Presenter Expectations

Your Path to Presentation Success at Alliance 2026

We’re thrilled that you’ll be joining us as a presenter at Alliance 2026 in Orlando, Florida! This is your moment to shine, and we’re here to ensure you feel fully prepared and confident to take the stage. Whether you’re a first-time speaker or a seasoned pro, we’ve gathered everything you need, from key dates to essential tips, all in one place to help you deliver an unforgettable session.

Please refer to the Presenter FAQs or Presenter Terms & Policies for more information.

HEUG Presenters
Member Session Submissions are due December 31, 2025

All primary presenters and co-presenters must be an Institutional Member, Allied Member or a Subscriber of the Higher Education User Group or an exhibitor at the Alliance 2026 Conference.

Member primary presenters are eligible for one (1) complimentary or discounted pass to the Alliance 2026 Conference. Workshop, Regular, and Two Part Series length primary presenters are eligible for a full complimentary pass.

Member Presenters must be registered for the event to present on-site.

Exhibitor Presenters
Corporate Session Submissions are due February 11, 2026

NO EXCEPTIONS. Exhibitor Presenters must be registered for the event in order to present on-site.

Alliance 2026 Conference Exhibitors may be a co-presenter; however, the majority of content should be presented by the member.

All Exhibitor Presenters must either (1) use one of those included with your company's sponsorship or (2) purchase registration.

Presenter Resources

Presentation Format

PPT Slide Preview

Speakers should use the Alliance 2026 branded MS PowerPoint Template ( 10 MB) and follow the presentation template instructions for updating, there are many slide options to suit your presentation needs.

You'll be able to upload your presentation to your session submission (note: maximum file size is 60 MB).

Social Media Kit

Social Kit Preview

Speakers can use the Alliance 2026 branded Social Media Kit ( 6 MB) to promote their presentation.

Pre-designed templates for regular posts, including text and image placeholders. Story Templates for Instagram or Facebook stories. Banner Template designs for social media banners or headers. We've included a variety of images for you to use and share.

Presenter Checklist

Whether you are a Member Presenter or Exhibitor Presenter, please use this checklist to ensure your preparedness to present at Alliance 2026. Preparing for an in-person presentation can be a bit nerve-wracking, but with the right approach, you can deliver a confident and engaging presentation.

September

09/1/25 - Submit Your Session

Session Submission Opens

Alliance is all about community-driven content, and we can’t wait to see what you bring to the table! Follow our the Alliance Conference presentation guidelines (202 KB) to craft a compelling proposal. With various session lengths and formats available, you’ll find the perfect fit for your topic.

Make sure to submit your session by September 26 to secure your chance to be a speaker at Alliance 2026!

October

10/29/25 - Accept Offer

Presentation Acceptance Due

We’ll notify you about your session's status no later than October 29, 2024. You will be required to confirm your acceptance of the invitation to present by November 3, 2025.

November

11/5/25 - Book Hotel

Housing Block Opens

Secure your hotel room within the conference block to receive your presenter discount.

11/5/25 - Register for Conference

Registration Opens

Get your ticket to Alliance 2026! Lock in your registration to secure your presenter discount, Presenter registration closes on January 16, 2026. Remember, this discount is non-transferable and applies to only one session, even if you’re presenting multiple times. NOTE: Members presenting on a sponsored vendor session are not eligible for a discounted registration.

11/19/25 - Add to Your Calendar

Agenda Release with Session Times

Add your session to your calendar! See when you’ll be presenting so you can start planning for a flawless delivery.

December

12/5/25 - Build Your Presentation

Download & Update Alliance Template

Use the Alliance 2026 branded MS PowerPoint Template ( 10 MB) and follow the presentation template instructions for updating, there are many slide options to suit your presentation needs. Thoroughly research your topic, organize your content logically, and prepare examples or use cases. Use visual aids like slides, images, and videos to enhance your points and keep the audience engaged. Practice your delivery multiple times to build confidence and ensure smooth transitions between sections. Time Yourself to make sure your presentation fits within the allotted time and adjust as necessary to avoid rushing or running over. Finally, be prepared to answer questions and engage in discussions, showing your enthusiasm and knowledge about the topic. Good luck!

January

01/09/26 - Confirm Session Details are Correct

Make any final changes to your Session Title or Description

Please reach out to our support team at support@alliance-conference.com if this date has passed and you need help. If you are an Exhibitor presenting, please contact Tom Chambers at exhibitors@heug.org.

Date Coming Soon - Attend Presenter Training

Join us live for Presenter Training

Essential training that covers everything from session logistics to pro tips. Whether you're new or experienced, this training is designed to ensure your success!

01/28/26 - CPE Presentations Due

Continuing Professional Education

If your session is eligible for Continuing Professional Education credits, upload your materials by January 24, 2025 for content review.

February

02/11/26 - Upload All Session Files

Add Materials to OpenWater

It's great to upload your final presentation before the conference so attendees can follow along and make notes. Include any handouts or supplementary files for your session. We kindly request that you upload all your presentation files by February 11, 2026. This will ensure we have ample time to review and integrate them into the program smoothly.

To upload your presentation:

  1. Log in to your HEUG account: www.heug.org
  2. Go to your Session in OpenWater
  3. Click 'Edit' under Actions.
    • Instructions Edit Session
  4. View Proposal Information.
  5. Under the Supporting Materials section, select 'Yes'.
    • Instructions Add Supporting Materials
  6. Click 'Choose File' and upload your materials.
    • Maximum File Size: 100 MB

NOTE: If you have any problems uploading files, please email support@alliance-conference.com so they can be added into the system on your behalf.

02/16/26 - Sign-Up for Presenter Ready Room

Rehearse Onsite

Reserve a slot in the ready room to test out AV equipment and ensure everything runs smoothly.

Sign up link will be available late January

March

03/08/26-03/11/26 - What to Expect

  • AUDIO VISUAL: All meeting rooms are equipped with LCD projector (16:9), screen, lectern with wired podium microphone, panel table with a wired microphone and wireless Internet access. Presenters must bring their own laptop and any adaptors if applicable. Unlike in years past, HDMI-Connectors will be provided in each room, however, if you need a different converter (ie. VGA, DVI, Apple, etc), please bring it with you. If you need additional converters on-site, please check in with the AV team at the Presenter Ready Room the day before your session. If additional AV is needed, please email support@alliance-conference.com so they can put in a request with the conference team. These requests are subject to review and approval by the program chair.
  • INTERNET: Wireless internet service will be available in every session room. Presenters will have a separate Wi-Fi access code to use during their presentations only. Be cautious in using a live demo since some host systems can become unavailable unexpectedly and internet connectivity can be disrupted. Presenters are strongly encouraged to have screenshots with them as an alternative should any issues occur.
  • RECORDING: Unless otherwise specified, every session will have the audio portion recorded. Please use the microphones provided for the purpose of recording as this will make a dramatic difference in the value of the recording if questions are included. If your room does not have a separate microphone for audience questions, please repeat the question prior to answering.
  • FIRE CODES: Prior to starting your presentation, please ask any attendees standing to find a seat to avoid any fire code issues. Some venues require that a Fire Marshall be onsite to look for any potential hazards to ensure the safety of all the attendees.
  • ON THE DAY: Arrive Early: Get to the venue early to set up and familiarize yourself with the space. Stay Calm: Take deep breaths and stay composed. Remember, it's normal to feel nervous. Dress Appropriately: Wear something professional and comfortable that makes you feel confident. Handle Questions Gracefully: Be prepared for questions and answer them confidently. If you don’t know the answer, it's okay to admit it and offer to follow up later.