Registration FAQs

Registration Policies

By registering for or attending any HEUG Conferences, participants agree to these Registration 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 February 11, 2026. Changing your hotel to a property outside the conference block after registering will result in an adjustment to the prevailing conference rate.

• Limited Time Offers

  To qualify for limited time offers, you must book your hotel through the conference reservation system (or the specified hotel to receive offer). Changing your hotel to a property outside the conference block after registering will result in an adjustment to the prevailing conference rate. All sales are final, not combinable with other offers. Registrations are eligible for one (1) discount only.

• Registration Payment

  Registration fees may be paid at the time of registration or at a later date, but no later than February 20, 2026. Non-payments will result in cancellation of Alliance registration and re-registration will be at the prevailing conference rate. A valid credit card is required at the point of booking to ensure reservation security. Incomplete payments will also result in cancellation.

• 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: 

  1. Ensure that your check payment arrives before the respective rate cut-off date for the intended fee.
  2. Complete your registration online, an invoice will be generated. It is essential to print and include this invoice with your check.
  3. Make checks payable to "Higher Education User Group" and ensure they are in U.S. funds.
  4. For payments covering multiple invoices, kindly enclose a copy of each individual invoice with your check. 

  Mail Payments:	Overnight/Courier Address:	Wire Transfer Payments:
  Higher Education User Group ALLIANCE Conference Department 880174 PO Box 29650 Phoenix, AZ 85038-9650	JPMorgan Chase (AZ1-2170) Attn: Higher Education User Group, Inc. Accounting Department 880174 2108 E Elliot Rd Tempe, AZ 85283	JPMorgan Chase Bank SWIFT Code: CHASUS33 Routing/ABA Number: 021000021 Account Number: 259810866 *Must Include HEUG Invoice Number

Cancellation Policies

• Registration Transfers

  Transfers of registration are allowed until February 11, 2026. Each original registrant is permitted one transfer, which requires written consent. The person requesting the transfer is responsible for any financial obligations related to the transfer and must update all contact and demographic information. To initiate a transfer, please reach out to support@alliance-conference.com.

• Cancellations 

  • November 3, 2025 – December 31, 2025:
    Cancellations received during this period will not incur any processing fees for Alliance 2026. This includes Registration, Workshop, and Guest Fees. All cancellation requests must be submitted in writing to support@alliance-conference.com.

  • January 1, 2026 – February 11, 2026:
    A $450 cancellation fee will apply to individual registrations. To cancel, please email your request to support@alliance-conference.com. Alternatively, you may transfer your registration to On-Demand Access at no additional cost.

  • February 12, 2026 – March 12, 2026:
    No refunds will be issued for cancellations or no-shows during this period, regardless of the reason. However, registrations can still be transferred to On-Demand Access free of charge, please reach out to support@alliance-conference.com.

• Refunds

  Refunds will be processed within 30 days post-conference. Payments made via credit or debit card will be refunded to the same card. If the card transaction cannot be reversed (e.g., payment was made over 90 days ago, card has expired, etc.), a check will be issued. All other payments will result in a refund via a check sent to the recorded payee's account. 

Attendee Terms & Policies

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

• Liability Waiver

  I understand that travel and gathering involves risk of illness, including illness from COVID-19. I (and on behalf of my guest(s)) waive and release HEUG and its sponsors and exhibitors, and their volunteers and agents, from and against claims, liabilities and expenses arising from injury, illness or death from contraction or spread of COVID-19 or other communicable disease due to travel to or attendance at an event sponsored by HEUG.

  I will take necessary precautions and abide all safety protocols implemented on-site for the event and agree to not attend any HEUG event if I feel ill or had recent exposure to a COVID-19 case. HEUG will continue to diligently monitor all conditions related to COVID-19 between now and the start of the conference event. HEUG reserves the right to modify health screening protocols at their discretion. This is a very fluid time, and we will continue to evaluate what is needed to ensure your safety. We will keep all participants updated as we get closer to the event and as a condition of participation you agree to follow all protocols.

  This waiver and release are binding on me and my heirs and successors.

• Participation and Behavior

  Participants are expected to conduct themselves professionally at all conference functions. Obscene language, abusive behavior, or threatening behavior directed at or regarding conference participants or staff will not be tolerated. The conference staff has the right to remove any participant in violation of this policy. No refunds of registration 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 an explicit request from a registrant to withhold contact information (through the registration form) is received, the registrant's information will be included in the list of all attendees, their affiliation institutions and email addresses/mailing addresses that will be accessible to delegates and vendors at the conference. The email addresses will also be used to circulate last minute details and announcements of future HEUG events.

• Personal Property

  HEUG Alliance Conference accepts no responsibility for loss or damage to personal property.

• Photography, Audio and Video Recording

  HEUG 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. HEUG Alliance Conference reserves the right to use images taken at the Conference with your photograph and/or likeness in future marketing materials.

• 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 HEUG Alliance Conferences. The Conference staff reserve the right to escort any individual from HEUG Alliance Conferences if they are reported to be soliciting in the Exhibitor Hall and are not an HEUG Alliance Conference sponsor or exhibitor. We also encourage attendees not to listen to a sales pitch from a non-sponsor or non-exhibitor.

• Admittance, Participation and Behavior at HEUG Events

  Admission restricted to persons 21 years and over to all HEUG conferences and events except as agreed in writing from HEUG.

  The HEUG has 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 participant.

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

  The HEUG reserves the right to remove anyone caught sharing a registration. Those users will be removed from the session(s) and if caught twice, you will lose all access, will not be granted a refund for the registration.

  Please refer to the HEUG Code of Conduct for more information.

• Registration Payment

  Registration fees must be paid in full before the conference start date. If full payment has not been received, registrations will be canceled. This applies to registrants submitting bank/wire transfers, checks, and credit card payments that are incomplete for any reason.

  • All fees are payable in U.S. dollars.
  • MasterCard, VISA, Discover, American Express, and checks are accepted.
  • No purchase orders accepted.
  • Registration Cancellation by Participant

  All HEUG Conferences vary in their cancellation policy and dates. Please refer to the cancellation policy provided on the registration page of each conference website for exact details. It is highly recommended to consider transferring the registration to a different participant from your organization to take advantage of the learning opportunities provided at the HEUG conference.

• Registration Transfers

  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 refer to the transfer policy provided on the registration page of each conference website for exact instructions.

• Event Cancellation by Organization

  HEUG reserves the right to cancel an event due to low enrollment or other circumstances which would make the event non-viable. If HEUG cancels an event, registrants will be informed as soon as possible through the listed email address on their registration form and will be offered a full refund. Should circumstances arise that result in the postponement of an event, registrants will be automatically rolled into the new event but will have the option to either request a full refund or transfer registration by a listed date.

  If, for any reason, HEUG must cancel an event, HEUG accepts no responsibility for covering travel, hotel or other costs incurred by delegates and guests. Participants are responsible for taking appropriate insurance coverage in connection with their attendance. Where the participant is travelling away from home to attend the conference, appropriate travel insurance should be purchased independently and in advance of any travel or travel bookings.

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