Exhibitor Kit

Thank you for participating as a Sponsor for the MIDHEUG Alliance 2019 Conference, October 10-11 at DoubleTree Suites & 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
DoubleTree Suites & Conference Center
2111 Butterfield Rd.
Downers Grove, Illinois 60515

Conference Website 
Conference Program/Agenda 
Bump-in/setup/move-in for Sponsor exhibits will be from 9:00 AM - 12:00 PM, Thursday, October 10.

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 10 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 10
Exhibitor/Sponsor set-up: 9:00 - 12:00
Lunch: 11:45 - 12:45
(Please note: Lunch is not provided unless you purchased a boxed lunch for $17.00 when registering)
Session hours: 1:00 - 5:10
Afternoon Break: 2:00 - 3:00 
Conference Social Event: 5:30 - 7:30

Friday, October 11
Continental Breakfast: 7:30 - 8:30
Session hours: 8:30 - 12:50
Morning Break: 10:10 - 10:40
Exhibitor/Sponsor tear-down: 12:00 - 1:00  

*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 for Sponsor exhibits will commence from 12:00 - 1:00, October 11. Please ensure all goods are removed from the area by 1:30 on October 11.

Please note that exhibitors should take all items offsite with them during bump out, the venue is unable to store items.
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. Please ship items with "MIDHEUG Alliance 2019" and your company’s name on the label/box no earlier than October 7 to the address below:

DoubleTree Suites
MIDHEUG Event (Vendor Name)
2111 Butterfield Road
Downers Grove, IL 60515

Outbound shipping: Due to limited storage spaces, we would suggest exhibitors handle their own outbound shipping on their own and arrange all outgoing delivery to be picked up on October 11. 

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 MIDHEUG Alliance Conference attendees.
Please visit the Venue & Accommodations page for parking information and other ways to get to DoubleTree Suites & Conference Center.
External Supply of Food and Beverage
No food and beverage may be brought onto the DoubleTree Suites & Conference Center premises. If you have a special request or requirement, please contact Carol Valora, MIDHEUG Alliance 2019 Meeting Planner at cvalora@heug.org.
DoubleTree Suites & Conference Center will maintain security throughout the building. Whilst every reasonable precaution is taken, the Organisers and the DoubleTree Suites & 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 DoubleTree Suites & 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.
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. Please contact Carol Valora at cvalora@heug.org for any further information.
Conference/Exhibition Contacts
Meeting Planner and On-site Contact
Higher Education User Group/HEUG
Carol Valora
Email : cvalora@heug.org

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