Members get the best rates! Join HEUG Today

Exhibitor Kit

Thank you for participating as a Sponsor and we look forward to seeing you!

Quick Access Links

Exhibitor Registration Information

Each sponsor receives an allotted number of registrations for HEUG Regional Alliance Conferences based on their level of sponsorship. These initial registrations are to be used for the presenters of the session that was approved by the planning team. Additional passes are available for purchase at a prevailing rate. When you register, be sure to enter your COMPANY NAME to receive your first passes at no additional charge. After those passes have been redeemed, you can still register additional attendees using your company name and the prevailing rate will be required.

To register, you must have a HEUG Profile. If you, or the person you are registering, need a HEUG Profile please fill out this form.

Register for EMEA Alliance Register for Southeast Alliance Register for Southwest Alliance Register for Alliance Down Under Register for Canada Alliance

East Midlands Conference Centre
Nottingham, United Kingdom

EMEA Sponsor Information

EMEA Location Details

McKimmon Center for Extensions & Continuing Education
Raleigh, North Carolina

SEARUG Sponsor Information

SEARUG Location Details

California State University, Fullerton
Fullerton, California

SWHEUG Sponsor Information

SWHEUG Location Details

Griffith University, Nathan Campus
Brisbane, Australia

ADU Sponsor Information

ADU Location Details

University of Waterloo
Waterloo, Ontario

CANADA Sponsor Information

CANADA Location Details

Please visit the HEUG Regional Alliance Conference venue information section of the conference page for parking and transportation information.

Exhibitor Hours

The Exhibitor/Sponsor show area will be open for all functions as per the times below. Please note breaks will take place in the show area for additional networking time.


Thursday, October 20th

Exhibitor/Sponsor set-up 7:00 AM-9:30 AM
Session hours: 8:00 AM – 5:15 PM
Lunch: 1:00 PM – 2:00 PM
Afternoon Break: 3:15 PM - 3:30 PM
Afternoon Break: 4:15 PM - 4:30 PM
Welcome Reception: 6:30 PM - 11:00 PM

Friday, October 21st

Session hours: 9:00 AM – 4:30 PM
Morning Break: 9:45 AM – 10:00 AM
Break: 11:30 AM – 11:45 PM
Lunch: 12:30 PM – 1:30 PM
Exhibitor/Sponsor tear-down: 1:30 PM

Thursday, October 20th

Exhibitor/Sponsor set-up: 7:00 AM – 9:30 AM
Session hours: 8:00 AM – 5:15 PM
Morning Break: 10:15 AM – 10:45 AM
Lunch: 12:00 PM – 1:00 PM
Afternoon Break: 3:30 PM - 4:00 PM
Networking Social: 5:30 PM - 7:00 PM

Friday, October 21st
Session hours: 9:00 AM – 4:30 PM
Morning Break: 10:00 AM – 10:30 AM
Lunch: 11:45 AM – 12:45 PM
Exhibitor/Sponsor tear-down: 1:00 PM

Monday, October 24th

Exhibitor/Sponsor set-up: 11:00 AM – 12:15 PM (Pavilion AB)
Session hours:  1:00 PM – 5:00 PM
Afternoon Break: 3:15 PM – 3:45 PM

Tuesday, October 25th

Session hours: 9:00 AM – 4:30 PM
Morning Break: 10:00 AM – 10:30 AM
Lunch: 11:45 AM – 12:45 PM
Exhibitor/Sponsor tear-down: 1:00 PM

Thursday, November 3rd

Exhibitor/Sponsor set-up 7:00 AM-9:00 AM
Session hours: 9:00 AM – 4:30 PM
Networking 10:35 AM-11:00 AM
Lunch: 12:30 PM – 1:15 PM
Networking 3:00 PM-3:15 PM
Welcome Reception: 6:00 PM - 8:00 PM

Friday, November 4th

Session hours: 8:00 AM – 4:30 PM
Morning Break: 11:00 AM-11:15 AM
Lunch and Networking: 12:45 PM- 1:30 PM
Exhibitor/Sponsor tear-down: 2:00 PM

