Housing Terms & Policies

By registering for and/or attending any of the Higher Education User Group Regional Alliance Conferences (HEUG Regional Alliance Conferences), all participants agree to be bound by, and comply with, these Terms and Policies. It is the participant's responsibility to read and understand these Terms and Policies.


We have updated our guidelines to align with current industry standards, ensuring a seamless experience for all conference attendees. Please read these terms carefully before making your hotel reservation.

 

Early Bird Conference Rate

To take advantage of the early bird conference rate, you must make your hotel reservation through the conference reservation system by Friday, January 19, 2024. If you choose to change your hotel to a property outside the conference block after registering for the early bird rate, an adjustment will be made to your registration fee to reflect the current conference rate.

 

Room Reservation Process

Hotel reservations are allocated on a first-come, first-served basis, subject to room availability. If a preferred hotel is unavailable, attendees may be placed on a waitlist.

We recommend submitting your reservation request as soon as possible to increase your chances of securing your preferred hotel choice.

If you encounter any difficulties during the reservation process, please contact Orchid Event Solutions at 888-206-8717 or 801-214-7282. Should your desired dates not be available or if you wish to extend your stay beyond the convention dates, please contact the above numbers. Orchid Event Solutions operates Monday to Friday, 7 a.m. to 6 p.m. MT, excluding federal holidays.

Children aged 17 and younger stay free when accompanied by an adult or guardian.

 

Payment Information and Housing Cancellation Policies

A valid credit card is required at the point of booking to ensure reservation security. The card will be pre-authorized but not immediately charged, unless otherwise specified by the chosen hotel.

If you choose to change your hotel to a property outside the conference block after registering for the early bird rate, an adjustment will be made to your registration fee to reflect the current conference rate.

Fees may apply for "no-shows" if attendees do not check in on their confirmed hotel reservation date.

 

Cancellation Policy

Cancellations made within 72 hours of the scheduled arrival date, by 12 PM local time, will incur a charge equivalent to one night's room rate plus applicable taxes.

Refer to your reservation acknowledgment for the specific cancellation policy of your chosen hotel.

To cancel your reservation: submit your request online, by fax to 801-355-0250, or by email at help@orchid.events. Note: Phone cancellations are not accepted.

Remember that canceling your Alliance conference registration does not automatically cancel your hotel reservation. Both must be canceled separately.

 

Taxes

Displayed room rates do not include taxes. State and local taxes along with any additional fees such as resort or service charges, will be applied to your bill. Tax rates are subject to change without prior notice.

 

Modifications

For modifications to your reservation, contact Orchid Event Solutions at the aforementioned numbers at least 48 hours before the scheduled check-in to avoid potential fees. Their customer service agents will be pleased to assist you.

 

Data Security

We value your security. All personal and financial data shared during the reservation process are protected using industry-standard encryption and security measures.

 

Exceptional Circumstances

In the event of exceptional circumstances, such as natural disasters or pandemics, our cancellation and modification policies may be adjusted for greater flexibility. Attendees will be informed accordingly.

 

Language Accessibility

These policies and terms are provided in English for your convenience. If you require these terms in another language or need translation services, please contact us: support@alliance-conference.com.