Thank you for attending Photonics West 2023

SPIE Photonics West exhibitor logistics

Information for your successful exhibition in 2024
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 as the event draws nearer. BiOS exhibitors should visit the BiOS logistics page.

Reserve your space

Venue

Moscone Center
747 Howard St
San Francisco, CA 94103

Tuesday 30 January | 10:00 AM-5:00 PM
Wednesday 31 January | 10:00 AM-5:00 PM
Thursday 1 February | 10:00 AM-4:00 PM

Important dates and deadlines for Photonics West exhibition


Update exhibitor listing Details coming soon
Request visa invitation letter Details coming soon

Reserve housing

Details coming soon
Order booth furniture and utilities, via exhibitor service manual Details coming soon
Submit certificate of insurance Details coming soon

Ship to advance warehouse - shipping labels

Details coming soon

Register booth staff

Details coming soon

 

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* 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

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

Exhibitor greets attendees at his booth

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