Monday, November 7th

Exhibitor/Sponsor set-up 6:00 AM-7:00 AM
Session hours: 8:00 AM – 5:15 PM
Welcome/Opening: 9:00 AM- 10:00 AM
Break: 10:00 AM- 10:15 AM
Lunch: 1:00 PM – 2:00 PM
Afternoon Break: 2:45 PM - 3:30 PM
Welcome Reception: 4:30 PM - 6:30 PM

Tuesday, November 8th

Session hours: 8:00 AM – 4:30 PM
Morning Break: 11:15 AM-11:45 AM
Exhibitor/Sponsor tear-down: 2:00 PM

The schedule is subject to change and updates. Exhibitors/Sponsors are not required to be at your booth at all times, though it is advised to have a representative present during conference hours, especially during breaks.

Move-in & Move-out

Included with your Exhibitor package is one draped 6’ table, 2 chairs, wireless internet access, and two (2) full registrations. Tables are not assigned and available on a first come, first served basis. Power strips are not included. You may also provide giveaways and/or door prizes (value must be less than $50 in accordance with conference rules).


Thursday , October 20th 7:00 AM-9:30 AM

Friday, October 21st  at 1:30 PM


Thursday, October 20th at 7:00 AM
Must be set up by 9:15 AM


Friday, October 21st at 1:00 PM
Must be removed by 4:00 PM


Monday, October 24th at 11:00 AM
Must be set up by 12:15 PM


Tuesday, October 25th at 1:30 PM
Must be out by 3:30 PM

Thursday, November 3rd 7:00 AM-9:00 AM


Friday, November 4th at  2:00 PM

Exhibitor/Sponsor set-up 6:00 AM-7:00 AM


Exhibitor/Sponsor tear-down: 2:00 PM

All Exhibitors must be set-up by the start of their HEUG Regional Alliance Conference. All Exhibitors must be set-up by the start of their HEUG Regional Alliance Conference. Exhibitors should take all items offsite with them during move out, the venue is unable to store items.

Delivery Instructions
Inbound shipping: Please ship items to the hotel you are staying at and bring them with you. HEUG Regional Alliance Conference venues are not responsible for accepting deliveries.
Outbound shipping: We recommend finding a FedEx or UPS center near the venue to ship any items.
Event Mobile App
In order to make edits to the company’s profile on the Event Mobile App Exhibitor Management Portal, you must be the primary contact for your company. View instructions on editing your company's profile online.
NOTE: the Exhibitor Management Portal is currently only accessible through the desktop browser site (not the app).
Exhibitor Portal for EMEA Alliance Exhibitor Portal for Southeast Alliance Exhibitor Portal for Southwest Alliance Exhibitor Portal for Alliance Down Under Exhibitor Portal for Canada Alliance
Internet Connection
Wireless internet connection is provided complimentary to all HEUG Regional Alliance Conference attendees. Connection information will be available at the registration desk.
Vendor Speaking Sessions
A LCD projector, wireless internet and sound in the larger rooms, will be available. Presenters must bring their own laptop and any adaptors if applicable.
External Supply of Food and Beverage
No food and beverage may be brought onto the premises of any HEUG Regional Alliance Conference. If you have a special request or requirement, please contact support.
All HEUG Regional Alliance Conference venues will maintain security throughout the building. Whilst every reasonable precaution is taken, HEUG and the venue accept no responsibility for any loss or damage occurring to persons or property at the exhibition.
Hosted Events (Outside of HEUG Regional Alliance Conference Schedules)
Any Sponsor that is planning to host an in-conjunction-with event must arrange this separately with the venue, accomodations, or respective place. These events may only be held outside of any official conference events.
As a courtesy, please notify us of any other event plans prior to the event.
Conference & Exhibition Contacts
Meeting Planner and On-site Contact 
Hillary Chambers
Email: hchambers@heug.org

Vendor Related Questions

Tom Chambers
Email: tchambers@heug.org