Terms and Policies - Alliance 2027
In addition to the Exhibitor Terms and Policies below we require acknowledgement of our Corporate Member Code of Conduct as these rules apply to any person(s) in attendance
These Terms & Conditions apply to all exhibiting partners at HEUG-organized events, including the Alliance Conference and HEUG Regional Events (collectively, the "Event"), organized and managed by the Higher Education User Group ("HEUG," "Show Management"). It is the responsibility of each exhibiting partner to know and understand these rules and regulations.
THE FOLLOWING INFORMATION IS CONSIDERED PART OF THE EXHIBITOR CONTRACT TERMS AND CONDITIONS. These rules and regulations are a bona fide part of the contract for exhibit space with HEUG. 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 well-being of the Event.
HEUG events provide a unique opportunity to network with representatives of many different institutions and with other exhibiting partners, in the sharing of implementation strategies and experiences. 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 the Event or its attendee audience. Show Management's decision and interpretation shall be accepted as final in all cases. Each exhibitor, for themselves, their employees, and their contractors, agrees to abide by these regulations and by any amendments or additions hereafter made by Show Management.
1. Valid Application for Space and Sponsorship
Applicants for exhibit space and conference sponsorship are required to execute and forward the Application and Contract for Exhibit Space. Booths WILL NOT be assigned until the online application and payment have been received.
2. Payment for Space
Upon receipt and acceptance of the Exhibitor sponsorship purchase by Show Management, an invoice will be prepared and can be paid online, by check, or by ACH/Wire Transfer. Payment is due immediately, and no later than 45 days prior to the first day of the event, payable to "The Higher Education User Group" in US funds.
Note for International Exhibitors: Checks drawn on a non-US bank cannot be accepted. Exhibitors paying from outside the United States must remit payment by credit card or ACH/Wire Transfer.
Mail Payments To:
Higher Education User Group, Department 880174, PO Box 29650, Phoenix, AZ 85038-9650
Overnight/Courier:
JPMorgan Chase (AZ1-2170), Attn: Higher Education User Group, Inc. Accounting, Department 880174, 2108 E Elliot Rd, Tempe, AZ 85283
Wire Transfer:
JPMorgan Chase Bank, SWIFT: CHASUS33, Routing/ABA: 021000021, Account Number: 259810866, Reference HEUG Invoice Number
3. Cancellation and Refunds
All cancellations must be submitted in writing. The applicable refund tier is determined by the number of full calendar days between the date Show Management receives written notice of cancellation and the Event's start date.
Alliance Conference
Full Refund: Written cancellation received 120 or more days prior to the Event start date.
Partial Refund (50%): Written cancellation received between 90 and 119 days, inclusive, prior to the Event start date.
No Refund: Written cancellation received 89 days or fewer prior to the Event start date.
HEUG Regional Events
Full Refund: Written cancellation received 45 or more days prior to the Event start date.
No Refund: Written cancellation received 44 days or fewer prior to the Event start date.
Unpaid Sponsorship Obligations. For both Alliance and Regional Events, if an exhibitor cancels a sponsorship for which payment has not yet been received, the exhibitor remains responsible for the full sponsorship amount as if it had fallen within the applicable "No Refund" tier above. Until this amount is paid in full, the exhibitor is ineligible to participate in any subsequent HEUG event.
Resold Space. If Show Management is able to resell or reassign an exhibitor's cancelled space to another sponsor or exhibitor prior to the Event, the cancelling exhibitor's forfeited amount or outstanding obligation under this Section shall be reduced by the amount actually recovered through such resale, net of any reasonable costs incurred by Show Management in reselling the space. This reduction applies regardless of which refund tier the original cancellation fell under.
Appeals to the outcome of this policy, for either event type, will be reviewed by the HEUG Board Vice President of Finance, the HEUG Board Partner Relations representative, and the Account Executive with Higher Logic for the HEUG Board. Their decision is final and upheld by the HEUG Board.
