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Please do not call SPIE directly to arrange hotel accommodations.
Browse the important information on this page
Exercise due diligence when approached by vendors not endorsed by SPIE. Any solicitations or representations of housing for the convention without the official contractor logo are not endorsed by SPIE, and we advise you to NOT book with them due to misrepresentation of SPIE housing services and inherent risks. Read more.
Official Housing Bureau - ConferenceDirect
Receive the best discounts on hotels with SPIE and ConferenceDirect
ConferenceDirect is the official Housing Bureau for SPIE Photonics West 2017. Attendees can obtain discounted convention rates by reserving through the official Housing Reservation system using the links above.
SPIE is pleased to be partnering with ConferenceDirect again to provide an enhanced attendee experience for housing services. Through this partnership, we have negotiated the best possible rates, in a wide range of prices, to provide value selection for attendees. You will find approximately 40 hotels to choose from with complimentary internet access, a user-friendly housing web-page experience, and personalized assistance from ConferenceDirect should any issues arise concerning housing.
Reserving within the official SPIE Photonics West housing reservation system is what enables SPIE to secure better rates for our attendees, as well as to contract desirable space and dates for the future of Photonics West in San Francisco. Rates range from $125 to $319 per night single/double + tax.
Thank you for booking within the official hotel block. SPIE appreciates your support and understanding of this important issue.
Additional Information & Deadline Dates
Hotel Reservation Cut-Off
December 16, 2016 - Reservations for accommodations in SPIE-contracted hotels must be made through the SPIE Photonics West housing reservation system by this cut-off date. After this date, hotels reserve the right to charge the market rate for rooms. To guarantee a room reservation, requests must include your valid credit card information. Problems or delays with your payment may affect your hotel request.
To secure a room reservation, guests must guarantee their room with a credit card in the amount equal to one night's room and tax per selected hotel's rate per room. Credit cards will be charged on or after January 6, 2017.
Change and Cancellations Deadline Dates
January 5, 2017 - Last day to make changes and cancelations with the SPIE Housing Bureau. Requests for additional nights or new reservations will no longer be accepted. The SPIE Housing Bureau will close at 5:00 pm EST January 5 and all changes must be made directly with the hotel after this date.
January 10, 2017 - Start date that you may call the hotel directly to confirm your reservation if you made a change after January 5, 2017.
The deadline for cancellations is 72 Hours prior to arrival. To avoid a cancellation penalty by the hotel, you must contact your hotel at least 72 hours prior to arrival in order to be refunded your deposit of one night's room and tax. It could take 7-14 days before your refund appears on your credit card.
Some hotels impose an early departure fee.
A processing fee of $20.00 will be charged by the SPIE Photonics West Housing for cancellations at any time.
Information Shared by Hotels - Attendee understands that if an audit to verify occupancy in the contracted rooms is necessary, reservation information will be shared by the hotels with the SPIE Photonics West Housing to facilitate the audit.
Hotel Block Information
What is the "SPIE Block"?
A large number of quality hotel rooms at reduced prices in convenient locations and large amounts of meeting space at various hotels have been secured by SPIE to provide rate-controlled lodging for convention attendees and to satisfy The Moscone Convention Center booking requirements. In order to secure The Moscone Center space at preferred dates, and for ongoing years, SPIE has to perform to the booking criteria established by the convention bureau. Such criteria require the booking of “’X” number of room nights through the week in order to qualify to rent Moscone North and South buildings. Failure to meet or increase those room block booking criteria means SPIE would, lose our preferred dates and event space (exhibition halls and meeting rooms) in The Moscone Center. SPIE believes it is in the best interest of Photonics West and it’s participants to continue our booking of Moscone Center into the future. Our future use of the Moscone Center is not a given, it will be earned on the basis of our housing performance.
Why stay within the SPIE Photonics West Room Block?
“Around the Block” (booking a hotel not listed in the SPIE Housing options, or booking a hotel room at one of the listed hotels but not through the official SPIE Photonics West housing page) booking impacts association revenue both directly, through attrition fees charged to SPIE for unused pre-contracted rooms, and indirectly through the loss of negotiation leverage for meeting space, dates and rates in subsequent years. Guaranteeing room blocks gives associations the opportunity to negotiate concessions, such as better room rates, free Internet, less expensive food and beverage, number of meeting rooms, affiliate meeting space, gym access, etc. Housing is a key component in how this leverage is measured, and ‘around the block’ booking decreases the association’s negotiating power–ultimately making the meeting more expensive. None of us wants to see higher attendance costs.
