Exhibitor Resources
Ensure Your Success at Alliance 2023!
Here you will find resources, information, and guidelines to encourage attendees to attend Alliance 2023 and visit you as an exhibitor. We are working hard to bring you an event that exceeds your expectations and brings you the best value.
Alliance conference is the premier annual member driven conference with users from around the world.
Key Dates
Further instructions on presentation requirements will be provided in the notification email and in additional correspondence.
JULY
July 13 Sponsorship Open
AUGUST - OCTOBER
September 12 Call for Presentations Opens
October 5 Call for Presentations Closes (Institutions can list sponsors as co-presenters on these sessions)
October 25 Approval/Hold/Rejected Emails go out
NOVEMBER - DECEMBER
November 4 Sessions due from Premier Sponsors
November 2 Registration Opens + Agenda Released
December 16 ALL SPONSORED SESSIONS DUE
December 23 No Cancellations Deadline
JANUARY
January 6 Final Payments DUE
January 14 Early Bird Closes + Pre Attendee List Sent to PAID Sponsors
FEBRUARY
Finalize and Confirm Sponsorship Details
On-Site February 26 - March 1 2023
Booth Information
The event sponsorship comes standard with 10' x 10' booth will be set with 8' high black back drape (Except for the booths on peripheral near tables, there will be a 3' high black back drape), 3' high black side dividers, one 6' x 30" table draped black, two Limerick® chairs by Herman Miller, and one wastebasket. Booths 300sqft or less will receive a 7" x 44" one-line identification sign. Booths larger than 300 sq/ ft may receive a 7" x 44" one-line identification sign upon request. Order early on Freeman Online to take advantage of advance order discount rates.
Attendees will be utilizing the Solution Center for morning coffee, snacks, breaks, and lunches. View the Alliance 2023 Schedule for detailed information.
| Saturday, February 25, 2023 | 9:00 AM - 5:00 PM Exhibitor Move-In |
| Sunday, February 26, 2023 | 8:00 AM - 4:00 PM Exhibitor Move-In 4:30 PM - 7:30 PM Welcome Reception |
| Monday, February 27, 2023 | 7:30 AM - 4:00 PM
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| Tuesday, February 28, 2023 |
7:30 AM - 4:00 PM
Absolutely no tear-down of booths allowed prior to 4:00 PM |
| Wednesday, March 1, 2023 | Closed |
Presentations
Sponsor Sessions are due December 16, 2022. NO EXCEPTIONS.
All Exhibitor Presenters must either (1) use one of those included with your company's sponsorship or (2) purchase registration. Exhibitor Presenters must be registered for the event in order to present on-site. Exhibitor Presenters DO NOT receive complimentary registrations unless they've purchase an "add-on" session, which includes a full conference registration.
Companies have two different ways that they can present at Alliance 2023:
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Co-Present a Session with a Client
A client that is a HEUG/PSUG member may submit a session proposal for consideration that includes your company as a co-presenter. No costs are associated with this type of presentation; however, your client must be the primary presenter, and they are responsible for submitting the proposal. If the session is accepted, your client's primary presenter will be informed, and the primary presenter who is a HEUG/PSUG member will receive a discounted registration (Exhibitor co-presenters must be a sponsor or exhibitor at Alliance plus register for the conference).
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Be a Sponsor at Alliance 2023
Platinum Sponsors receive two (2) full presentations. Major Sponsors receive one (1) full presentation. All sponsors can purchase additional Sponsored Sessions.
Mobile APP
The Exhibitor Management Portal (hereafter referred to as the ‘Portal’) is accessible through the desktop event website. *Please note that the Portal is currently only accessible through the browser public site, and not the apps.
If you are the Associated Registrant for the event, please follow the steps below. If you need help gettign access to the app please contact Selly via email at ssoetarso@heug.org.
1. Enter the event while signed in as the registered account:
PLEASE MAKE SURE THAT YOUR NAME APPEARS AT THE TOP RIGHT-HAND CORNER WHEN ENTERING AN EVENT.
2. Click the “Exhibitors” tab (Depending on the event, the item may have a different title, such as “Sponsors”) on the navigation panel on the left and select your organization from a list that appears on the right:.
Registration & Housing
All Exhibitor Presenters and Solution Center Representatives from your company must either (1) use one of those included with your company's sponsorship or (2) purchase registration.
To register for the event you use your company code, which consists of your company name and 23 at the end.
For example, if my company name is Google, my code would be 'Google23'.
Please confirm with you company POC before using the discount code.
The registration system will use all comps with codes first. If you would like to purchase additional passes use your company name without the 23 at the end which will default to the prevailing sponsor rate.
Registration Allocations*:
- Premier - 10 Passes
- Platinum - 8 Passes
- Major - 4 Passes
- Exhibitor - 2 Passes
*Confirm your sponsorship level with our Exhibitor List.
Make sure to purchase your registrations ahead of time. Any registration purchased on-site will receive a $250 on-site processing fee.
FAQ
If we sponsor do our presenters get a full pass?
Yes, sponsors receive 4 passes and mjor level are unlimited. These passes are to be used for the presenters as well.
If a member asks someone from my company to present, do we need to be a sponsor?
Yes, the only way to participate in the event is to be a sponsor.
No, members presenting with sponsors under a sponsored presentation do not receive a discounted event pass.
Do I need to register as an attendee to present?
Yes, if you are going to present, or co-present you will need to be a registered attendee.
Will I get a list of attendees for my session?
YES.
Do I get a copy of the session survey?
No, we don't publish these responses. If you would like to request a copy you can email conference support 1 week post event.
Will our sessions be recorded?
Yes, we will be recording audio of ALL sessions to be played on demand post event.
Will I be able to poll the audience live during my session?
Yes, you can submit them through the presenter portal.
As a sponsor the attendee list is sent our 3-4 weeks prior to the event and a post attendee list after the event.
Can I get a discount if I don't use my session(s)?
No.
Will there be lead retrieval available?
No, this is a virtual event. Sponsors will receive attendee lists from their sessions.
Will there be a dedicated exhibitor time?
Yes, each region has a meet & greet for sponsors to causally interact with attendees in Zoom breakout rooms.
Can I sponsor or purchase a branding add-on without being an exhibitor?
No, you must be a sponsor.
Can I attend Alliance without sponsoring?
No, you must be a sponsor.
How do I submit my virtual booth content?
Please submit booth content through the survey above.
If I have additional questions about virtual booths or logistics who do I contact?
Contact Tom Chambers by email at ehxibitors@heug.org to reserve your spot.
Sponsored sessions have priority, but they are slotted on an as received basis. Sessions are NOT considered without a sponsorship in place.
Sessions need to be submitted with the most complete information possible. Minor changes are manageable up until about 45 days prior to the event. Minor changes include title, summary, etc.
Do I have to be a HEUG Member to present?
Vendors can present without a membership, all that is required is a sponsorship for Alliance. Institutions need a subscriber HEUG membership to present at a minimum.
What is the cancellation deadline?
Sponsorship cancellations are due 90 days prior to event and are eligible for 50% refund. After 90 days no refunds available.
