Member Sessions: All primary presenters and co-presenters must be HEUG Institutional Members, Allied Members, Subscribers, or Exhibitors at the Alliance 2025 Conference. While Exhibitors may serve as co-presenters, the majority of the sessions content must be delivered by the HEUG member. 

Exhibitor Sessions: All Exhibitors should refer to the Exhibitor FAQ for submission rules and instructions. Only registered Exhibitors will be allowed to present and co-present at Alliance 2025, no exceptions will be made. If you are not sure about the status of one of your co-presenters, please contact support at: support@alliance-conference.com for clarification. Member primary and co-presenters are not eligible for complimentary conference registration passes if presenting for a paid exhibitor session. 

Premier Sponsor Presentations: All presentations by premier sponsors must be approved by the sponsor representative to the Alliance 2025 Program Team. 

Presenter Registration Policies 

Complimentary Passes for Member Presenters: Primary presenters who are HEUG members are eligible for one (1) complimentary or discounted pass to Alliance 2025. Primary presenters for Workshops, Regular sessions, and Two-Part Series sessions receive a full complimentary pass. Panel session presenters (up to four presenters) receive a 25% discount on their Alliance 2025 registration. Stop and Share moderators are not eligible for any discounts. Complimentary and discounted passes are only valid with a confirmed room reservation in the designated Alliance room block. 

Co-presenters: Co-presenters are generally not eligible for a complimentary pass, except for one workshop co-presenter and panel session presenters who receive a discount. 

Non-transferable Registration Waiver: The registration waiver is non-transferable. 

Presenter Changes: Once your session is approved, presenter names cannot be changed or transferred. Swapping the roles of primary and co-presenter is prohibited. 

Session Acceptance Deadline: Primary presenters must accept their session for the conference by November 1, 2024, or risk having their session(s) removed from the schedule. Contact conference support at support@alliance-conference.com if you encounter any issues accepting your session(s). 

Presenter Registration Deadline: Primary presenters must register for the conference by December 15, 2024, to avoid the risk of session(s) being removed from the schedule. Sessions cancelled due to failure to register will be forfeited. 

Exhibitor Presenter Passes: Primary presenters of exhibitor sessions are not eligible for member presenter complimentary or discounted passes. Exhibitor registrations are based on their sponsorship package. Please contact exhibitors@heug.org for details. 

Speaker Cancellations: Any speaker cancellation after January 20, 2025, or a no-show presenter, will forfeit access to Alliance 2025 files and content. 

Workshop Cancellations: Workshops cannot be cancelled after December 1, 2024. If a workshop presenter is unable to attend after this date, they will be required to compensate HEUG and registered attendees for any costs incurred due to the cancellation. 

Expense Reimbursement: No expenses will be reimbursed by the HEUG. 

Liability Waiver: I acknowledge that travel and participation in gatherings involve risks, including the risk of illness from communicable diseases. I, on behalf of myself and my guests, release HEUG, its sponsors, exhibitors, volunteers, and agents from any claims, liabilities, or expenses arising from injury, illness, or death related to communicable diseases contracted during travel to and/or attendance at any HEUG-sponsored event. 

 
I agree to follow all on-site safety protocols and will not attend any HEUG event if I feel ill or have had recent exposure to any communicable disease. HEUG reserves the right to modify health protocols as necessary. These terms are binding on me, my heirs, and successors. 

THE FOLLOWING INFORMATION IS CONSIDERED PART OF THE EXHIBITOR CONTRACT TERMS AND CONDITIONS. 

It is the responsibility of each exhibiting partner to know and understand these rules & regulations. These rules and regulations are a bona fide part of the contract for exhibit space with the Higher Education Users Group Conference, hereinafter referred to as Alliance, which is organized and managed by members of the Higher Education Users Group, hereinafter referred to as the Show Management. On behalf of Alliance, the Show Management reserves the sole right to render all interpretations, amend and enforce these regulations and to establish any and all further regulations not specifically covered below to assure the general success and wellbeing of Alliance. 

Alliance is a unique opportunity to network with representatives of many different institutions, and with other exhibiting partners, in the sharing of implementation strategies and experiences. The Show Management reserves the right to decline, prohibit, deny access, or remove, any exhibit which in its sole judgment is contrary to the character, objectives, and best interests of Alliance or its attendee audience. This reservation includes, but is not limited to, any violation of any public policy, or these rules and regulations, and extends to persons, things, printed matter, products, and conduct. The Show Management reserves the right to refuse applications of concerns not meeting standards required or expected, as well as the right to curtail exhibits or parts of exhibits that reflect against the character of the meeting. The Show Management’s decision and interpretation shall be accepted as final in all cases. 

