Exhibitor Terms & ConditionsBe an Exhibitor


PLEASE READ CAREFULLY. THE FOLLOWING INFORMATION IS CONSIDERED PART OF THE EXHIBITOR CONTRACT TERMS AND CONDITIONS.

It is the responsibility of each exhibiting partner to know and understand these rules & regulations.

These rules and regulations are a bona fide part of the contract for exhibit space with the Higher Education Users Group Conference, hereinafter referred to as Alliance, which is organized and managed by members of the Higher Education Users Group Conference Committee, hereinafter referred to as the Show Management. On behalf of Alliance, the Show Management reserves the sole right to render all interpretations, amend and enforce these regulations and to establish any and all further regulations not specifically covered below to assure the general success and well-being of Alliance.

Exhibiting partners must have existing clients who are eligible to be members of HEUG or PSUG with a business focused on Oracle application software, or be an Oracle Applications partner, or represent a product or service that complements Oracle applications and provides unique opportunities for the Alliance membership. Alliance is a unique opportunity to network with representatives of many different institutions, and with other exhibiting partners, in the sharing of implementation strategies and experiences. The Show Management reserves the right to decline, prohibit, deny access, or remove, any exhibit which in its sole judgment is contrary to the character, objectives, and best interests of Alliance or its attendee audience. This reservation includes, but is not limited to, any violation of any public policy, or these rules and regulations, and extends to persons, things, printed matter, products, and conduct. The Show Management reserves the right to refuse applications of concerns not meeting standards required or expected, as well as the right to curtail exhibits or parts of exhibits that reflect against the character of the meeting. The Show Management’s decision and interpretation shall be accepted as final in all cases.

Each exhibitor, for himself, his employees, and his contractors, agrees to abide by these regulations and by any amendments or additions hereafter made by the Show Management.

1. VALID APPLICATION FOR SPACE AND SPONSORSHIP.
Applicants for exhibit space and conference sponsorship are required to execute and forward the Application and Contract for Exhibit Space.

2. PAYMENT FOR SPACE.
Upon receipt and acceptance of the Exhibitor sponsorship purchase by Show Management an invoice will be prepared and can be paid online or via check. Payment is due immediately. All booth and sponsorship payments are to be made payable to “The Higher Education User Group” (in U.S. funds). All checks must be mailed, along with a copy of the invoice to:
HEUG ALLIANCE Conference
c/o Tate & Tryon
2021 L Street NW, Suite 400
Washington, DC 20036

NOTE: Attendee Registration Codes and Logo/Link on website exhibitor list WILL NOT be assigned until the payment has been received.

3. CANCELLATION AND REFUNDS.

Cancellation of sponsorship must occur no later than 60 days prior to the first day of the event. Any cancellations after this point in time will result in no refunds. If no payment has been received at the time the partner cancels, the partner is considered to have a debt with the HEUG organization in the amount of the sponsorship(s) agreed upon in their original application. Until this debt is paid in full, that partner is unable to participate in any subsequent events with the HEUG.

If a partner wishes to pursue the no refund for cancellation in the terms and condition , the Account Executive with Higher Logic for the HEUG Board , HEUG Board Vice President of Finance, and the HEUG Board Partner Relations representative will review the partner appeal in writing and make the determination. This decision will be final and upheld by HEUG Board.

4. CANCELLATION, TERMINATION, OR POSTPONEMENT BY SHOW MANAGEMENT. 

In the event that any unforeseen occurrence shall render the fulfillment of this agreement impossible by Alliance, the parties shall mutually amend or terminate this agreement at Show Management’s option. Exhibitor hereby waives any claim against Show Management for damages or compensation. Show Management shall not be financially liable in the event the show is interrupted, cancelled, moved, or dates changed, except as provided herein.

5. ASSIGNMENT OF BOOTH LOCATION.
Wherever possible, booth locations will be assigned based upon exhibitor’s stated preferences, level of sponsorship, and timing of receipt of contract. The Show Management, however, reserves the right to make the final determination of all booth assignments in the best interests of the Alliance.

6. USE OF BOOTH, SUBLETTING BOOTH.
No exhibitor may assign, sublet, or apportion his booth to or with another business entity or individual without the express permission in writing from the Show Management. No exhibitor may show or demonstrate products or services other than those manufactured or handled in the normal course of his business.

