Attendee Terms and Policies

Attendee Terms and Policies

Registration Agreement, Registration Process and Payment Methods

By registering for and/or attending any of the Higher Education User Group Regional Conferences (HEUG Regional 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.

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

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 and confirmed by the Conference Office, registrations will be cancelled, 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. Payment of on-site registration must be made using a credit card. No cash or checks will be accepted on-site.
Accommodation costs are not included in the conference registration fee. Attendees are responsible for making their own lodging arrangements.

Please refer to the Payment Information page for more details.

Cancellation Policy
A processing fee will not be applied to any HEUG Regional Conference registration or workshop fee, if written notice of cancellation is sent via email to 14 days prior to event start date. Refunds will be processed within 30 days after the conference.

Refunds for any HEUG Regional Conference registration or workshop fee will not be granted after 14 days out from the event start date, nor will refunds be given for no-shows.

Refunds will be made using the following methods:
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 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.)
Transfer Policy
Transfer of registration is permitted 14 days prior to event start date. Only one transfer is permitted per original registrant with written consent. The individual submitting the transfer request is responsible for all financial obligations associated with that substitution as well as updating any contact/demographic information. Download the transfer request form, fill it out, and email it to
Conference Program
We will/have posted the full conference agenda; however, the program is subject to change.
Admittance, Participation and Behavior at HEUG Regional Alliance Conference Events

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

The Conference Staff have 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 attendee.

Please refer to the HEUG Code of Conduct for more information.

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 the Conference Office has received an explicit request from a registrant to withhold his/her contact information (through the Registration Form), 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 exhibitors of the conference. The email addresses will also be used to circulate last minute details and announcements of Regional events and future HEUG conferences.
Personal Property
HEUG Regional Conference accepts no responsibility for loss or damage to personal property.
Photography, Audio and Video Recording
HEUG Regional Conference is 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. HEUG Regional Conference 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 or outboarding is prohibited at HEUG Regional Conferences. The Conference staff reserve the right to escort any individual from HEUG Regional Conferences if they are reported to be soliciting in the Exhibitor Hall and are not an HEUG Regional Conference sponsor or exhibitor. We also encourage attendees not to listen to a sales pitch from a non-sponsor or exhibitor.
Liability Waiver

I understand that travel and gathering involves risk of illness, including illness from COVID-19. I (and on behalf of my guest(s)) waive and release HEUG and its sponsors and exhibitors, and their volunteers and agents, from and against claims, liabilities and expenses arising from injury, illness or death from contraction or spread of COVID-19 or other communicable disease due to travel to or attendance at an event sponsored by HEUG.

I will take necessary precautions and abide all safety protocols implemented on-site for the event and agree to not attend any HEUG event if I feel ill or had recent exposure to a COVID-19 case. HEUG will continue to diligently monitor all conditions related to COVID-19 between now and the start of the conference event. HEUG reserves the right to modify health screening protocols at their discretion. This is a very fluid time, and we will continue to evaluate what is needed to ensure your safety. We will keep all participants updated as we get closer to the event. We will also keep all participants updated through the email address listed on their registration form as we get closer to the event and as a condition of participation you agree to follow all protocols.

This waiver and release are binding on me and my heirs and successors.

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