Thursday

1:00 – 5:00pm – Registration/Information opens
2:00 – 5:00pm – General Sessions
5:00 – 6:30pm –  Welcome Reception (sponsored by AFCO Direct)
6:30 – 9:00pm – Dinner groups

Friday

7:30 – 9:00am – Breakfast with the Sponsors
9:00 – 12:30pm – General Sessions
12:30 – 2:00pm – Lunch with the Sponsors
2:00 – 5:00pm – General Sessions
6:30 – 8:00pm – Retreat Dinner (sponsored by Producer XL)
8:30 – 10:00pm – S’mores by the Fire

Saturday

6:30 – 7:30am – Optional: Sound bath
7:30 – 9:00am – Breakfast with the Sponsors
9:00 – 12:45pm – General Sessions

Download the full agenda here.

Grand Hyatt Vail
1300 Westhaven Drive, Vail CO 81657

Meeting Room: Cascade Ballroom

There is a block of rooms reserved for our event at a discounted price. Must book rooms by September 10, 2025 to guarantee the rate, or until the hotel is sold out (whichever is sooner).

HUG RATE at the Grand Hyatt Vail: $259/night (includes the $30/night resort fee) plus taxes. This rate will be honored for 3 days before the event and 3 days following the event.

$25/day for valet parking

It’s a 2 hour drive from Denver International Airport (DIA), so please plan accordingly. If you don’t plan on renting a car, there are multiple shuttle services between DIA and Vail (Summit Express, Epic Mountain Express and Peak 1 are among the popular options).

The link below automatically gives you a 10% discount off all Epic Mountain Express’s services at both DEN and EGE airports:

https://epicmountainexpress.com/group_redirect?code=HUGS25

Demand is extremely high this year, so please book transportation as early as possible to avoid availability issues.

Wifi will be available in the Conference Center

Premier Sponsor:

Producers XL – Life insurance and annuity brokerage service

Sponsors:

The following are included in the price of your attendee ticket:

• Sessions
• Thursday reception with light appetizers
• Friday breakfast, lunch and dinner
• Saturday breakfast
• Optional activities: hike and sound bath

If you are bringing a guest, a ticket purchase is required for the Thursday Reception and/or the Friday Dinner.

Dinner Groups will be held on Thursday evening (optional) at several of the wonderful Vail restaurants.  Most of the dinner groups are sponsored by exhibitors, but some are at your own expense.  Sign up will be on a first come, first serve basis.

This year we are using The Guest Table to secure the Sponsor Group Dinners on Thursday, October 2.

Please make your selection by Monday, Sept. 29. After this date, the reservations will be closed, and you will no longer be able to secure your seat.

How to Reserve Your Spot:

1. Visit The Guest Table
2. Enter the 4-digit code in the “Welcome Guest!” field (1921)
3. Click Submit
4. Choose your preferred restaurant by selecting an open seat (green dots indicate availability)
5. Enter your details (name, email, allergies) and click Submit 
   1. If you are bringing a guest, please select 2 guests and enter their details
6. You’ll receive a confirmation email at the address provided

HawkSoft would like to say thank you for your loyalty and support. Please stop by the gift table on Friday, Oct. 3 during the break and lunch to pick out your gift.

Business cards – to share with exhibitors and fellow attendees
Sweater/Jacket – all meetings are always cold in hotels; and we may spend some time outdoors for activities or social time.
Walking shoes (especially if you plan to visit Vail Village or Lionshead Village)
Laptop – if you want to follow along or have any specific questions for the presenters
Boost oxygen canister – if elevation affects you

We’re at over 8,000 feet, so drink lots of water, take it easy, maybe bring some ibuprofen. You can also buy canned boost oxygen if you’re prone to elevation sickness to help.

Business casual for all functions, sessions, events. There is also a pool and jacuzzi if you want to swim, so don’t forget a swimsuit.

Attendees can receive refunds up to 7 DAYS before the event start date of October 2 – so, September 25 deadline. (MINUS the Eventbrite and payment processing fees of approximately 6% total – HUG will NOT absorb the fees on any refund requests – they go back to Eventbrite, not HUG).

You can change attendees for no additional charge. Please notify us as soon as possible. We typically order name badges approximately 30 days before the event.

If you have additional questions about this event, please reach out to the HUG Staff

• • Suzanne Low – suzanne@hawksoftusergroup.org
  • Summer Rand –
  • Jennifer Thompson –