4. Cancellation, Termination, or Postponement
If unforeseen circumstances make it impossible for the Event to fulfill this agreement, the parties will mutually agree to amend or terminate it at Show Management's option. Exhibitor hereby waives any claim against Show Management for damages or compensation. Show Management shall not be financially liable if the Event is interrupted, cancelled, moved, or dates changed, except as provided herein.
Force Majeure. Neither Show Management nor Exhibitor shall be liable for any failure or delay in performance under this agreement to the extent such failure or delay is caused by circumstances beyond that party's reasonable control, including but not limited to acts of God, natural disaster, fire, war, terrorism, civil unrest, labor strike, epidemic or public health emergency, or government order or regulation ("Force Majeure Event"). If a Force Majeure Event prevents the Event from occurring as scheduled, Show Management may, at its discretion, reschedule, hold the Event virtually, or cancel the Event. In the event of cancellation due to a Force Majeure Event, Exhibitor's refund shall be limited to any portion of fees paid in excess of costs and commitments already incurred by Show Management in connection with the Event; Show Management shall use commercially reasonable efforts to minimize such costs.
5. Hotel Room Block Requirement for Included Registrations (Alliance Conference Only)
Conference passes and registrations included as part of an Alliance sponsorship package (Premier, Platinum, Gold, or Silver) are contingent upon the sponsoring organization's attendees booking their hotel accommodations within the official Alliance housing block. Registrations for attendees who do not book within the housing block will not be honored, and those individuals will not be eligible for badge or pass redemption, regardless of sponsorship level. Show Management is not responsible for identifying or notifying sponsors of non-compliant bookings prior to the event; it is the sponsoring organization's responsibility to ensure all attendees using included passes have reserved within the block.
6. Booth Assignment, Use & Subletting
Wherever possible, booth locations will be assigned based upon the exhibitor's stated preferences, level of sponsorship, and timing of receipt of the contract. Show Management makes the final determination of all booth assignments in the best interests of the Event. No exhibitor may assign, sublet, or apportion their booth to or with another business entity or individual without the express written permission of Show Management. No exhibitor may show or demonstrate products or services other than those manufactured or handled in the normal course of their business.
7. Operation of Exhibits
Show Management reserves the right to restrict the operation of, or evict completely, any exhibit which, in its sole opinion, detracts from the general character of the Event as a whole. All demonstrations or other promotional activities must be confined to the limits of the booth space. Each exhibitor is responsible for keeping the aisles near its exhibit space free of congestion caused by demonstrations or other promotions.
8. Exhibitor Kit, Set-Up & Move-Out
The Exhibitor Kit will be made available on the conference website and can be downloaded; it will not be mailed in printed form. All policies, rules, and regulations contained in the Exhibitor Kit or its equivalent are hereby incorporated by reference and made part of this contract.
Booth set-up must be complete by the time noted on the conference website for Exhibitor Move-in. If the exhibitor is not present setting up their booth 1 hour prior to the end of the move-in timeframe, Show Management reserves the right to deny table access; all costs for set-up and related charges will be billed to the exhibitor.
Exhibitors must not pack, remove, or dismantle their booth prior to the close of the show, and must complete move-out no later than the deadline stated on the conference website for the applicable Event. Exhibitors who fail to vacate by this deadline will be responsible for any resulting venue penalties, labor charges, or additional costs incurred by Show Management as a result of the delay.
9. Promotional Materials, Marketing & Attendee Data
HEUG events are intended to be a forum for the exchange of information pertaining to the implementation and support of IT applications in Higher Education. Exhibitor participation supports that objective and is not for direct sales. Distribution of promotional materials at or around the conference facility — anywhere other than the exhibitor's own booth — requires advance approval; please send approval requests and samples to Tom Chambers, Director of Community and Development, at tchambers@heug.org.
