Call for papers is open!
Abstracts due 17 July
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25 - 30 January 2025
San Francisco, California, US

SPIE Photonics West exhibitor logistics

Information for your successful exhibition
Exhibitors converse with attendees at SPIE Photonics West Exhibition

Information to prepare for the SPIE 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 as the event draws nearer. BiOS exhibitors should visit the BiOS logistics page, and Quantum West exhibitors should visit the Quantum West logistics page.

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

Venue

Moscone Center
747 Howard St
San Francisco, CA 94103

Tues. 28 January | 10:00 AM—5:00 PM
Wed. 29 January | 10:00 AM—5:00 PM
Thurs. 30 January | 10:00 AM—4:00 PM

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Important dates and deadlines for SPIE Photonics West exhibition


Update exhibitor listing Open
Request visa invitation letter Open

Reserve housing

Open
Order booth furniture and utilities, via exhibitor service manual Available August 2024
Submit certificate of insurance Due 28 December 2024

Ship to advance warehouse—download shipping labels

Available August 2024

View booth staff roster

Available October 2024

Payment, deposit, and refund dates

Contracted charges paid in full 31 August 2024
5% late fee added to unpaid invoices 1 September 2024
Cancellation due to default payment 30 September 2024
Full refund of cancellation / space* On or before 30 July 2024
Forfeit deposit; refund excess for cancellation / space Reduction 31 July - 29 September 2024
No refund for cancellation / space reduction After 29 September 2024

*less a $500 administrative fee



View exhibition policies

Manage your show through the exhibitor dashboard


Update your show listings and register your staff

  • Use the exhibitor dashboard to add or update company listings, including description, contact info, logo, and more
  • Read the dashboard tutorial
  • Send a reminder to your booth staff to register
  • View your booth staff roster and assign tech passes (Available October 2024)
  • Read the registration tutorial

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

SPIE Lead Retrieval means business


Capture all your leads within the app

New this year: 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!

  • Learn: SPIE Lead Retrieval flyer PDF (Available August 2024)
  • Liaisons: Set-up and follow-up instructions PDF (Available August 2024)
  • Booth Staff: PDF Instructions for capturing leads within the app (Video Available August 2024)

Exhibitor and attendees at SPIE Photonics West Exhibition

Official contractors for this exhibition


SPIE does not rent or sell attendee lists from our events. Any offer for an attendee/email list from an SPIE event is a scam.

All of these offers (example below) are fraudulent no matter how official they look. Do not fall for any offer of attendee lists! Protect your bottom line by remaining vigilant and reporting spam.

example of scam email

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

Projection Presentation Services
+1 415 974 4077
exhibits@projection.com

SPIE Lead Retrieval
+1 360 676 3290
exhibitions@spie.org

Freeman
+1 888-508-5054
solutions@freeman.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

Booth staff registration
Send a reminder to your booth staff to register. (Available August 2024)

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 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 (Available August 2024)

Move in schedule
Freight delivery hours and map: Hall ABC | Hall DE | Hall F (Available August 2024)

Move out schedule
Container delivery and map: Hall ABCDE | Hall F
Distributed onsite at event

Marshalling yard
Truck delivery location and hours (Available August 2024)

Promote your presence with these free resources


Download e-postcard
Customizable. Copy and paste into Outlook and send to your customers. (Available October 2024)

 

Email and web resources
Customizable. Add to your email signature, website, other marketing collateral. (Available October 2024)

 

Download event logo
Add the logo to your signature.

 

Social media tips
View our tip sheet for promoting your participation on social media. (Available October 2024)

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

  • Product demos: Showcase your product on the Exhibition floor; fee required (Available September 2024)
  • Sponsorships: Many opportunities to reach your target audience
  • Advertise: Download the 2025 media kit (Available July 2024). Online and print options available.

Exhibitor greets attendees at his booth

Exhibition management


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

BiOS Expo
Michele Bennett, CEM micheleb@spie.org

Quantum West Expo
Buffy Fox, CEM buffyf@spie.org

FAQs


Kiosks: 3’ lockable counter, custom backwall, 1 bar stool, carpet, wastebasket, and basic electric. 

Tables: 2 ft. x 6 ft. x 30 in. black skirted table, two chairs, carpet, waste basket, basic electric, and company ID sign 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 (if carpet is not provided in hall).

Mini Booths: 3’ lockable counter, custom backwall, 2 bar stools, carpet, wastebasket, and basic electric.

Peninsula and Islands: Utilities and booth furnishings not included. Exhibitors are required to carpet exhibit space (if carpet is not provided in hall).

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(s), 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.



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 cards, checks, 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 exhibitions@spie.org.