Terms & Policies


By registering for and/or attending the Higher Education User Group (HEUG) Conference, 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.


Participants are responsible for taking appropriate insurance coverage in connection with their attendance at the conference. Where the participant is traveling from outside of their home country to attend the conference, appropriate travel insurance should be purchased independently and in advance of any travel or travel bookings.

Release of Liability

The HEUG will use all due care for the provision of its services and activities provided to participants. Attendees and guests participate in activities and use services at HEUG conferences at their own risk. No liability or responsibility is accepted by the HEUG for any injury, illness, damage, loss, accident, expense, or any other claim arising from involvement in any activities or provision of any services howsoever suffered.

Participation and Behavior

Conference Badges must be worn to all functions. Participants are expected to conduct themselves professionally at all conference functions. Excessive use of obscene language, abusive behavior, or threatening behavior directed to any other conference participant or staff is not conducive to a learning environment, and will not be tolerated. The conference staff has the right to remove any participant that is in violation of this policy and no refunds of registration or travel fees will be granted.

Personal Property

The HEUG accepts no responsibility for loss or damage to personal property.

Personal Information

Please note that participation contact details will be kept on the HEUG database, which will only be used by HEUG. HEUG does not record or store credit card information. Unless an explicit request from a registrant to withhold contact information (through the registration form) is received, the registrant's information will be included in the list of all attendees, their affiliation institutions and email addresses that will be accessible to delegates and vendors at the conference. The email addresses will also be used to circulate last minute details and announcements of future HEUG events.

Photography/Audio and Video Recording

All HEUG conferences are held in a public space, therefore we do not prohibit participants, exhibitors, sponsors, news organizations and other companies from photographing or video or audio-taping some Conference activities. The HEUG reserves the right to use images taken at the Conference with your photograph and/or likeness in future marketing materials.

Soliciting at the Conference

We encourage attendees to support the paid sponsors and exhibitors who, in turn, are supporting the industry. However, suitcasing is prohibited at all HEUG Conferences. The HEUG reserves the right to escort any individual from the conference if they are reported to be soliciting in the Exhibitor Hall and are not a conference sponsor or exhibitor. We also encourage attendees not to listen to a sales pitch from a non-sponsor or exhibitor.


The HEUG has sole discretion, without refund, to refuse admittance to or expel from the conference anyone that is deemed to be behaving in a manner that could be disruptive to the conference or any other participant.

The HEUG reserves the right to close, alter, or cancel, without prior notice, any conference event, meal functions, sessions or other items relating directly or indirectly to the conference for any cause, or at any time.

Registration Payment

Registration fees must be paid in full before the rate increases to the next level (i.e. Early Bird to Advanced, etc.) If full payment has not been received, registrations will be canceled and attendees must re-register at the prevailing higher rate. This applies to registrants submitting bank/wire transfers, checks, and credit card payments that are incomplete for any reason.

  • All fee are payable in U.S. dollars except for HEUG ADU Conference.
  • MasterCard, VISA, Discover, American Express, and checks are accepted.
  • No purchase orders accepted.
  • Payment of on-site registration must be made using a credit card. No cash or checks will be accepted.

Registration Cancellation

All HEUG Conferences vary in their cancellation policy and dates. Please refer to the cancellation policy provided on the registration page of each conference website for exact details. It is highly recommended to consider transferring the registration to a different participant from your organization to take advantage of the learning opportunities provided at the HEUG conference.

Registration Transfer

Only one transfer is permitted per original registrant with written consent. The individual submitting the substitution request is responsible for all financial obligations associated with that substitution as well as updating any contact/demographic information. Please fill out the Registration Transfer Form and follow the instructions provided on the form for submission. Refunds will be made in the following ways

  1. For payments received by credit or debit cards, the same credit/debit card will be refunded**.
  2. For all other payments, a check will be made to the payee nominated account.

**Refunds may be in the form of a check if payment is unable to be credited to the credit/debit card (Ex: Refunds issued past 90 days of payment received, credit card is expired, etc.)

Policies Specific to Alliance Conference

Local Attendee

Attendees from organizations within 75 miles of the conference site or where organization travel guidelines will not allow an overnight stay due to close proximity may request a waiver of this requirement. Contact support@alliance-conference.com to request the exemption.

Attendee Guests

Guests of HEUG conference attendees must not be in an industry-related position. Co-workers or associates in the industry do not qualify. Registered guests are welcome to participate in the opening and closing receptions and the Keynote address.
All HEUG conference registered attendees and guests must be at least 21 years of age.


Accommodation costs are not included in the conference registration fee. Attendees are responsible for making their own lodging arrangements. Please note, to receive the Early Bird rate, attendees must stay at an official HEUG Conference Hotel and book through the official conference reservation system (Do not go directly to the hotel to book your room). Attendees will be asked for a confirmation number when starting the registration process. If the attendee changes to a hotel outside the conference block after registering, the attendee’s registration will be charged an adjustment to the prevailing conference rate. Conference staff audits this list several times to ensure booking is in the block for the early-bird rate.

Badge Scanning 

Attendees have the option to have their badge scanned at exhibit booths or vendor sessions/demos. When the badge is scanned by exhibitors and/or sponsors during the HEUG Alliance Conference, attendees are opting-in to receiving communications from that entity. Attendees will be subject to their communications and privacy policy and must opt-out with them directly.

*These Terms & Policies are subject to change without any prior notice.