Save the dates: 25 - 30 January 2025

SPIE Photonics West exhibitor logistics

Information for your successful exhibition in 2024
Exhibitors converse with attendees at SPIE Photonics West Exhibition

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 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 | Scam 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. 30 January | 10:00 AM—5:00 PM
Wed. 31 January | 10:00 AM—5:00 PM
Thurs. 1 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 29 December 2023

Ship to advance warehouse—download shipping labels

27 December 2023—19 January 2024

Register booth staff

Open

Payment, deposit, and refund dates

Contracted charges paid in full 2 September 2023
5% late fee added to unpaid invoices 3 September 2023
Cancellation due to default payment 2 October 2023
Full refund of cancellation / space* Before 1 August 2023
Forfeit deposit; refund excess for cancellation / space Reduction 2 August—1 October 2023
No refund for cancellation / space reduction After 1 October 2023

*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

Tips and tricks from the SPIE Corporate and Exhibitor Committee

Learn from the best! Watch this video to hear some tips and tricks for a successful Photonics West Exhibit

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
+1 301-459-9011
exhibits@projection.com

XPress Leads (Convention Data Services)
+1 800-746-9734
xpressleadpro@cdsreg.com

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

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 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 schedule
Freight delivery hours and map: Hall ABCD | Hall EF

Move out schedule
Distributed onsite at event

Marshalling yard
Truck delivery location and hours.

Promote your presence with these free resources


Download event logos
Add the logo to your signature.

 

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.

 

Social media tips
Download our PDF 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

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 Expo
Roberta Hart, CEM roberta@spie.org

Quantum West Expo
Michele Bennett, CEM micheleb@spie.org

FAQs


Tabletops: 2 ft. x 6 ft. x 30 in. black draped table, two chairs, carpet, waste basket, and company ID sign included. Basic electrical may be included; see event specific display rules.

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 not provided in hall).

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

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 $250 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