SPIE Help Center

Welcome to the SPIE Help Center. Here you'll find answers to our most frequently asked questions (FAQs) organized by topic.

Need further assistance? Please contact our customer service team:

Phone
+1 360 676 3290
+1 888 504 8171 (Toll Free)

Browse FAQs by topic


General SPIE information


Our physical address is:

1000 20th St
Bellingham, WA 98225
USA

Our Federal Tax ID number is 95-2142678

Our GST number is 135472280

For technical inquiries, member support, or any other issues, please contact Customer Services:

Phone: +1 360 676 3290

Toll Free: +1 888 504 8171

Email customerservice@spie.org

Managing Your Account


You can click Sign In, Create Account, and fill in the information requested. When finished, you will be logged into your account. Click on My Account, Account Details at the top of the webpage to view your web account.

Log in and click on My Account, Account Details at the top of the webpage. Your SPIE ID# is shown there

Please click on the “Forgot your username” or “Forgot your password” links on Spie.org. If you are still unable to access your account, please contact Customer Services at +1 360 676 3290/+1 888 504 8171 (toll free), or email customerservice@spie.org. They can reset your password for you or give you a temporary password and provide you your login information.

Log in and click on My Account, Account Details at the top of the webpage.  Under Account Settings you can change your username or password.

Please check your junk/spam folder. If the email is not there, please contact Customer Services at +1 360 676 3290/+1 888 504 8171 (toll free), or email customerservice@spie.org.

Log in and click on My Account, Account Details at the top of the webpage. Under Account Settings you can update your information.

Log in and click on My Account, Account Details at the top of the webpage. Click Edit your SPIE profile under the SPIE Profile section. If you need assistance, please contact Customer Services at +1 360 676 3290/+1 888 504 8171 (toll free), or email customerservice@spie.org.

If you are experiencing problems receiving our emails, this may be a result of junk email filters. Learn how to ensure the delivery of email communications from SPIE here: Email Deliverability. Alternatively, check with your system administrator for assistance.

Managing Your Orders


SPIE accepts Visa, MasterCard, American Express, Diners Club, Discover, PayPal, checks and bank wire transfers. 

Make checks payable to SPIE and be sure to indicate what the payment is for. Please mail your check to:

SPIE
Attn: Accounts Receivable
PO Box 10
Bellingham, WA 98227

Yes. For bank information, please contact Customer Services at customerservice@spie.org or call +1 360 676 3290/+1 888 504 8171 (toll free).

Log in and click on My Account, Account Details at the top of the webpage. Under Account Settings you can update your information.

You can find full details on domestic and international shipping here: Shipping Policy.

Find full details on returns here: Returns Policy.

There could be several reasons why your card is not being accepted:

  • Confirm correct card number and security code
  • Confirm that your card’s expiration date is valid
  • Confirm that your billing address is correct
  • If you are making an “out of country” purchase, you may need to contact your card company
  • Some organization issueded cards do not permit online payments

Please have your purchasing officer contact the credit card company for authorization before attempting to register. Advise your purchasing agent that SPIE is considered a 5968 company, for authorization purposes.

Please contact customerservice@spie.org or call us at +1 360 676 3290/+1 888 504 8171 (toll free).

Membership


Navigate to the membership page, click on “Join or Renew” and follow the prompts. You must have an SPIE account before entering a membership order.

When you wish to use your membership online, you need to login to your account first. If you do not remember your SPIE credentials or are experiencing other issues, please contact Customer Services at customerservice@spie.org for assistance, or call +1 360 676 3290/+1 888 504 8171 (toll free).

SPIE Members receive 10 Digital Library Downloads (to be used within one year). To access, log into the Digital Library at https://spiedigitallibrary.org using your SPIE credentials. If you need assistance, please contact Customer Services at customerservice@spie.org or call +1 360 676 3290/+1 888 504 8171 (toll free).

When you receive the welcome email:

  • Sign into your account to receive your membership discount (100%)
  • Click on the title of the course you want
  • Click the button to add the course to your shopping cart
  • Complete the purchase process to see the total $0

Upon completion you will receive an automatic email providing a link to SPIE’s Online Courses landing page: https://onlinecourses.spie.org

Conference Registration


  • Speakers or Authors (including invited and keynote speakers), Program Committee Members or Session Chairs
    • Note – if you are an exhibitor and you are presenting a paper in a technical session, you must also register as a Speaker/Author. The technical pass does not replace speaker registration
  • Technical Attendees
  • Students (Please Note the following):
    • If you are a full-time student and an author, then register as a student.
    • Student registration rates are only available to undergraduate students who are enrolled full time and have not yet received their PhD
    • Post-docs may not register as a student
  • Conference Chairs
    • Note – Conference Chairs must be registered by SPIE staff

This information is posted on each specific conference website. Housing opens earlier than registration – please watch the conference web page, listed under Hotels.

