Exhibitor Kit

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, place your order by TBD.

Order Lead Retrieval

Exhibitor Hours

Solution Center Hours & Schedule   NEW

Attendees will be utilizing the Solution Center for morning coffee, snacks, breaks, and lunches.

Saturday, February 26, 2023 9:00 AM - 5:00 PM Exhibitor Move-In
Sunday, February 27, 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 - 3:30 PM
  • 7:30 AM - 8:30 AM Coffee and Morning Snacks
  • 9:30 AM - 10:00 AM Break 1
  • 11:00 AM - 11:30 AM Break 2
  • 12:30 PM - 2:00 PM Lunch
  • 3:00 PM - 3:30 PM Break 3
Tuesday, February 28, 2023 7:30 AM - 3:30 PM
  • 7:30 AM - 8:30 AM Coffee and Morning Snacks
  • 8:15 AM - 8:30 AM Break 1
  • 9:30 AM - 10:00 AM Break 2
  • 11:000 AM - 11:30 Break 3
  • 12:30-2:00PM Lunch
  • 3:00 PM - 3:30 PM Break 4
3:30 PM - 9:00 PM Exhibitor Move-Out
Absolutely no tear-down of booths allowed prior to 3:30 PM
Wednesday, March 1, 2023 Closed


Presentations

Sponsor Sessions Due December 16, 2022, NO EXCEPTIONS.

Please note that sponsors must have their presenters register for the event. Presenters DO NOT receive complimentary registration unless they've purchase an "add-on" session, which does come with a full registration.

Companies have two different ways that they can present at Alliance 2023:

  1. 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).

  2. 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.

All exhibitor presenters must either purchase registration or use one of those included with your company's sponsorship.

Exhibitor Track Opens Sep 12th

Registration & Housing (Opens November 12th, 2022)

NOTE: SPEAKERS NEED TO USE A FULL REGISTRATION  FROM PACKAGE.

To register for the event you will need your company code, which is your company name with 23 at the end.

For example, if my company name was HEUG my code would be 'HEUG23'. If you need to purchase additional passes use your company name without the 23 at the end to default to the prevailing sponsor rate. 

Registration Allocations*:

  • Premier 
    •  10 Passes
  • Platinum
    • 8 Passes
  • Major 
    • 4 Passes
  • Exhibitor
    • 2 Passes

NOTE:  IF you need additional registrations the system will use all comps with codes first. Example: Once the two full passes are used as an exhibitor the third would default to the prevailing rate. Any registration processed on-site will receive a $250 on-site registration fee tacked onto the prevailing rate or comp code. 

*Confirm your sponsorship level with our Exhibitor List.

Opens Sep 12th

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.

If I have a presentation that comes with sponsorship can I include a member to get a discount for them?

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.

Do we get an attendee list?

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.

How are sessions slotted?

Sponsored sessions have priority, but they are slotted on an as received basis. Sessions are NOT considered without a sponsorship in place.

Can I update my session?

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.

Do I need a Pass if I am only setting up the virtual booth?

No, please contact Tom Chambers by email at ehxibitors@heug.org if you need a pass to access the app for setup.