Each exhibitor, for himself, his employees, and his contractors, agrees to abide by these regulations and by any amendments or additions hereafter made by the Show Management. 

VALID APPLICATION FOR SPACE AND SPONSORSHIP 

Exhibitors must submit a completed Application and Contract for Exhibit Space. 

PAYMENT FOR SPACE 

Payment is due upon receipt of the sponsorship purchase invoice. Payments must be received no later than 45 days before the event start date. Please are made payable to “The Higher Education User Group” and must be in US funds.  .

NOTE: Booths WILL NOT be assigned until the online application and payment has been received. 

CANCELLATION AND REFUNDS 

Full Refund: To receive a full refund, a written cancellation request must be submitted to the Sponsorship Manager no later than 120 days prior to the event start date. 

Partial Refund: If a written cancellation request is submitted to the Sponsorship Manager between 90 and 119 days prior to the event start date, a 50% refund will be issued. 

No Refund: No refund will be provided for cancellations made less than 90 days prior to the event start date.  

If a partner wishes to pursue the no refund for cancellation in the terms and condition, the Account Executive with Higher Logic and HEUG Board Vice President of Finance will review the partner appeal in writing and make the determination. This decision will be final and upheld by the HEUG Board. 

CANCELLATION, TERMINATION, OR POSTPONEMENT BY SHOW MANAGEMENT 

In the event that unforeseen circumstances make it impossible for Alliance to fulfill this agreement, the parties will mutually agree to amend or terminate the agreement at the discretion of Show Management. The exhibitor waives any claims for damages or compensation against Show Management. Show Management will not be financially liable if the event is interrupted, cancelled, moved, or the dates are changed, except as specified in this agreement. 

ASSIGNMENT OF BOOTH LOCATION 

Booth assignments are based on exhibitor preferences, sponsorship level, and contract timing. Show Management reserves the right to make final booth assignments. 

USE OF BOOTH, SUBLETTING BOOTH 

Exhibitors may not assign or sublet their booth space without written permission from Show Management. Only products or services normally offered by the exhibitor may be displayed. 

OPERATION OF EXHIBITS 

Show Management reserves the right to restrict or evict any exhibit deemed inappropriate or disruptive. This includes, but is not limited to, noise, flashing lights, method of operation, display of unsuitable material, or changes in exhibitor’s business relationships with Higher Education User Group. All promotional activities must be confined to the exhibitor's booth. Exhibitors are responsible for keeping the aisles near its exhibit space free of congestion caused by demonstrations or other promotions. 

BOOTH & TABLETOP SET-UP 

Exhibitors must complete their setup by the deadline specified on the conference website for exhibitor move-in. If an exhibitor has not begun setting up their booth at least one hour before the end of the designated move-in time, Show Management reserves the right to deny access to the table. Any costs associated with set-up and related charges will be the exhibitor's responsibility.  

PROMOTIONAL MATERIALS & MARKETING 

Alliance is intended to be a forum for the exchange of information pertaining to the implementation and support of IT applications in Higher Education and the Public Sector. Exhibitor participation is intended to support that objective and is not a direct sale. Exhibitors also agree that the use and distribution of promotional materials at or around the conference facility, in exhibit areas, session areas, hotel, etc. (i.e. anywhere other than the Exhibitor booth), including but not limited to flyers, circulars, and souvenirs, is subject to approval by Show Management. 

This includes any materials to be included in the attendee registration bag as an optional service that the Exhibitor has contracted for. The Exhibits Chair must receive approval requests and samples related to such marketing materials. Show Management will not make attendee registration information available to Exhibitors unless stated otherwise in the prospectus. However, Exhibitors may collect this information at their booth when provided voluntarily by each attendee. Other options are available to sponsoring Exhibitors; please contact the sponsorship manager for more details. 

EXHIBITOR KIT, OFFICIAL EXHIBITS CONTRACTOR 

The Exhibitor Kit will be available on the conference website. All policies, rules, and regulations in the kit are part of the exhibitor contract. 

EXHIBITOR’S AUTHORIZED REPRESENTATIVE 

Exhibitors are responsible for ensuring their representatives comply with all HEUG Conference rules and regulations. 

EXHIBITOR BADGES, REGISTRATION & EXHIBIT STAFFING 

All sponsorship registrations must be made within the Alliance 2025 housing block to qualify for pass redemption. Exhibitor staff must register as regular attendees and book their accommodation within the designated housing block. Booths must be staffed at all times during show hours, and packing or dismantling booths before the show officially closes is strictly prohibited. 

