Exhibitor Information
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 12 Registration Opens + Agenda Released
December 16 ALL SPONSORED SESSIONS DUE
December 23 No Cancellations Deadline
JANUARY
January 6 Final Payments DUE
January 13 Early Bird Closes + Pre Attendee List Sent to PAID Sponsors
FEBRUARY
Finalize and Confirm Sponsorship Details
On-Site February 26- March 1 2023
Solution Center Hours & Schedule NEW
Attendees will be utilizing the Solution Center for morning coffee, snacks, breaks, and lunches.
| 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
|
| Monday, February 27, 2023 | 7:30 AM - 3:30 PM
|
| Tuesday, February 28, 2023 | 7:30 AM - 3:30 PM
Absolutely no tear-down of booths allowed prior to 3:30 PM |
| Wednesday, March 1, 2023 | Closed |
Sponsorship Presentations
Companies have two different ways that they can present at Alliance 2023:
-
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).
-
Be a Sponsor at Alliance 2023
Platinum Sponsors recieve two (2) full presentations. Major Sponsors recieve one (1) full presentation. All sponsors can purchase additional Sponsored Sessions.
All exhibitor presenters must either purchase a registration or use one of those included with your company's sponsorship.
Frequently Asked Questions
If we sponsor do our presenters get a full pass?
No, sponsors that are presenting with or without a client need to use a FULL PASS to be able to present. These can be purchased with your sponsorship package or in addition to your package.
If a member asks someone from my company to present, do we need to be a sponsor?
Yes, the only way to attend Alliance is as a Platinum, Major, or Exhibitor sponsor.
No, members presenting with sponsors do not receive a discounted event pass.
Do I need a Full Pass to present?
Yes, if you are going to present, or co-present you will need a full pass.
Will I get a list of attendees for my session?
No, we don’t collect names by session. You are welcome to stand at the door and ask if you can scan badges as attendees come in though.
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, through any platform/method you prefer to use.
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 need a booth or want to reduce the size of my booth?
No.
Will there be lead retrieval available?
Yes, we will include an order form in the exhibitor kit.
Yes, Monday night is traditionally the night that sponsors hos their own events around the city.
Can I sponsor or purchase a branding add-on without being an exhibitor?
No, you must purchase an exhibitor level sponsorship at a minimum
Can I attend Alliance without sponsoring?
Yes, we have Full Passes available for $2,000.
Who is the general contractor for the Solution Center?
Freeman will be coordinating the Solution Center management.
If I want to be a Platinum, Major, or Exhibitor sponsor how can I get an appointment?
Contact Tom Chambers by email at ehxibitors@heug.org to reserve your spot.
Sponsored sessions have priority on Monday and Tuesday, 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.
Do I need a Solution Center Pass if I am only setting up the booth?
No, please contact Tom Chambers by email at ehxibitors@heug.org if you need a pass to access the solution center for setup and breakdown.
