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Exhibitor Kit


Thank you for participating as a Sponsor for the SEARUG Alliance 2019 Conference, October 3-4, 2019 at Florida State Conference Center. We are expecting 200+ participants for this exciting regional event, and we look forward to seeing you!

Quick Access Links

Exhibitor/Sponsor Show Location
Florida State Conference Center
555 W Pensacola St
Tallahassee, FL 32306
Download SEARUG 2019 Map

Conference Website - www.heug.org/SEARUG
Conference Program/Agenda - https://www.heug.org/p/cm/ld/fid=3209
Bump-in/Setup/Move-in
Bump-in/setup/move-in for Sponsor exhibits will be from 9:00 AM – 12:00 PM, Thursday, October 3.

Included with your Exhibitor package is one draped 8’ 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). The projected number of attendees is 200, not including exhibitors.

All Sponsors must be set-up by 12:00 PM on Thursday, October 3 in time for the start of the conference.
Exhibitor Show and Conference Schedule

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 3
Exhibitor/Sponsor set-up: 9:00 - 12:00 
Workshop hours: 10:00 – 12:00
Registration Check-In: 12:30 
Session Hours: 3:10 - 5:20
Afternoon Break: 4:00 - 4:30 

Friday, October 4
Registration Check-In and Breakfast: 7:30 - 8:30
Session hours: 8:30 - 3:05
Morning Break: 9:30 - 10:00
Lunch: 11:50 - 1:15
Exhibitor/Sponsor tear-down: 3:30-5:00

*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.

Bump-out/Tear-down/Move-out
Bump-out/Tear-down/Move-out for Sponsor exhibits will commence from 3:30 PM - 5:00 PM, Friday, October 4. Please ensure all goods are removed from the area by 5:00 PM on October 4.
Delivery Instructions
Inbound shipping: Delivery within 3 days prior to event date would be highly recommended since limited storage space. On event day, each exhibitor has to collect these items from the store room/registration check-in area. Please ship items with "SEARUG Alliance 2019" and your company’s name on the label/box no earlier than September 26 to the address below:

Florida State Conference Center
Attn: Hayden Hritz
555 W. Pensacola St.
Tallahassee, FL 32306
HEUG/SEARUG Alliance 2019 - YOUR COMPANY NAME

Outbound shipping: It is the Exhibitor’s responsibility to schedule pick-up of all materials 24 hours in advance via your preferred carrier (UPS, FedEx, USPS). Once pick up is scheduled with the carrier and after Exhibitor hours on Friday, October 4, please leave items to be picked up in the store room/registration check-in area.

You are required to bring your own packing tape - we will not have any onsite to provide.
Internet Connection
Wireless internet connection is provided complimentary to all SEARUG Alliance Conference attendees. Select the "FSU Guest" network and follow the instructions to login. 
Parking
Please visit the Venue & Accommodations for parking information and other ways to get to Florida State Conference Center.
External Supply of Food and Beverage
No food and beverage may be brought onto the Florida State Conference Center premises. If you have a special request or requirement, please contact Hillary Chambers, SEARUG Alliance 2019 Meeting Planner at hchambers@heug.org.
Security
Florida State Conference Center will maintain security throughout the building. Whilst every reasonable precaution is taken, the Organisers and the Florida State Conference Center accept no responsibility for any loss or damage occurring to persons or property at the exhibition.
Hosted Events (Outside of US Regional Alliance Conference Schedule)
Any Sponsor that is planning to host an in-conjunction-with event must arrange this separately with the Florida State Conference Center or respective venue. These events may only be held outside of any official US Regional Alliance conference events.

As a courtesy, we would appreciate if you could please advise us of any other event plans, so that we have this information prior to the event.
Exhibitor 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. Please contact Hillary Chambers at hchambers@heug.org for any further information.
Conference/Exhibition Contacts
Meeting Planner and On-site Contact
Higher Education User Group/HEUG
Hillary Chambers
Email : hchambers@heug.org

Exhibitor Related Questions
Higher Education User Group/HEUG
Tom Chambers
Email : tchambers@heug.org