The one-day fee varies for each conference and can only be done on-site. Please contact Customer Service at customerservice@spie.org for the one-day fee.

No, you do not need to be a member of SPIE to register for a meeting. However, one of the benefits of membership is reduced registration rates. You have the option of adding a membership during the registration process.

There is a $50 USD service charge for processing refunds. Requests for refunds must be received by the date listed on the corresponding meeting website under Registration/Refund Information. All registration fees, including courses, will be forfeited after this date. Membership dues, SPIE Digital Library subscriptions, or special events purchased are not refundable. Please contact Customer Services at customerservice@spie.org to request a refund.

Registered attendees may request a badge for their minor children to access the conference rooms, networking events, and the exhibition hall. Badges for minor children are free and available onsite at the SPIE Cashier desk. Children under 14 years of age must always be accompanied by an adult. Guardians are asked to help maintain a professional, disturbance-free environment.

Please Note: For safety and insurance reasons, children under 18 are not allowed in the exhibition area during exhibition move-in and move-out.

To attend the conferences, a person must register for the event and pay the registration fee. Badges for all attendees are required. At some conferences, extra tickets may be purchased for a Welcome Reception or a Conference Dinner. Please check the event registration forms for details.

No, you do not need to register for the conference, but you must register for the short course online, on the conference registration page. Alternatively, you can complete the registration form indicating the course you would like to take and submit the form to customerservice@spie.org.

Yes. You can register online on the conference registration page or complete the registration form indicating Exhibit Only and submit the form to customerservice@spie.org. You can also complete an Exhibit Only registration onsite.

At most conferences, payment is not required. Our Optifab conference requires a nominal fee for Exhibit Only registration.

You will be able to pick up your badge on-site at the conference registration desk.

Unfortunately, we do not offer a government or retired rate at this time.

You can submit your attendee’s registrations using a purchase order; however, they are not considered registered until the purchase order is paid in full.

You are required to stop at the Speaker Check-In desk to ensure that your presentation is compatible with the equipment in the room.

The details of what is included with a conference registration are particular to the individual event. This information can be found on the conference web page under Registration.  Courses and Workshops are NOT included with a conference registration.

Go to the conference website, and you will find the list of available proceedings volumes and papers listed under the Program, Conferences link.

Proceedings will be published in the SPIE Digital Library approximately four weeks after the meeting.

Information on how to apply for a Student Chapter Officer Travel Grant can be found here:

https://spie.org/membership/student-services/scholarships/faq

Information on applying for a scholarship can be found here: https://spie.org/membership/student-services/scholarships/  NOTE: High school students will receive a one-time, one-year complimentary membership. Contact scholarships@spie.org to request a Pre-College Membership Application Form.

Personal ID is required to pick up a badge and therefore can only be done by the person the badge is intended for.

Unfortunately, we do not offer a corporate group registration rate at this time.

Job Fair


We do not pre-register space for interviewing. You may sign up for room space on-site at the Job Fair. Please Note: Interview rooms are available on a first come, first served basis

Convention Centers have strict union guidelines.  You may use small, food-related hand-outs such as candy, but anything considered food services (such as coffee & snacks) needs to be ordered from and provided by the convention center food services. Unfortunately, SPIE does not provide lunches for job fair recruiters, however there is free coffee available throughout the day and light snacks in the Exhibitor Lounge.

If staff is already registered for the exhibit and is also participating in the job fair, then you do not need to register them again. The exhibitor badge will also get them into the job fair.

You can do this on the SPIE Career Center Employer’s page.  Once you log in to your Employer Account, you can view your job history from your dashboard.  There, you can copy your expired job into a new job posting.  To do so, select the copy icon on the line of the job you wish to copy.  Make any changes to the ad, preview it and post the job immediately. 

If you have recently purchased a package that includes resumes access but are still receiving the resume demo version, please click the logout button located near the top of the screen. Once you log in again your access should be enabled.

  • On SPIE.org in the black header, click on SPIE Career Center
  • On the upper right side of the screen, select EMPLOYERS
  • In the gray header, click on CREATE AN ACCOUNT

The SPIE Career Center is tied to your main SPIE account. Use the same credentials to log in.

