Exhibitor Kit

Thank you for participating as a Sponsor for the NWHEUG Alliance 2019 Conference, August 5-6 at The Centennial Hotel. We are expecting 150+ participants for this exciting regional event, and we look forward to seeing you!

Quick Access Links

Exhibitor/Sponsor Show Location
The Centennial Hotel 
303 West North River Drive
Spokane, WA 99201

Conference Website - www.heug.org/nwheug
Conference Program/Agenda - www.heug.org/page/nwheug19agenda
Bump-in/setup/move-in for Sponsor exhibits will be from 9:00 AM - 11:30 AM, August 5.

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 150, not including exhibitors.

All Sponsors must be set-up by 11:30 AM on Monday, August 5 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, August 5 
Exhibitor/Sponsor set-up: 9:00 - 11:30
Pre-Conference Workshops: 9:00 - 11:30
Welcome Lunch/Keynote: 11:30 – 12:50
Session hours: 1:00 - 5:30
Afternoon Break: 2:50 - 3:20 

Tuesday, August 6 
Continental Breakfast: 7:30 -8:30
Session hours: 8:30 - 12:40
Morning Break: 10:20 - 10:50
Exhibitor/Sponsor tear-down: 11:00 - 12:40 

*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 11:00 AM - 12:40 PM, August 6. Please ensure all goods are removed from the area by 12:40 PM on August 6.

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*: A shipping label for the delivery of all goods to The Centennial Hotel is located here. Please complete the details on the form and affix a label to each package being delivered. 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 Shipping and Receiving Department at the hotel.

Outbound shipping*: Service charge on top of shipping charge would be incurred for all outbound shipment by Hotel Shipping and Receiving Department. 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 Tuesday, August 6 at 3:00 PM.

*Download the Vendor Shipping form with more shipping information at The Centennial Hotel: Vendor Shipping Form

Internet Connection
Wireless internet connection is provided complimentary to all NWHEUG Alliance Conference attendees.
Please visit this page for parking information and other ways to get to The Centennial Hotel.
External Supply of Food and Beverage
No food and beverage may be brought onto The Centennial Hotel premises. If you have a special request or requirement, please contact Michelle Goytia, NWHEUG Alliance 2019 Meeting Planner at mgoytia@heug.org.
The Centennial Hotel will maintain security throughout the building. Whilst every reasonable precaution is taken, the Organisers and The Centennial Hotel 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 Centennial 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 Michelle Goytia at mgoytia@heug.org for any further information.
Conference/Exhibition Contacts
Meeting Planner and On-site Contact
Higher Education User Group/HEUG
Michelle Goytia
Email : mgoytia@heug.org

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