Exhibitor Kit
Thank you for participating as a Sponsor for the NERUG Alliance 2019 Conference, September 23-24, 2019 at Clarion Inn Frederick Event 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 |
| Clarion Inn Frederick Event Center 5400 Holiday Dr. Frederick, MD 21703 Conference Website - www.heug.org/nerug Conference Program/Agenda - www.heug.org/page/nerugagenda |
| Bump-in/Setup/Move-in |
| Bump-in/setup/move-in for Sponsor exhibits will be from 7:00 AM – 11:00 AM, September 24. 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 11:00 AM on Tuesday, September 24 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. Monday, September 23 Workshop (additional cost): 3:00 PM - 5:00 PM Social Reception: 6:00 PM - 8:00 PM Tuesday, September 24 Arrival Coffee: 7:30 AM – 8:30 AM Session hours: 8:30 AM - 4:20 PM Morning Break: 11:00 AM - 11:30 AM Lunch: 12:20 PM - 1:10 PM Afternoon Break: 3:00 PM – 3:30 PM Exhibitor/Sponsor tear-down: 3:30 PM - 4:30 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. |
| Bump-out/Tear-down/Move-out |
| Bump-out/Tear-down/Move-out for Sponsor exhibits will commence from 3:30 PM - 4:30 PM, September 24. Please ensure all goods are removed from the area by 4:30 PM on September 24. 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: Include your company name, C/O Joan Cabrera, NERUG 2019 and 9/23 on the address label. The shipping address is: Clarion Inn Frederick Event Center 5400 Holiday Dr. Frederick, MD 2170 |
| Outbound shipping: Outbound packages should have the return label affixed. UPS comes most days. FedEx returns need to be scheduled/called in. |
| Internet Connection |
| Wireless internet connection is provided complimentary to all NERUG Alliance Conference attendees. |
| Parking |
| Please visit this page for parking information and other ways to get to Clarion Inn Frederick Event Center. |
| External Supply of Food and Beverage |
| No food and beverage may be brought onto the Clarion Inn Frederick Event Center premises. If you have a special request or requirement, please contact Carol Valora, NERUG Alliance 2019 Meeting Planner at cvalora@heug.org. |
| Security |
| Clarion Inn Frederick Event Center will maintain security throughout the building. Whilst every reasonable precaution is taken, the Organizers and the Clarion Inn Frederick Event 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 Clarion Inn Frederick Event 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 |