Once you have created your Employer Account on SPIE's Career Center, from your dashboard click POST A JOB.  Walk through the steps of inputting the job information.  You will be taken to a page where you choose which job package you would like to purchase.  Once you make a payment, the job will be live on the site instantly, and your resume access will be activated.

Exhibitors


Please contact: SPIESales@spie.org for more information.

Each company with an Exhibitor Registration gets a limited number of assigned Technical access badges for accessing the technical programs. If you are presenting your paper, you will need to register for the conference as a speaker. The technical pass does not replace speaker registration.

Every exhibitor has an assigned Exhibition Liaison (the person responsible for the company exhibit). Exhibition Liaisons can log in to their account and update information for both the Exhibitor Directory listing and the event specific listing. If you do not know your SPIE account credentials for the Exhibitor dashboard, please contact Customer Service at +1 360 676 3290/+1 888 504 8171 (toll free), or email customerservice@spie.org.

Please follow the instructions on the email that you received from Arata Expositions or Freeman to access content.  Please Note:  you cannot use the same login information as the Exhibitor Dashboard or Convention Data Services.  If you have any questions, please contact exhibitions@spie.org.

Follow the instructions on the email you received from Convention Data Services to log on to register your exhibitors.  Please Note:  you cannot use the same login information as the Exhibitor dashboard, Arata Expositions or Freeman login.  If you have questions, please contact exhibitions@spie.org.

If staff is already registered for the exhibit and is also participating in the job fair, they do not need to register again. The exhibitor badge will also grant access to the job fair.

Education


Courses are available online, during conference attendance, or In-Company. Please contact education@spie.org for more information.

When you pick up your course notes onsite, you will be given the handouts for the short course. The name of the room and location is listed on the front of your handouts. The handouts themselves are your “ticket” into the classroom. You will be required to show your notes to be admitted to the class.

Authors


Go to https://spiedigitallibrary.org and click on JOURNALS. Click on a specific journal to obtain submission instructions. If you have questions or need further information after reading the author guidelines, please contact journals@spie.org.

Go to https://spiedigitallibrary.org and click on JOURNALS. Clicking on each journal will take you to the page where the scope of the journal is listed. You can also view the tables of contents and abstracts to get an idea of what types of papers are published in the various journals.

We accept MS Word and LaTeX files. Templates are not currently available for either file type, however formatting and layout will be handled by the production process after conversion to XML and therefore should not be the focus of significant author effort. For general formatting instructions or further information, please contact journals@spie.org.

Payment of publication charges is voluntary. Accepted papers will be published even if the author is unable to pay.

Contact journals@spie.org. Be sure to provide the paper number and the name of the journal to which you submitted your manuscript.

Copyright, Web Posting and Reprint Policies can be found at https://www.spiedigitallibrary.org/help/copyright-web-posting-and-reprint-policies.

Photonics West 2023


Currently, Photonics West 2023 will be an in-person meeting only.

To view the most up-to-date Health and Safety information for PW23, click Here. Additionally, all information and registration desks in the Moscone Center will have face masks, hand sanitizer and other safety products available at no cost.

A clearly outlined How-to guide for submitting an abstract, along with a listing of important dates, can be located Here.

Instructions on how to request an invitation letter and the requirements needed can be found Here.

Hotel reservations can be made on the SPIE Photonics West Hotel and Travel page, located Here. For a list of hotel names with distances and room rates, download this PDF.

Parking rates at Photonics West Hotels range from $30 (self) to $60 (valet), rates subject to change. Please check with your individual hotel for specific parking rates during the conference week.

For more information on a variety of parking options, click Here.

There are various locations around the Moscone Center where a variety of food and drink options can be purchased. These take credit card payments only.

Download this list of restaurants - provided by the San Francisco Travel Association - to see restaurants located near the Moscone Center that are open for business.

One complimentary ticket to the Photonics West Welcome Reception, where you can enjoy some delicious San Francisco-inspired cuisine, is included with your paid registration.

The free SPIE App, which offers a host of features designed to enrich your meeting experience, can be downloaded Here.

Proceedings from Photonics West 2023 will be published on the SPIE Digital Library approximately 4 weeks after the meeting has ended.

If you are unable to attend, a refund can be requested. Refund requests must be received by 19 January 2023; all registration fees will be forfeited after this date. There is a $50 USD service charge for processing refunds for conference or course registrations.

 Please Note: Membership dues, exhibit registration or special events are not refundable.