As we near Conference time, there are several things that you can do today to prepare for a successful conference!
1 - Note Key Deadlines
- Register Exhibit Staff - February 10, 2026
- Program Book Ad - February 10, 2026
- Commercial Link - February 17, 2026
- Literature Packet Insert - Shipment arrival time TBA
2 - Make Your Travel Arrangements
Conference Location
Duke Energy Concention Center
525 Elm Street
Cincinnati, OH 45202
Hotel Information
The Westin Cincinnati
21 E 5th St
Cincinnati, OH 45202, US
(513) 621-7700
Delta Air Lines is pleased to offer special discounts for Heartbeat International. Use this link to book your flight today.
3 - Download the Conference App and Set up Your Virtual Exhibit
We will use our event app Whova again this year to allow you to collect attendee contact information incredibly swiftly! Using the app allows you to scan the QR code on an attendee's name badge and increase your leads with ease! In addition, the Conference Passport will be done via the Whova App. Access to the app will be provided via a link to your email.
Exhibitors will have access to all Virtual Conference workshops which will be hosted within the event app.
For the best Virtual Exhibit experience to maximize your reach to both in-person AND virtual attendees, make sure to utilize all the Lead Generating tools made for exhibitors within the app. Click here to learn how.
4 - Send Us Your Program Book Ad
If you ordered a program ad, make sure you send it to us! This will be noted in your exhibitor registration confirmation email.
Full-color image files may be sent in PDF or compressed JPG, PNG, TIF, or EPS file.
- Quarter Page Ad: 4.25" w x 5.5" h
- Half Page Ad: 8.5" w x 5.5" h
- Full Page Ad: 8.5" w x 11" h
Please email artwork by February 10, 2026, to This email address is being protected from spambots. You need JavaScript enabled to view it.. We cannot guarantee placement in the program if artwork is not received by that time. Failure to submit ads by February 10, 2026, may result in omission from the program book.
5 - Prepare Your Literature Packet Insert
If you purchased the literature pack insert, be prepared to send 1,250 copies of one piece of literature to be included in the packets for attendees.
Literature may include ONE brochure, a handout, or a small catalog no larger than 8½” x 14”.
Please send items to our local pregnancy center affiliate. Shipment arrival and address details TBA
6 - Send Your Commercial Link
If your sponsorship includes a commercial or you purchased one, please send your commercial file or link by February 17, 2026, to This email address is being protected from spambots. You need JavaScript enabled to view it..
7 - Plan Your Schedule
It is essential for all Exhibitors to check in at the Exhibitor Registration Desk to receive name badges and your exhibitor packet for your organization. We request that you make every effort to have your exhibit booth set up by 6:00 p.m. on Tuesday, March 24; if you cannot come until later, you must make arrangements ahead of time with Heartbeat International.
The Exhibit Hall will be open 8 a.m.-5 p.m. Wednesday-Thursday, and 8:00 a.m.-1:00 p.m. on Friday. Please note that exhibits must close during Keynote sessions. Exhibitors are welcome to join us for the Keynote speakers after the meals.
Tuesday, March 24
- 10:00 a.m. - 5:00 p.m. - Exhibitor Check-In and Set-Up
Wednesday, March 25
- 8:00 a.m. - Registration and Exhibit Hall Opens (peak traffic time!)
- 11:30 a.m. - Opening Lunch & Keynote
- 2:00-3:15 p.m. - Workshop Session A
- 3:45-5:00 p.m. - Workshop Session B
- 6:00 p.m. - Dinner & Keynote
Thursday, March 26
- 8:00 a.m. - Exhibit Hall Opens
- 9:00 a.m. -Morning Worship & Keynote
- 10:30 -11:45 a.m. - Workshop Session C
- 12:00 p.m. - Lunch & Keynote
- Afternoon Break, Receptions & Prayer Ministry
Friday, March 27
- 8:00 a.m. - Exhibit Hall Opens
- 9:00 a.m. - Morning Keynote
- 10:30-11:45 a.m. - Workshop Session D
- 12:00 p.m. - Lunch & Keynote
- 1:00-4:00 p.m. - Exhibit Hall Closes | Tear Down
- 2:00-3:15 p.m. - Workshop Session E
- 3:45-5:00 p.m. - Workshop Session F
- 6:00 p.m. - Closing Banquet
Conference meals are available to those who purchased Meal Packages. Reminder: Meal Packages are per person. There are many places in the hotel and within walking distance for meals.