LIABILITY AND INSURANCE 

All property of the Exhibitor remains under its custody and control in transit to and from the exhibit hall and while it is in its confines. Neither the Show Management, its service contractors, the management of the exhibit hall, nor any of the officers, staff members, or directors of any of the same are responsible for the safety of the property of Exhibitors from theft, damage by fire, accident, vandalism, or other causes, and the Exhibitor expressly waives and releases any claim or demand he may have against any of them by reason of any damage or loss of any property. It is recommended that Exhibitors obtain adequate insurance coverage, at their expense, for property loss or damage and liability for personal injury. 

INDEMNIFICATION (SHOW MANAGEMENT & ALLIANCE) 

Exhibitor agrees that it will indemnify and hold and save Show Management whole and harmless of, from, and against all claims, demands, actions, damages, loss, cost, liabilities, expenses and judgments recovered from or averted against Show Management on account of injury or damage to person or property to the extent that any such damage of injury may be incident to, arise out of, or be caused, either proximately or remotely, wholly or in part, by an act, omission, negligence or misconduct on the part of Exhibitor or any of its agents, servants, employees, contractors, patrons, guests, licensees or invitees or of any other person entering upon the premises leased hereunder with the express or implied invitation or permission of Exhibitor, or when any such injury or damage may in any other way arise from or out of the occupancy or use by Exhibitor, its agents, servants, employees, contractors, patrons, guests, licensees or invitees of the premises leased hereunder. Such indemnification of Show Management by Exhibitor shall be effective unless such damage or injury may result from the sole negligence, gross negligence or willful misconduct of Show Management. Exhibitor covenants and agrees that in case Show Management shall be made a party to any litigation commenced by or against Exhibitor or relating to this lease or the premises leased hereunder, then Exhibitor shall and will pay all costs and expenses, including reasonable attorney’s fees and court costs incurred by or imposed upon Show Management by virtue of any such litigation. 

Property Damage: Neither Show Management nor Exhibitor shall be responsible for any loss of or damage to property of the other party hereto, including, but not limited to, loss or damage occasioned by theft, fire, smoke, acts of God, public enemy, riot, civil commotion, or other insurable casualty, and Show Management and Exhibitor expressly waive any claim for liability against the other party hereto with respect to any such loss or damage. Accordingly, it shall be the responsibility of Show Management and Exhibitor, respectively, to secure its own insurance or otherwise protect itself and its property against such loss or damage. 

Use of Certain Property: Exhibitor will assume all costs arising from the use of patented, trademarked, or franchise materials, devices, processes or dramatic rights used on or incorporated in the Exhibitor’s space. Exhibitor shall indemnify, defend and hold harmless Alliance, Show Management, facility management, and their officers, directors, members, agents and employees from and against all claims, demands, suits, liability, damages, losses, costs, attorneys’ fees and expenses of whatever kind or nature, which might result from or arise out of use of such material(s) described above. 

WAIVER 

Show Management shall not be deemed to waive any of its rights hereunder unless such waiver is explicitly stated as a waiver in writing and signed by Show Management. No delay or omission by Show Management in exercising any of its rights shall operate as a waiver of such rights and a waiver of rights in writing on one occasion shall not be construed as a consent to, or a waiver of, any right or remedy on any future occasion. 

ATTORNEY FEES 

Should Show Management find it necessary to employ an attorney or attorneys to enforce any of the provisions of this agreement to protect in any manner its interest or interests under this agreement, Show Management, if it is the prevailing party, shall be entitled to recover from the other party all reasonable costs, charges, and expenses including attorney fees. 

AMERICANS WITH DISABILITIES ACT 

Exhibitors are responsible for ensuring their booths comply with the Americans with Disabilities Act (ADA). Exhibitors must indemnify Show Management against any claims arising from ADA non-compliance. 

SOCIAL FUNCTIONS/SPECIAL EVENTS 

Any social functions or special events planned by Exhibitors during the HEUG conference must be pre-approved by Show Management. 

CHILDREN AND MINORS 

Children under the age of 21 are not allowed on the tradeshow floor during move-in and move-out.  All Alliance registered attendees and guests must be at least 21 years of age. 

OTHER REGULATIONS 

Any and all matters not specifically covered by the preceding rules and regulations shall be subject solely to the decision of Show Management. 

SHOW MANAGEMENT SHALL HAVE FULL POWER TO INTERPRET, AMEND, AND ENFORCE THESE RULES AND REGULATIONS, PROVIDED ANY AMENDMENTS, WHEN MADE, ARE BROUGHT TO THE NOTICE OF EXHIBITORS. EACH EXHIBITOR, FOR HIMSELF AND HIS EMPLOYEES, AGREES TO ABIDE BY THE FOREGOING RULES AND REGULATIONS AND BY ANY AMENDMENTS OR ADDITIONS THERETO IN CONFORMANCE WITH THE PRECEDING SENTENCE. 