How does booking outside the block affect me?
If SPIE is unable to achieve its room block commitments because attendees make reservations at other hotels, or at other accommodation options (such as apartments), or cancel/shorten their length of stay at the SPIE hotels, then our overall room night performance is hurt. Further, at any one hotel we have performance obligations to meet the room block contracted. Depending on how small or large the gap is between the room commitment and the actual room pickup, such penalties range from $20,000 to more than $200,000. Should this happen, SPIE could be forced to increase registration and exhibition fees to cover these expenses and cut back on services provided at the event such as receptions, speaker support, exhibitor lounges, student activities, and complimentary wireless internet access in key areas.
It's better for you in the Block
SPIE staff have worked with the hotels to develop individual incentives (beyond "doing it for the good of the Association"). Staying within the block has the following benefits for event meeting attendees:
• Lowest Rates – Important discounts on room rates and special amenities are available (such as guest room internet and health club access).
• Networking – Easily network with friends, colleagues, and representatives of exhibiting companies by staying in the hotels they are staying in so your paths will cross organically.
• Reduce travel time and costs by being close to all activities day and night. Most all hotels are within easy walking distance of The Moscone Center.
• Guaranteed room reservations – and a housing company to back up your reservation. You’ve Got Advocates When You Book in the Block – If you have any problem or negative experience related to housing SPIE, our housing company, ConferenceDirect, will act on your behalf to correct problems.
• Keep costs low – Help keep overall event costs as low as possible for future events.
SPIE recognizes that its event attendees have a number of options when securing hotel accommodations for Photonics West. If you require a hotel in San Francisco, we recommend you reserve your room through the our official housing site.
Warning: Unofficial Housing Solicitations
SPIE has arranged special discounted hotel rates for SPIE conference attendees.
To receive special hotel rates for this meeting, you must use the SPIE Official Housing Vendor. SPIE strongly recommends you DO NOT book housing from any company that contacts you via phone or email.
- The reservation system that SPIE uses for this event is available only via the Hotel page on the event website.
- SPIE Official Housing Vendors use an Official SPIE Contractor logo to verify they are authorized by SPIE
- Our housing vendors DO NOT reach out to you with solicitations.
- Our housing vendors may follow up with you about housing once you have begun booking via our website, but NOT as an initial solicitation.
- SPIE cannot be liable for any claims made by unofficial entities or for any damages suffered by you if you use any vendor or service that is not an SPIE Official Housing Vendor.
They are careful what they claim in writing and often want to make arrangements by phone to avoid a paper trail. Beware of such unsolicited or unofficial housing claims as they can lead to hidden penalties, or no reservations at check-in.
These not are official SPIE communications; these entities are unaffiliated with our event or SPIE, and are using black market attendee lists. For the most part, many of the claims are misleading or factually inaccurate. The language used often implies that the entity soliciting you is providing the housing for one of our SPIE events and frequently claim one of the following:
- Hotels are selling fast
- There is limited availability and need to act quickly
- They have the best rates
- There was some problem with your hotel reservation and they need to assist you by having you book with them
Some of the entities who have sent unofficial solicitations known to SPIE are:
• Convention Housing Services
• Convention Housing Authority
• CMI Event Travel
• Corporate Booking Services / CBS International
• Event Travel Planners
• Expo Housing Services
• Exhibitors Housing Management
• Exhibitors Housing Services
• Fair Express Ltd.
• Global Travel Partners
• Global Housing Services Corp.
• Global Expo
• Global Exhibit Travel Arrangements Ltd.
• National Travel Associates
• Pkghlrss.com (Bte Bedampfungstechnik GmbH)
• Trade Fair Trips Ltd.
• Travel Era
• TS Housing
Did you book unofficially?
If you have already made hotel reservations through an unofficial solicited source, please contact the hotel directly to verify the validity of your reservation. Additionally, you can contact your credit card company to cancel the charge if you made that reservation under false pretenses or if you call the hotel and find there is no room being held for you via this unofficial housing entity. Some of these unofficial housing entities sell rooms they do not hold at a given hotel, or they will tell you that they could not get you into the hotel they booked for you and switch you to a lower class hotel.