Exhibitor Service Center

An Exhibitor Service Manual will be provided to each company’s primary exhibit contact. The manuals will be shipped beginning the week of July 7, 2008. Information will also be posted here when it becomes available.

Exhibit Dates	October 21-22, 2008
Set-up Day	Monday, October 20, 2008
Exhibit Hours	Tuesday, October 21 10:00 a.m.–4:00 p.m. Wednesday, October 22 10:00 a.m.–2:00 p.m.

Deadlines Checklist

Date	Deadline Type	Supplier
September 5, 2008	Exhibit Guide Listing Form	Show Management
September 5, 2008	Exhibit Guide Additional Listing Form	Show Management
September 17, 2008	Exhibitor Appointed Contractor (EAC) Notification Form Due (if using an EAC to perform services for your booth on-site)	Hargrove
September 17, 2008	Housing Reservations	Show Management
September 19, 2008	Advance Warehouse Opens	Hargrove
September 25, 2008	Last Day to Pre-Register	Show Management
September 29, 2008	Hargrove Orders – Discount Deadline (Furniture & Accessories, Labor, etc.)	Hargrove *
October 1, 2008	Last Day to make edits or substitutions to existing registrations before incurring a $50 fee	Show Management
October 1, 2008	Last Day to request a refund of any registration fees	OSA Customer Service
October 1, 2008	Certificates of Insurance Due from EACs	Hargrove
October 1, 2008	Telephone/Internet Connection – Discount Deadline	Rochester Riverside Convention Center
October 1, 2008	Electrical Service – Discount Deadline	Rochester Riverside Convention Center
October 9, 2008	Audio/Visual, Computers – Discount Deadline	PSAV *
October 15, 2008	Advance Warehouse Closes	Hargrove

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Supplier Information

Exhibit Management

Exhibitor Customer Service – +1 202.416.1972 or fioexhibits@osa.org

Cathryn Wanders, CEM – Exhibit Manager – cwande@osa.org or +1 202.416.1972
Crystal Krason – Exhibits Sales Manager – ckraso@osa.org or +1 202.416.1428
Anne Jones – Sponsorships and Ads Sales Manager – ajones@osa.org or +1 202.416.1942
Brooke DeLosh – Exhibitor Accounts Assistant – bdelos@osa.org or +1 202.416.1401
Colleen Morrison – Director, Media Relations – mediarelations@osa.org or +1 202.416.1437

Rochester Riverside Convention Center (RRCC)

123 East Main Street, Rochester, NY 14604
Phone: +1 800.856.1678 or +1 585.232.7200 / Fax: +1 585.232.1510

www.rrcc.com

Housing

Hyatt Regency Rochester
125 East Main Street
Rochester, NY 14604
Tel: 585.546.1234
Fax: 585.546.6777
Website: www.rochester.hyatt.com

Clarion Riverside Hotel
120 East Main Street
Rochester, NY 14604
Tel: 585.546.6400
Fax: 585.546.3908
Website: www.clarionriversidehotel.com

Rochester Plaza Hotel and Conference Center
70 State Street
Rochester, NY 14614
Tel: 585.546.3450
Fax: 585.546.8714
Web site: www.therochesterplaza.com

Registration

Customer Service – +1 202.416.1907 or custserv@osa.org

General Services Contractor / Decorator

Hargrove, Inc. – Exhibitor Services – +1 301.306.4627 or customerservice@hargroveinc.com

Freight

Air Freight – STS Air Cargo – +1 800.692.6116 or ship@stsair.com
Ground Freight – Hargrove Logistics – +1 301.306.4627 or customerservice@hargroveinc.com
Customs/Import Shipping – TWI Import Services – +1 702.691.9000 or wdowling@twiglobal.com

Utilities

Rochester Riverside Convention Center - +1 585.232.7200

Telephone / Internet
Electrical
Air & Water Service

Additional Furnishings & Services

Audio Visual Equipment & Computer Rental - PSAV – +1 800.966.4498 / Fax +1 214.279.0659 or +1 214.210.8153 (orders only) or swood@psav.com (Stuart Wood)
Floral – Rochester Riverside Convention Center - +1 585.232.7200 ext. 1140 / Fax +1 585.2232.1510
Photography – Convention Photo by Joe Orlando – +1 818.957.2204
Booth Cleaning – Rochester Riverside Convention Center – +1 585.232.7200 ext. 1429

Note: At this time, no lead retrieval vendor has been selected for this meeting as badges are not encoded. Exhibitors will be provided with lead collection sheets but are encouraged to come prepared with their own lead collection arrangements.

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Register Booth Personnel

Pre-Registration Deadline: Thursday, September 25, 2008
Click here for the Exhibitor Registration Form

Note:

DO NOT REGISTER TWICE. Attendees from exhibiting companies should only register using the printed Exhibitor Registration form in this manual, even if they plan to attend the technical conference. Do not register using the online system. Register by September 25, 2008 to receive the pre-registration price. For further details, contact FiO Registration at custserv@osa.org or +1 202.416.1907.
Exhibit personnel badges are valid only for access to the Exhibit Hall. For security purposes, any exhibiting company employee who is not actually working in the booth should register as Exhibit Pass Only attendee. To register as Exhibit Pass Only, use the online registration system. Registrations should be submitted by September 25 to avoid any delays on-site.
All new registrations received after September 25 will be processed as “on-site.”
Edits or Substitutions to existing registrations may be made until October 2 for no charge.
Any substitution made after October 2 will incur a $50 charge.