7. OPERATION OF EXHIBITS.
The Show Management reserves the right to restrict the operation of, or evict completely, any exhibit which, in its sole opinion, detracts from the general character of Alliance as a whole. This includes, but is not limited to, an exhibit which, because of noise, flashing lights, method of operation, display of unsuitable material, or changes in exhibitor’s business relationships with Higher Education or Oracle, is determined by the Show Management to be objectionable to the successful conduct of Alliance as a whole. All demonstrations or other promotional activities must be confined to the limits of the booth space. Each exhibitor is responsible for keeping the aisles near its exhibit space free of congestion caused by demonstrations or other promotions.

8. BOOTH SET-UP
Booth Set-up must be complete by the time noted on the conference website for Exhibitor Move-in. If the exhibitor is not present in the vendor hall setting up their booth 1 hour prior to end of vendor move-in timeframe for 10 x 20 booths or smaller, or 2 hours prior to end of vendor move-in timeframe for 20 x 20 booths or larger show management reserves the right to have the show decorator set-up their booth if the booth is present. All costs for the set-up and related charges will be billed to the exhibitor.

9. PROMOTIONAL MATERIALS AND MARKETING ACTIVITIES.
Alliance is intended to be a forum for the exchange of information pertaining to the implementation and support of PeopleSoft/Oracle applications in the Higher Education and Public Sector. Exhibitor participation is intended to support that objective and is not a direct sales. Exhibitor also agrees that the use and distribution of promotional materials at or around the conference facility, in exhibit areas, session areas, hotel, etc. (i.e. anywhere other than the Exhibitor booth), including but not limited to flyers, circulars, and souvenirs, is subject to approval by the Show Management.
This includes any materials to be included in the attendee coupon book as an optional service that Exhibitor has contracted for. The Exhibits Chair must receive approval requests and samples related to such marketing materials. Show management will not make attendee registration information available to exhibitors unless stated otherwise in the prospectus. However, exhibitors may collect this information at their booth when provided voluntarily by each attendee.  Other options are available to sponsoring exhibitors please contact the exhibit chair.

10. EXHIBITOR KIT, OFFICIAL EXHIBITS CONTRACTOR.
The Exhibitor Kit will be made available on the conference web site. It can be downloaded and as such will not be mailed in printed form. All policies, rules, and regulations contained in the Exhibitor Kit or its equivalent as provided by Show Management are hereby incorporated by reference and made part of this contract. The kit has been assembled by our official exhibits contractor, Freeman, Inc., and provides information pertaining to exhibits hours, setup and take down times, standard booth information, shipping instructions and cutoff dates, freight storage costs, etc. It is the responsibility of each exhibitor to obtain this information and to ensure that they are aware of all rules, guidelines, and critical dates regarding set up, take down, acceptable display configurations, and shipping, as well as any additional services required such as electrical, audio/video, etc. Exhibitors wishing to have displays that do not conform to the standard booth layout must provide the Exhibits Chair with a copy of their proposed display plans for approval.

11. EXHIBITOR’S AUTHORIZED REPRESENTATIVE.
The exhibiting firm assumes full responsibility for its authorized representative to follow all Alliance Rules and Regulations.

12. EXHIBITOR BADGES, REGISTRATION & EXHIBIT STAFFING.
Exhibitor staff must register as regular attendees through the online registration system, or onsite (at prevailing rates), and must accept the terms and conditions associated with the conference registration. Exhibitor booths must be staffed at all times during show hours. Exhibitor’s must not pack, remove, or dismantle, their booth prior to the close of the show. Exhibitor staff not on booth duty, with a full conference badge, may attend conference sessions. 

13. LIABILITY AND INSURANCE.
All property of the exhibitor remains under his custody and control in transit to and from the exhibit hall and while it is in the confines of the exhibit hall. Neither the Show Management, its service contractors, the management of the exhibit hall, nor any of the officers, staff members, or directors of any of the same are responsible for the safety of the property of exhibitors from theft, damage by fire, accident, vandalism, or other causes, and the exhibitor expressly waives and releases any claim or demand he may have against any of them by reason of any damage or loss of any property of the exhibitor. It is recommended that exhibitors obtain adequate insurance coverage, at their own expense, for property loss or damage and liability for personal injury.

