SPIE Optifab exhibitor logistics

Current information for your successful exhibition
Exhibitors at SPIE Optifab

Information to prepare for the 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.

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Joseph A. Floreano Riverside
Convention Center
123 East Main Street
Rochester, New York 14604 USA

Tues. 17 October | 10:00 - 5:00
Wed. 18 October | 10:00 - 5:00
Thurs. 19 October | 10:00 - 3:00

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Important dates and deadlines

Update exhibitor listing Open
Request visa invitation letter Open
Reserve housing Available May 2023
Order booth furniture and utilities - exhibitor service manual Available June 2023
Submit certificate of insurance 15 September 2022
Ship to advance warehouse Available June 2023
Register booth staff Available June 2023



Payment dates
Contracted charges paid in full 18 May 2023
5% late fee added to unpaid invoices 19 May 2023
Cancellation due to default payment 17 June 2023
Full refund of cancellation/space reduction, less a $500 administrative fee 16 April 2023
No refund for cancellation/space reduction 16 June 2023

Manage your show through the exhibitor dashboard

Update your listing and register your booth staff

Plan your space and order services

  • Download the exhibitor manual. (Available June 2023)
  • Find space specifications, display rules, electrical, sound, fixtures, and related information: Booth | Island | Peninsula | Table
  • Download services checklists and deadlines. (Link to come)

Attendees enjoy meeting with company representatives in a well-thought-out exhibit space

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.

Joseph A. Floreano Rochester Riverside Convention Center

Contact: +1 585 232 7200

Convention Data Services

Contact: +1 800 746 9734

Arata Expositions, Inc.

Contact: +1 301 921 0800

Steps and information to prepare for onsite

Make sure your staff are set for a busy week

Register your exhibit staff (Available June 2023)
Register and pick up your badges onsite.


Reserve housing (Available May 2023)
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 event policies

Tools to help you promote your presence at the exhibition

Download e-postcard (Available June 2023)
Customizable. Copy/paste into Outlook and send to your customers.


Email and web resources (Available in June 2023)
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.


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 contact information

Buffy Fox, CEM, Sr. Exhibitions Manager
+1 360 685 5524

Audio Visual:
Joseph A. Floreano Rochester Riverside Convention Center
+1 585 232 7200

Lead Retrieval:
Convention Data Services
+1 800 746 9734

Service Contractor:
Arata Expositions, Inc.
+1 301 921 0800