Exhibitor logistics for SPIE Optics + Photonics

Information for successful exhibition planning

Information to prepare for the 2024 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.

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

San Diego Convention Center
111 West Harbor Dr, San Diego, CA 92101

Tuesday 20 August | 10:00 AM-5:00 PM
Wednesday 21 August | 10:00 AM-5:00 PM
Thursday 22 August | 10:00 AM-2:00 PM

Reserve your space

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Important dates, deadlines, and payment information for 2024


Important dates
Update exhibitor listing Open
Request visa invitation letter Open
Reserve housing Available April 2024
Order booth furniture and utilities Available April 2024
Submit certificate of insurance Due 22 July 2024
Ship to advance warehouse - download shipping labels Available April 2024
Register booth staff Available May 2024

 


 

Payment information
Contracted charges paid in full 23 March 2024
5% late fee added to unpaid invoices 24 March 2024
Cancellation due to default payment 22 April 2024
Full refund of cancellation / space reduction* 20 February 2024
Forfeit deposit; refund excess for cancellation / space reduction 21 February - 21 April 2024
No refund for cancellation / space reduction 21 April 2024

*less a $500 administrative fee



View exhibition policies

Manage your show through the exhibitor dashboard


Update your show listings and register your staff

Manage your show in the SPIE exhibitor dashboard

Plan your space and order services

Manage your show in the SPIE exhibitor dashboard

Official contractors for this exhibition


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

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

Service Contractor
Freeman
+1 888 508 5054
solutions@freeman.com

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 | Available May 2024

 

Reserve housing
Book your housing in the SPIE block at reduced rates |
Available April 2024

 

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 April 2024

Marshalling yard
Truck delivery location and hours | Available April 2024

Promote your presence with these free resources


Download e-postcard | Available May 2024
Customizable. Copy/paste into Outlook and send to your customers.

 

Email and web resources | Available May 2024
Customizable. Add to your email signature, website, other marketing collateral.

 

Download event logos
For your print and digital promotions.

 

Social media tips
View our tip sheet for promoting your participation on social media.

Extend your presence with high-visibility sponsorships and ads


Explore the many opportunities to reach your target audience.

View sponsorship opportunities

Find online and print options to reach your target audience.

Review the 2024 Media kit

Optics + Photonics Exhibition Management


Michele Bennett, CEM
Senior Exhibitions Manager
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