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SPIE Photonics West exhibitor logistics

Current information for your successful exhibition
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 visit the BiOS logistics page.

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Moscone Center
747 Howard St
San Francisco, CA 94103

Tue. 25 January | 10:00 AM–5:00 PM
Wed. 26 January | 10:00 AM–5:00 PM
Thur. 27 January | 10:00 AM–4:00 PM

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Announcement icon Vaccination requirement Vaccination requirement ...

Important dates

Update exhibitor listing Open
Request visa invitation letter Open
Reserve housing Open
Order booth furniture and utilities - exhibitor service manual Open
Submit certificate of insurance Due 17 January 2022
Ship to advance warehouse 23 December 2021–17 January 2022
Register booth staff Open



Payment dates
Contracted charges paid in full 28 August 2021
5% late fee added to unpaid invoices 29 August 2021
Cancellation due to default payment 27 September 2021
Full refund of cancellation/space reduction 27 July 2021
Forfeit deposit; refund excess for cancellation/space reduction 28 July–26 September 2021
No refund for cancellation/space reduction 27 September 2021

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

Meeting protocols to be aware of

Proof of vaccination icon

Proof of vaccination

Everyone will be required to show proof of COVID-19 vaccination.

Masks required icon

Masks will be required

Everyone will be required to wear a face covering in all indoor spaces.

COVID-19 testing icon

COVID-19 testing available

Testing will be available for travel or other needs at the convention center for a fee.

hand washing icon

Additional guidelines

Find other best practices such as washing hands, respecting personal space, and more.

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

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.


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

Move out schedule
Container delivery and map: Hall ABC | Hall DEF


Marshalling yard
Truck delivery location and hours.

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. Fee required.

Add a product demonstration

View 2022 product demonstrations

Explore the many opportunities to reach your target audience.

Sponsorship contract

View 2022 sponsors

Find online and print options to reach your target audience.

Review the 2022 Media kit


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. 

Exhibitor liaisons must register staff prior to the event through the Exhibitor Dashboard. There will be no assisted onsite registration.

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 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:

Michele Bennett, CEM micheleb@spie.org