staff Open 


Payment dates
Contracted charges paid in full 31 August 2022
5% late fee added to unpaid invoices 1 September 2022
Cancellation due to default payment 30 September 2022
Full refund of cancellation/space reduction Before 31 July 2022
Forfeit deposit; refund excess for cancellation/space reduction 31 July–29 September 2022
No refund for cancellation/space reduction After 29 September 2022

Manage your show through the exhibitor dashboard

Update your show listings and register your staff

Attendees decide which exhibit booth to locate next

Plan your space and order services

Exhibitor greets attendees at his booth

Official contractors for this exhibition

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

Projection Presentation Services
+1 415 974 4077

Convention Data Services
+1 800 746 9734

Freeman Company
+1 714 254 3410

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 event policies

Information about moving in and moving out

Hours of operation 
Registration hours, set-up and dismantle hours 

Marshalling yard
Truck delivery location and hours

Promote your presence with these free resources

Download event logo
Add the logo to your signature.


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.


Social media tips
View our tip sheet for promoting your participation on social media.

Extend your presence with high-visibility sponsorships, placements, and ads

Exhibitor greets attendees at his booth


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 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

  • 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 $100 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 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

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

Exhibition management

BiOS Exhibition:

Buffy Fox, CEM

Michele Bennett, CEM