Show Management will not make attendee registration information available to exhibitors unless stated otherwise in the prospectus; exhibitors may collect this information at their booth, including via badge scanning, only when voluntarily provided by each attendee. Exhibitor agrees to use any attendee data collected at the Event solely for its own follow-up communications related to the Event, and agrees not to sell, rent, or otherwise transfer such data to any third party. Exhibitor is responsible for complying with all applicable data privacy laws and regulations, including honoring any opt-out or data deletion request made by an attendee.
10. Exhibitor's Authorized Representative
The exhibiting firm assumes full responsibility for its authorized representative to follow all Event Rules and Regulations.
11. Exhibitor Badges, Registration & Staffing
Exhibitor staff must register as regular attendees through the online registration system or onsite (at prevailing rates). Exhibitor booths must be staffed at all times during show hours, and exhibitors must not pack, remove, or dismantle their booth prior to the close of the show.
12. Age Requirements
All HEUG events are restricted to individuals 21 years of age and older. Individuals under the age of 21 are not permitted on the tradeshow floor, including during move-in and move-out.
13. Liability and Insurance
All property of the exhibitor remains under their custody and control while in transit to and from, and while within the confines of, the exhibit hall. Show Management, its service contractors, and the exhibit hall's management are not responsible for the safety of exhibitor property from theft, damage, or other causes, and the exhibitor expressly waives and releases any claim against them for any such loss.
Exhibitor is required to carry commercial general liability insurance with minimum limits of $1,000,000 per occurrence, covering bodily injury, property damage, and personal injury arising from Exhibitor's participation in the Event. Higher Education User Group, Inc. must be named as an additional insured on the policy. Exhibitor must provide a certificate of insurance evidencing this coverage to Show Management upon request and no later than 30 days prior to the Event.
14. Indemnification
Exhibitor agrees to indemnify and hold Show Management harmless from all claims, damages, losses, costs, liabilities, and expenses arising from any act, omission, negligence, or misconduct on the part of Exhibitor or its agents, employees, contractors, patrons, guests, licensees, or invitees, except where such damage results from Show Management's gross negligence or willful misconduct. Exhibitor agrees to pay all costs and expenses, including reasonable attorney's fees, incurred by Show Management arising from any litigation related to this agreement.
15. Americans with Disabilities Act
Exhibitors are responsible for ensuring their booths comply with the ADA and must indemnify Show Management against any related claims.
16. Social Functions, Special Events & Exclusivity
Any social functions or special events planned by exhibitors during the Event — whether held on-site or off-site, and whether or not conducted during official Event hours — must be pre-approved by Show Management. Exhibitors may not host or sponsor a competing hospitality suite, reception, or other function that conflicts with or draws attendees away from official Event programming without such approval.
17. Responsibility of Exhibitors
If an exhibitor fails to comply in any respect with the terms of this agreement, Show Management shall have the right, without notice, to sell or offer for sale the exhibit space covered by this contract, and the exhibitor shall be liable for any resulting deficiency, loss, or damage, subject to the resale offset described in Section 3. An exhibitor who fails to occupy contracted space is not relieved of the obligation to pay the full rental for that space, except to the extent that space is resold under Section 3.
18. Miscellaneous
This agreement, or any interest therein, may not be assigned by Exhibitor without the prior written consent of Show Management; any assignment without such consent is null and void. If any provision of this agreement is held invalid or unenforceable, the remaining provisions shall not be affected.
19. Governing Law
This agreement shall be governed by and construed in accordance with the laws of the District of Columbia.
20. Amendments/Interpretations
These rules and regulations have been drawn with the most current information available at the time of writing. Show Management reserves the right to amend these rules and regulations or make additions as necessary for the proper conduct of the Event. All interpretations shall be made solely by Show Management and are final.
*These Terms & Policies are subject to change without any prior notice.
Questions? Contact Tom Chambers, Director of Community and Development, at tchambers@heug.org.