Terms and Policies


Registration Agreement, Registration Process and Payment Methods
By registering for and/or attending the Higher Education User Group Alliance Conference (Alliance Conference), all participants agree to be bound by, and comply with, these Terms and Policies. It is the participant's responsibility to read and understand these Terms and Policies.

Participants are responsible for taking appropriate insurance coverage in connection with their attendance at the Alliance Conference. Where the participant is traveling from outside of the home country to attend the conference, appropriate travel insurance should be purchased independently and in advance of any travel or travel bookings.

Registration fees must be paid in full before the rate increases to the next level (i.e. Early Bird to Advanced, etc.)  If full payment has not been received and confirmed by the Conference Office, registrations will be canceled and attendees must re-register at the prevailing higher rate. This applies to registrants submitting bank/wire transfers, checks, and credit card payments that are incomplete for any reason.

Attendees from institutions within 75 miles of the conference site or where institutional travel guidelines will not allow an overnight stay due to close proximity may request a waiver of this requirement. Contact support@alliance-conference.com to request the exemption.

Alliance registered guests must not be in an industry-related position. Co-workers or associates in the industry do not qualify. Registered guests are welcome to participate in the opening and closing receptions and the Sunday Keynote address.

All Alliance registered attendees and guests must be at least 18 years of age.

Accommodation costs are not included in the conference registration fee. Attendees are responsible for making their own lodging arrangements. Please note, to receive the Early Bird rate attendees must stay at an official Alliance Conference Hotel and book through the Seattle Housing Bureau only (Do not go directly to the hotel to book your room). Attendees will be asked for a confirmation number when starting the registration process. If the attendee changes to a hotel outside the conference block after registering, the attendee’s registration will be charged an adjustment to the prevailing conference rate.  Conference staff do audit this list several times to ensure booking is in the block for the early-bird rate.

Payment of on-site registration must be made using a credit card. No cash or checks will be accepted.

Cancellation Policy
A processing fee will not be applied to any Alliance 2017 Fee (Registration, Workshops or Guests) if a written notice of cancellation is sent via email to support@alliance-conference.com prior to January 6, 2017.  Refunds will be processed within 30 days after the conference.

Registration Cancellations are subject to a $200 cancellation fee and require written notice of cancellation via email to support@alliance-conference.com sent no later than February 3, 2017. Refunds will be processed within 30 days after the conference.

Guest Fees and Workshop Fees are subject to a $25 cancellation fee and require written notice of cancellation via email to support@alliance-conference.com sent no later than February 3, 2017. Refunds will be processed within 30 days after the conference.

Refunds for any registration fees and/or optional items will not be granted after February 3, 2017, nor will they be given for no-shows.

Transfer Policy: Transfer of registration is permitted prior to February 17, 2017. Only one transfer is permitted per original registrant with written consent. The individual submitting the substitution request is responsible for all financial obligations associated with that substitution as well as updating any contact/demographic information. Please fill out this form and email it to support@alliance-conference.com.

Refunds will be made in the following ways:
1. For payments received by credit or debit cards, the same credit/debit card will be refunded**.
2. For all other payments, a check will be made to the payee nominated account.
**Refunds may be in form of a check if payment is unable to be credited to the credit/debit card (Ex: Refunds issued past 90 days of payment received, credit card is expired, etc.)

Conference Program
We have posted the full conference agenda, however, the program is subject to change.

Participation and Behavior at Alliance Events
Alliance 2017 Conference Badges must be worn to all functions. Attendees are expected to conduct themselves professionally at all Alliance 2017 functions. Excessive use of obscene language, abusive behavior, or threatening behavior directed to any other conference attendee or staff is not conducive to a learning environment, and will not be tolerated.  The conference staff has the right to remove any attendee that is in violation of this policy, and no refunds of registration or travel fees will be granted.

Personal Information
Please note that participation contact details will be kept on the HEUG database, which will only be used by HEUG. HEUG does not record or store credit card information.
Unless the Conference Office has received an explicit request from a registrant to withhold his/her contact information (through the Registration Form), the registrant's information will be included in the list of all attendees, their affiliation institutions and email addresses that will be accessible to delegates and vendors at Alliance.  The email addresses will also be used to circulate last minute details and announcements of Alliance events and future HEUG conference.

Personal Property
The Alliance Conference accepts no responsibility for loss or damage to personal property.

Photography, Audio and Video Recording
The Alliance Conference is held in a public space, therefore we do not prohibit participants, exhibitors, sponsors, news organizations and other companies from photographing or video or audio-taping some Conference activities. The Alliance Conference reserves the right to use images taken at the Conference with your photograph and/or likeness in future marketing materials.

Badge Scanning
Attendees have the option to have their badge scanned at exhibit booths or vendor sessions/demos. When the badge is scanned by exhibitors and/or sponsors during the Alliance Conference, attendees are opting-in to receiving communications from that entity. Attendees will be subject to their communications and privacy policy and must opt-out with them directly.

Soliciting at the Conference
We encourage attendees to support the paid sponsors and exhibitors who, in turn, are supporting the industry.  However, suitcasing or outboarding is prohibited at the Alliance Conference. The Conference staff reserve the right to escort any individual from the Alliance Conference if they are reported to be soliciting in the Exhibitor Hall and are not an Alliance Conference sponsor or exhibitor. We also encourage attendees not to listen to a sales pitch from a non-sponsor or exhibitor.

Admittance
The Conference Staff have sole discretion, without refund, to refuse admittance to or expel from the Conference anyone that is deemed to be behaving in a manner that could be disruptive to the Conference or any other attendee.

HEUG reserves the right to close, alter, or cancel, without prior notice, any conference event, meal functions, sessions or other items relating directly or indirectly to the Alliance conference for any cause, or at any time. 

*These Terms & Policies are subject to change without any prior notice.