Presenter Expectations
Your Alliance 2027 Presenter Hub
Whether this is your first time on stage or you're a returning speaker, we've pulled together everything you need — key dates, resources, and practical tips — all in one place.

Welcome, Alliance 2027 Presenters!

We're so glad you'll be joining us as a presenter at Alliance 2027 in San Antonio, Texas. Sharing your expertise with this community is a meaningful contribution, and we want to make sure you feel prepared and supported every step of the way. Use the timeline below to stay on track with everything you need to do before taking the stage at the Henry B. González Convention Center in San Antonio. From submission deadlines to day-of preparation, each step is designed to help you show up confident and ready to share your work with the HEUG community.

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

HEUG Presenters
Member Session Submissions are due:September 11, 2026

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 2027 Conference.

Member primary presenters are eligible for one (1) complimentary or discounted pass to the Alliance 2027 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:December 11, 2026

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

Alliance 2027 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 2027 branded MS PowerPoint Template (Link Coming Soon) 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 2027 branded Social Media Kit (Link Coming Soon) 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 2027. 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

09/11/26 - Submit Your Session

Session Submission Closes

Make sure to submit your session by Friday, September 11, 2026, at 11:59 p.m. MT. to secure your chance to be a speaker at Alliance 2027!

August

08/03/26 - 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.

October

10/21/26 - Accept Offer

Presentation Acceptance Due

We’ll notify you of your session status no later than October 15, 2026. If invited to present, you must confirm your acceptance within six days, no later than October 21, 2026.

November

11/04/26 - Book Hotel

Housing Block Opens

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

11/04/26 - Register for Conference

Registration Opens

Get your ticket to Alliance 2027! Lock in your registration to secure your presenter discount, Presenter registration closes on December 7, 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.

Check the discounted pricing rates for Alliance 2027 Member Presenters and Subscriber Presenters.

11/04/26 - 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

12/05/26 - Build Your Presentation

Download & Update Alliance Template

Use the Alliance 2027 branded MS PowerPoint Template (Link Coming Soon) and follow the presentation template instructions for updating, there are many slide options to suit your presentation needs. We've updated the template to include new slides to encourage Session Check-ins via the mobile app. Using these slides helps us track attendance and enhance the conference experience.

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

01/08/27 - 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.

TBD - 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!

Registration Link Coming Soon

February

02/05/27 - CPE Presentations Due

Continuing Professional Education

If your session is eligible for Continuing Professional Education credits, upload your materials by February 5, 2027, for content review.

02/28/27 - Upload All Session Files

Upload Session Materials

New for 2027: presenter files must be uploaded during onsite check-in. We encourage you to upload your final presentation before the conference so attendees can follow along and take notes during your session. Please also include any handouts or supplementary materials related to your presentation.

To ensure we have adequate time to review and integrate your materials into the conference program, please upload all presentation files by February 28, 2027. To upload your presentation:

  1. Log in to your HEUG account: www.heug.org
  2. View your Session Details 
  3. Click 'My Applications'.
  4. Click 'Edit'.
  5. Click 'View Proposal Information'.
  6. Under the Supporting Materials section, select 'Yes'.
  7. Click 'Choose File' and upload your materials.
    • Select up to 4 files. Maximum File Size: 120 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.

02/19/27 - Sign-Up for Presenter Ready Room

Rehearse Onsite

Reserve a slot in the ready room (Link Coming Soon) to test out AV equipment and ensure everything runs smoothly.

March

03/07/27-03/10/27 - Alliance 2027

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.