Attendee Terms & Policies
By registering for and/or attending any HEUG-organized event, including the Alliance Conference and HEUG Regional Conferences (collectively, the "Event"), all participants agree to be bound by, and comply with, these Terms & Policies. It is the participant's responsibility to read and understand them.
Participants are responsible for taking appropriate insurance coverage in connection with their attendance at any Event. 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.
1. Registration Payment & Process
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 HEUG, 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.
Accepted payment methods vary by event — see the Payment Information page for details.
2. Cancellation Policy
Alliance Conference
November 4, 2026 – December 31, 2026: Cancellations received during this period will not incur any processing fees. This includes Registration, Workshop, and Guest Fees. All cancellation requests must be submitted in writing to support@alliance-conference.com.
January 1, 2027 – January 15, 2027: A $450 cancellation fee will apply to individual registrations. Alternatively, you may transfer your registration to On-Demand Access at no additional cost.
January 16, 2027 – March 7, 2027: No refunds will be issued for cancellations or no-shows during this period, regardless of the reason. Registrations can still be transferred to On-Demand Access free of charge.
HEUG Regional Conferences
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 regional-support@heug.org at least 30 days prior to the event start date.
Refunds will not be granted for cancellations submitted less than 14 days prior to the event start date, nor for no-shows.
Refunds (All Events)
Refunds will be processed within 30 days after the conference. Payments made via credit or debit card will be refunded to the same card. If the card transaction cannot be reversed (e.g., payment was made over 90 days ago, card has expired, etc.), a check will be issued. All other payments will result in a refund via check sent to the recorded payee's account.
Please note that cancelling your registration does not automatically cancel your hotel booking. Hotel cancellations must be handled separately according to the relevant event's Housing Policies.
3. Registration Transfers
Alliance Conference
Transfers of registration are allowed until January 15, 2027. Each original registrant is permitted one transfer, which requires written consent. The person requesting the transfer is responsible for any financial obligations related to the transfer and must update all contact and demographic information. To initiate a transfer, please reach out to support@alliance-conference.com.
HEUG Regional Conferences
Registration transfers must be submitted no later than 14 days prior to the 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 regional-support@heug.org.
4. Conference Program
The full conference agenda will be, or has been, posted; however, the program is subject to change.
5. Admittance, Participation and Behavior
Participants are expected to conduct themselves professionally at all conference functions. Obscene language, abusive behavior, or threatening behavior directed at or regarding conference participants or staff will not be tolerated. The conference staff has the right to remove any participant in violation of this policy. No refunds of registration will be granted.
The Conference Staff have sole discretion, without refund, to refuse admittance to or expel from the Event anyone deemed to be behaving in a manner that could be disruptive to the Event or any other participant.
Admission is restricted to persons 21 years of age and older, except as agreed in writing by HEUG.
Registration is non-transferable to another individual outside of the Registration Transfer process described in Section 3. HEUG reserves the right to remove anyone found sharing a single registration or badge among multiple individuals; that individual will be removed from the session(s) in progress, and if the same registration is found to be shared a second time, all associated individuals will lose access to the Event with no refund of registration.
Please refer to the HEUG Code of Conduct for more information.
6. Accessibility & Accommodation Requests
HEUG is committed to making its events accessible to all participants. Attendees requiring dietary accommodations, mobility assistance, interpretation services, or other accessibility accommodations should submit their request to the applicable event's support email (see Section 2) no later than 30 days prior to the event start date. HEUG will make commercially reasonable efforts to accommodate requests submitted after this date but cannot guarantee availability.
7. 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/mailing addresses that will be accessible to delegates and vendors of the conference. The email addresses will also be used to circulate last-minute details and announcements of future HEUG events.
For attendees located outside the United States, HEUG will handle personal information in accordance with applicable data protection law in the attendee's jurisdiction, including the General Data Protection Regulation (GDPR) where applicable. International attendees may direct privacy inquiries, including requests for access, correction, or deletion of personal information, to support@heug.org.
8. Personal Property
HEUG accepts no responsibility for loss or damage to personal property.
9. Photography, Audio and Video Recording
HEUG events 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. HEUG reserves the right to use images taken at the Event featuring your photograph and/or likeness in future marketing materials.
10. 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 events. The Conference staff reserve the right to escort any individual from the Event if they are reported to be soliciting in the Exhibitor Hall and are not a sponsor or exhibitor of the Event. We also encourage attendees not to listen to a sales pitch from a non-sponsor or non-exhibitor.
11. Event Cancellation, Postponement & Force Majeure
HEUG reserves the right to cancel an event due to low enrollment or other circumstances which would make the event non-viable. If HEUG cancels an event, registrants will be informed as soon as possible through the listed email address on their registration form and will be offered a full refund. Should circumstances arise that result in the postponement of an event, registrants will be automatically rolled into the new event but will have the option to either request a full refund or transfer registration by a listed date.
Force Majeure. HEUG shall not be liable for any failure or delay in holding an Event to the extent such failure or delay is caused by circumstances beyond HEUG's reasonable control, including but not limited to acts of God, natural disaster, fire, war, terrorism, civil unrest, labor strike, epidemic or public health emergency, or government order or regulation. If such circumstances prevent an Event from occurring as scheduled, HEUG may, at its discretion, reschedule the Event, hold it virtually, or cancel it. In the event of cancellation due to such circumstances, refunds will be limited to any portion of fees paid in excess of costs and commitments already incurred by HEUG in connection with the Event.
If, for any reason, HEUG must cancel an event, HEUG accepts no responsibility for covering travel, hotel, or other costs incurred by delegates and guests.
12. Liability Waiver
I understand that travel and gathering involves inherent risk, including but not limited to risk of illness (such as COVID-19 or other communicable disease), personal injury, and loss of or damage to personal property. 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, death, or property loss or damage due to travel to or attendance at an event sponsored by HEUG, except to the extent caused by the gross negligence or willful misconduct of HEUG.
I will take necessary precautions and abide by all safety protocols implemented on-site for the event and agree not to attend any HEUG event if I feel ill or had recent exposure to a communicable disease. HEUG will continue to diligently monitor conditions relevant to attendee health and safety and reserves the right to modify health screening protocols at its discretion. We will keep all participants updated through the email address listed on their registration form as circumstances warrant, 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.
13. Governing Law
These Terms & Policies shall be governed by and construed in accordance with the laws of the District of Columbia.
*These Terms & Policies are subject to change without any prior notice.