By registering for and/or attending any Higher Education User Group (HEUG) Conferences (Regionals & Alliance), all participants agree to adhere to these Terms and Policies. It is the participant’s responsibility to read and understand them.  

Early Bird Conference Rate 

To qualify for the early bird conference rate, you must book your hotel reservation through the Alliance-designated hotel reservation system by Thursday, February 13, 2025. If you switch your hotel to a property outside the conference block after registering at the early bird rate, your registration fee will be adjusted to reflect the prevailing conference rate.  

Room Reservation Process 

Hotel reservations are offered on a first-come, first-served basis, depending on room availability. If your preferred hotel is unavailable, you may be placed on a waitlist. To increase your chances of securing your preferred hotel, we recommend submitting your reservation request as early as possible. 

For assistance with the reservation process, please contact Orchid Event Solutions at 888-206-8717 or 801-214-7282. If your desired dates are unavailable or if you wish to extend your stay beyond the conference dates, contact the same numbers. Orchid Event Solutions are available Monday - Friday, 7 a.m. to 6 p.m. MT, excluding federal holidays. 

Children aged 17 and under stay free when accompanied by an adult or guardian.  

Payment Information and Housing Cancellation Policies 

A valid credit card is required at the time of booking to secure your reservation. The card will be pre-authorized but not charged immediately unless otherwise specified by the hotel. 

If you change your hotel to a property outside the conference block after registering at the early bird rate, your registration fee will be adjusted to reflect the prevailing conference rate. 

"No-show" fees may apply if you fail to check in on your confirmed hotel reservation date.  

Cancellation Policy 

Cancellations made within 72 hours of the scheduled arrival date, by 12 PM local time, will incur a charge equivalent to one night’s room rate plus applicable taxes. Please refer to your reservation acknowledgment for the specific cancellation policy of your chosen hotel. 

To cancel your reservation, submit your request by email to help@orchid.events. Note: Phone cancellations are not accepted. Cancelling your Alliance conference registration does not automatically cancel your hotel reservation; both must be canceled separately.  

Taxes 

Displayed room rates do not include taxes. State and local taxes along with any additional fees such as resort or service charges, will be applied to your bill. Tax rates are subject to change without prior notice. 

Modifications 

For modifications to your reservation, contact Orchid Event Solutions at 801-355-0250, or by email at help@orchid.events at least 72 hours before the scheduled check-in to avoid potential fees. Their customer service agents will be pleased to assist you. 

Data Security 

We prioritize your security. All personal and financial data shared during the reservation process are protected with industry-standard encryption and security measures. 

Exceptional Circumstances 

In the event of exceptional circumstances, such as natural disasters or pandemics, our cancellation and modification policies may be adjusted for greater flexibility. Attendees will be informed of any changes. 

Language Accessibility 

These policies and terms are provided in English. If you need them in another language or require translation services, please contact us at: support@alliance-conference.com. 

By registering for or attending any HEUG Conferences, participants agree to these Terms and Policies. It is the participant's responsibility to read and understand them. 

Early Bird Conference Rate 

To qualify for the early bird rate, you must book your hotel through the conference reservation system by January 17, 2025. Changing your hotel to a property outside the conference block after registering will result in an adjustment to the prevailing conference rate. 
 
Registration Payment 

Complete your registration payment before progressing to the next rate category (e.g., Early Bird to Advanced). A valid credit card is required at the point of booking to ensure reservation security. Incomplete payments will result in cancellation, and re-registration will be at the prevailing conference rate. 

Guest Policy 

Registered guests must not be in industry-related roles. Guests are invited to the Sunday Welcome Reception and Tuesday Night Event but must purchase an add-on for participation. 
 
Proximity Waiver 

Attendees residing within 50 miles of the conference venue may request a waiver from the hotel block requirement by submitting a Local Attendee Waiver Form before registration. 

Exhibitors 

Exhibitors not covered by a sponsorship package must register at the current conference rate. 

Registration Deadlines 

All deadlines are set for 5:00 P.M. MST. 

Language Requirement 

All correspondence and queries must be in English. 

Payment Information 

All payments must be made in U.S. Dollars. Accepted payment methods include MasterCard, Visa, Discover, American Express, and checks. Purchase orders are not accepted. 

Payments by Check & ACH/Wire Transfer 

If opting to pay by check, please adhere to the following steps: 

Ensure that your check payment arrives before the respective rate cut-off date for the intended fee. 

Once you finalize your registration online, an invoice will be generated. It is essential to print and include this invoice with your check. 

Make checks payable to "Higher Education User Group" and ensure they are in U.S. funds. 

For payments covering multiple invoices, kindly enclose a copy of each individual invoice with your check.