14. INDEMNIFICATION (SHOW MANAGEMENT & ALLIANCE).
Exhibitor agrees that it will indemnify and hold and save Show Management whole and harmless of, from, and against all claims, demands, actions, damages, loss, cost, liabilities, expenses and judgments recovered from or averted against Show Management on account of injury or damage to person or property to the extent that any such damage of injury may be incident to, arise out of, or be caused, either proximately or remotely, wholly or in part, by an act, omission, negligence or misconduct on the part of Exhibitor or any of its agents, servants, employees, contractors, patrons, guests, licensees or invitees or of any other person entering upon the Premises leased hereunder with the express or implied invitation or permission of Exhibitor, or when any such injury or damage may in any other way arise from or out of the occupancy or use by Exhibitor, its agents, servants, employees, contractors, patrons, guests, licensees or invitees of the Premises leased hereunder. Such indemnification of Show Management by Exhibitor shall be effective unless such damage or injury may result from the sole negligence, gross negligence or willful misconduct of Show Management. Exhibitor covenants and agrees that in case Show Management shall be made a party to any litigation commenced by or against Exhibitor or relating to this lease or the Premises leased hereunder, then Exhibitor shall and will pay all costs and expenses, including reasonable attorney’s fees and court costs. Incurred by or imposed upon Show Management by virtue of any such litigation.
Property Damage. Neither Show Management nor Exhibitor shall be responsible for any loss of or damage to property of the other party hereto, including, but not limited to, loss or damage occasioned by theft, fire, smoke, acts of God, public enemy, riot, civil commotion, or other insurable casualty, and Show Management and Exhibitor expressly waive any claim for liability against the other party hereto with respect to any such loss or damage. Accordingly, it shall be the responsibility of Show management and Exhibitor, respectively, to secure its own insurance or otherwise protect itself and its property against such loss or damage.

Use of Certain Property. Exhibitor will assume all costs arising from the use of patented, trademarked, or franchise materials, devices, processes or dramatic rights used on or incorporated in the exhibitor’s space. Exhibitor shall indemnify, defend and hold harmless Alliance, Show Management, facility management, and their officers, directors, members, agents and employees from and against all claims, demands, suits, liability, damages, losses, costs, attorneys’ fees and expenses of whatever kind or nature, which might result from or arise out of use of such material(s) described above.

15. WAIVER.
Show Management shall not be deemed to waive any of its rights hereunder unless such waiver is explicitly stated as a waiver in writing and signed by Show Management. No delay or omission by Show Management in exercising any of its rights shall operate as a waiver of such rights and a waiver of rights in writing on one occasion shall not be construed as a consent to, or a waiver of, any right or remedy on any future occasion.

16. ATTORNEYS’ FEES.
Should Show Management find it necessary to employ an attorney or attorneys to enforce any of the provisions of this agreement to protect in any manner its interest or interests under this agreement. Show Management, if it is the prevailing party, shall be entitled to recover from the other party all reasonable costs, charges, and expenses including attorneys’ fees.

17. AMERICANS WITH DISABILITIES ACT.
Exhibitors acknowledge their responsibilities under the Americans with Disabilities Act (hereinafter “Act”) to make their booths accessible to handicapped persons. Exhibitor shall also indemnify and hold harmless Alliance, Show Management, and facility against cost, expense, liability or damage which may be incident to, arise out of or be caused by Exhibitor’s failure to comply with the Act.

18. SOCIAL FUNCTIONS/SPECIAL EVENTS.
Any social function or special event planned by an exhibiting company, to take place during the Alliance conference, must be pre-approved by Show Management.

19. OTHER REGULATIONS.
Any and all matters not specifically covered by the preceding rules and regulations shall be subject solely to the decision of Show Management. THE SHOW MANAGEMENT SHALL HAVE FULL POWER TO INTERPRET, AMEND, AND ENFORCE THESE RULES AND REGULATIONS, PROVIDED ANY AMENDMENTS, WHEN MADE, ARE BROUGHT TO THE NOTICE OF EXHIBITORS. EACH EXHIBITOR, FOR HIMSELF AND HIS EMPLOYEES, AGREES TO ABIDE BY THE FOREGOING RULES AND REGULATIONS AND BY ANY AMENDMENTS OR ADDITIONS THERETO IN CONFORMANCE WITH THE PRECEDING SENTENCE.

20. CHILDREN AND MINORS.
Children under the age of 16 are not allowed on the tradeshow floor during move-in and move-out.  All Alliance registered attendees and guests must be at least 18 years of age.

21. Vendor Submissions

Primary presenters of vendor sessions do not receive complimentary or discounted registrations.
Primary presenters of vendors sessions you must register for the conference by February 9, 2018, or risk having your session(s) removed from the schedule. Sessions cancelled due to failure to register by deadline are forfeited outright.

For Additional Sponsorship Questions email us at exhibitors@heug.org or call (602) 845-5972