Badge Allotments:

All company personnel attending must be registered and have a badge. Complete one registration form (enclosed) per person.
Each exhibiting company receives the following per 100 square feet of space or tabletop occupied:

One (1) complimentary Exhibitor Technical (EXT) registration

Admission to the Technical Sessions for FiO/LS and the Fall Optics and Photonics Congress: Illuminations Modeling: Illumination Modeling: Simulation and Perceptions of Lit and Unlit Objects , Plasmonics and Metamaterials and Optical Fabrication and Testing
Welcome Reception drink tickets
Refreshment Breaks
Admission to the technical exhibit
One copy of the Technical Digest on CD-ROM containing sessions from FiO/LS, IM, META, and OF&T
Access to the exhibit floor during set-up hours and one hour before/after exhibit hours each show day

Unlimited complimentary Exhibit Personnel (EXP) registrations

Admission to the technical exhibit
Refreshment Breaks
Access to the exhibit floor during set-up hours and one hour before/after exhibit hours each show day

Reminder: Only personnel registered as Exhibitor Technical (EXT) and Exhibitor Technical Upgrade (EXU) registrants will receive Technical Digest CD-ROMs and Welcome Reception drink tickets. Additional digests may be purchased when registering personnel or on-site for $100 each. Any Exhibit Personnel wishing to register for Technical Sessions should register for an Exhibitor Technical Upgrade badge on the registration form and must do so by September 25, 2008 to receive the pre-registration price.
For further details, contact FiO Registration at custserv@osa.org.

Badge Pickup:

A valid ID is needed to obtain badge. To claim your personnel badge, proceed to the Pre-Registration area once on-site. Be sure to bring your confirmation of registration when picking up badge for faster service.

On-Site Exhibitor Registration Hours:

(as of June 9, 2008; subject to change)
Sunday, October 19	7:00 a.m. – 7:00 p.m.
Monday, October 20	7:00 a.m. – 7:00 p.m.
Tuesday, October 21	7:30 a.m. – 5:00 p.m.
Wednesday, October 22	7:30 a.m. – 4:00 p.m.
Thursday, October 23	7:30 a.m. – Noon

Please note:

If a booth is cancelled for any reason, all free registrations are cancelled. This includes Exhibitor Technical (EXT) and Exhibitor Personnel (EXP) allotments. If any persons with EXP badges still plan to attend the conference, they must re-register as an attendee and pay any required fees.
If a booth is cancelled for any reason, all paid technical upgrade registrations will be converted to full conference registrations, which will be subject to all standard registration policies.
Additionally, any outside contractor needing access to the hall during show hours must be properly badged. It is the exhibitor's responsibility to obtain these badges. Register outside contractors as you would booth personnel.
Exhibit Pass Only registrants will not have early access to the halls each day. If a staff member will need access to the halls, do not register them for an Exhibit Pass Only.

Substitutions:

Submit all notifications regarding substitutions before October 2, 2008.
Any substitutions received after October 2, 2008 will incur a $50 charge.
All notifications for substitutions must be in writing faxed on company stationery and come from the original registrant.
Please include a new registration form with the name and contact information of the person who will be attending instead. If sending after October 2, 2008, please also include payment information.
Send all notifications of substitutions via fax to +1 202.416.6100 or have new registrant(s) bring a letter on company letterhead from the original registrant which specifies the name of the person who will be attending in their place to the on-site registration desk at the meeting.

Letters of Invitation:

If you are bringing individuals from countries that need visas to enter the United States, we urge you to apply as soon as possible. In most instances the visa is being acted on within 30 days or less, but checks may take longer depending on country and application information. Additional information is posted online or you may visit http://www.unitedstatesvisas.gov/ to download visa forms, view fees and read more information about the process. In order to assist exhibitors, FiO Management will provide, upon request at fioexhibits@osa.org, a separate letter of support that may help exhibit personnel in obtaining a visa. This letter will confirm that the exhibitor has signed a contract to exhibit at the conference and will note, if applicable, if the company has exhibited at FiO previously. Unfortunately, FiO Management cannot guarantee visas for any exhibitor or its personnel.

For more information about requesting a Letter of Invitation from FiO Management, visit http://www.frontiersinoptics.com/RegistrationandHousing/LetterofInvitation or email invitations@osa.org. FiO Conference Management is not able to contact U.S. Embassies on behalf of any individual attempting to gain entry into the United States to attend the FiO/LS Conference, IM, META or OF&T meetings. This service is available immediately and will remain active until the conclusion of the conference.

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Logos and Banner Ads

Free!

The FiO show banner is more than just a graphic symbol. It represents the overall identity of the FiO conference and exhibit. Begin promoting your participation in the conference immediately by displaying a show banner ad on your web site, booth promotions or other marketing materials. The banner is available only to exhibiting companies.

To receive access to the electronic files, contact fioexhibits@osa.org or +1 202.416.6100 (fax) for downloading instructions.

Exhibitor Referral Program

The Exhibitor Referral Program is a great opportunity to reach customers and prospects you want to see at FiO. FiO Management will send a personalized HTML email invitation to you to distribute to your prospect list encouraging them to attend FiO and visit your company. Contact Annabella Goff at agoff@osa.org to request the invitation with your company name and booth number.

NEW! Print Your Own Invitation Exhibit Passes
Print Invitation Exhibit Passes yourself using our easy-to-use desktop publishing template. It's easy! Just download the Microsoft Word template or the Adobe Illustrator EPS template and insert your company's name and booth number. You can then print as many Invitation Exhibit Passes as you need!