Exhibitor Resources
Ensure Your Success at Alliance 2024!
Here you will find resources, information, and guidelines to encourage attendees to attend Alliance 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.
Key Dates
Further details and instructions will be provided through email.
JULY
JUL 26 - Sponsorship Open
AUGUST - OCTOBER
SEP 6 - Call for Presentations Opens
OCT 6 - Call for Presentations Closes (Institutions can list sponsors as co-presenters on these sessions)
OCT 27 - Approval/Hold/Rejected Emails go out
NOVEMBER - DECEMBER
NOV 1 - Sessions due from Premier Sponsors
NOV 1 - Registration Opens + Agenda Released
DEC 8 - ALL SPONSORED SESSIONS DUE
DEC 23 - No Cancellations Deadline
DEC 31 - Final Payments DUE
JANUARY
JAN 19 - Early Bird Closes + Pre Attendee List Sent to PAID Sponsors
FEBRUARY - MARCH
FEB 16 - Finalize and Confirm Sponsorship Details
MAR 2 - On-site
MAR 3-6 Alliance 2024
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.
Solution Center Hours & Schedule
Attendees will be utilizing the Solution Center for morning coffee, snacks, breaks, and lunches. View Solution Center Map.
| Sat, March 2, 2024 | 9:00 AM - 5:00 PM Exhibitor Move-In |
| Sun, March 3, 2024 | 8:00 AM - 4:00 PM Exhibitor Move-In 4:30 PM - 7:30 PM Solution Center Open |
| Mon, March 4, 2024 | 7:30 AM - 4:30 PM Solution Center Open |
| Tue, March 5, 2024 | 7:30 AM - 4:30 PM Solution Center Open 4:30 PM - 9:00 PM Exhibitor Move-Out Absolutely no tear-down of booths allowed prior to 4:30 PM |
| Wed, March 6, 2024 | Closed |
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 getting access to the app please contact support.
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:.
Presentations
Sponsor Sessions are due December 8, 2023. 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:
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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 2024
Platinum Sponsors receive two (2) full presentations. Major Sponsors receive one (1) full presentation. All sponsors can purchase additional Sponsored Sessions.
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 24 at the end.
For example, if my company name is Google, my code would be 'Google24'.
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 24 at the end which will default to the prevailing sponsor rate.
Registration Allocations*:
- Premier - 10 Passes
- Platinum - 8 Passes
- Gold- 6 Passes
- Silver - 2 Passes
- Startup - 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.
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.
