SPIE Photonics West exhibitor logistics

Information for your successful exhibition in 2023
Exhibition logistics

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

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Venue

Moscone Center
747 Howard St
San Francisco, CA 94103

Tue. 31 January | 10:00 AM–5:00 PM
Wed. 1 February | 10:00 AM–5:00 PM
Thur. 2 February | 10:00 AM–4:00 PM

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Important dates and deadlines for Photonics West exhibition


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 January 2023

Ship to advance warehouse

27 December 2022 - 19 January 2023

Register booth staff

Available October 2022

 

Payment, deposit, and refund dates

Contracted charges paid in full 3 September 2022
5% late fee added to unpaid invoices 4 September 2022
Cancellation due to default payment 3 October 2022
Full refund of cancellation/space* 2 August 2022
Forfeit deposit; refund excess for Cancellation/Space Reduction 3 August 2022 - 2 October 2022
No refund for cancellation/space reduction After 2 October 2022

*less a $500 administrative fee



View exhibition policies

Manage your show through the exhibitor dashboard


Update your show listings and register your staff

Exhibitor shaking hands with an attendee in the exhibit hall reaching across a table full of products

Plan your space and order services

Attendees greet an exhibitor in his attractive booth space

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
sfbayarea@projection.com

Convention Data Services
+1 800 746 9734
xpressleadpro@cdsreg.com

Freeman Company
+1 714 254 3410
CustomerSupport@freemanco.com

Download the PDF of the full list of official contractors.

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. (link and details to come)

 

Reserve housing
Book your housing in the SPIE block at reduced rates. (link and details to come)

 

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

 

Move in schedule
Freight delivery hours and map: Hall ABC | Hall DEF

Move out schedule
Container delivery and map: Avaliable December 2022

 

Marshalling yard
Truck delivery location and hours.

Promote your presence with these free resources


Download e-postcard
Customizable. Copy and paste into Outlook and send to your customers.

 

Email and web resources
Customizable. Add to your email signature, website, other marketing collateral. (link and details to come October 2022) 

 

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. Fee required. Sign in to your exhibitor dashboard to reserve time for your demo. 

Many opportunities to reach your target audience. Learn more about how to become a sponsor.

For online and print options, download the SPIE Media Kit.

FAQs


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. 

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 $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 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

Exhibition management


Photonics West Exhibition:

Michele Bennett, CEM micheleb@spie.org
Buffy Fox, CEM buffyf@spie.org
Elise Gilmore, CEM eliseg@spie.org
Roberta Hart, CEM roberta@spie.org

 

BiOS Exhibition:

Buffy Fox, CEM buffyf@spie.org
Michele Bennett, CEM micheleb@spie.org