The Conference attendee registration will begin at 8:00 a.m. on Wednesday, March 25, 2026. The Conference opens at 11:30 a.m. and runs through the closing banquet on Friday, March 27, 2026. Heartbeat encourages you to be present at your exhibit booth to take advantage of this exciting peak time and during all exhibit hall hours. Failure to occupy the exhibition space does not release exhibitors from the obligation to pay the full exhibitor fee.
Please contact us at This email address is being protected from spambots. You need JavaScript enabled to view it. before arriving if special arrangements for late arrival are needed.
8 - Plan Your Exhibit
Shipping: Details TBA.
All booth locations will be made by Heartbeat International.
Each Standard in-person exhibit space will have the following included:
- 10' x 10' draped exhibit booth (Heartbeat will determine the location)
- 8' high background and 3' high side-rail divider
- One 6’ covered and skirted table
- Two chairs
- One wastebasket
- 7" x 44" booth identification sign
Every exhibitor also has access to their virtual exhibit on our Conference App, Whova. This space allows you to:
- Host videos, brochures, and giveaways
- Access to both In-Person and Virtual attendees
9 - Register Your Exhibit Staff
Fill out the form here with each of your exhibit staff names and email addresses. Please note that each organization is limited to no more than 4 exhibit staff. If you wish to add more, you can add that to your registration for $199 per person. The deadline for staff registration is February 24, 2026.
Make sure to provide unique emails for each staff member. These emails will allow the staff to access the virtual platform where they can update your virtual exhibit or view the virtual workshops.
At the conference, we will be providing name tags for each staff member registered. These name tags will be required to enter any workshops or keynotes.
10 - Gain Extra Exposure
There are additional ways your company can gain exposure to attendees through branding. Consider donating 1,250 of the following:
- Lanyards - CLAIMED
- Plastic Literature Bags
- Tote Bags
- Books to Give Away at General Sessions
- Other Items You Might Suggest
This email address is being protected from spambots. You need JavaScript enabled to view it. if interested.
*All items subject to approval by Heartbeat International
11 - Review the Terms and Conditions
CANCELLATION: If written notification of cancellation is received by March 29, 2025, all exhibitor monies, less a $75 processing fee, will be refunded. No refunds will be given after midnight ET March 29, 2025. All refund requests must be made in writing to This email address is being protected from spambots. You need JavaScript enabled to view it..
USE OF SPACE: Exhibitor shall not assign, sublet, or share the space allotted without the knowledge and written consent of Heartbeat International.
HEARTBEAT GUIDELINES: All exhibitors must abide by the Heartbeat Principles. Heartbeat International reserves the right to accept or deny, at its sole discretion, sponsors and exhibit space to organizations that it deems inconsistent with or contrary to Heartbeat’s Principles.
12 - Convention Center Notes
- Drayage: GEMS Events is the contracted vendor for this year's Heartbeat International Conference and is responsible for providing all drayage (e.g. unloading, loading and delivery of equipment) associated with your event. If there is no general service contractor, Licensee must make other drayage arrangements. An Exhibitor Kit will be emailed closer to Conference with all electric, internet, and shipping options.
- Loading Dock: The loading dock is located on the 6th Street side of the Center. The entrance to the dock is located on the left-hand side of 6th Street just prior to the traffic light at Plum St. The loading dock is staffed 24 hours a day and monitored from our onsite command center. The loading dock is enclosed and features 17 dock bays. If you require the use of the loading docks for move in/out, please provide your Event Manager with all information regarding your loading dock activity. Based on your needs, Center event security will be necessary to enforce parking rules, traffic control, freight elevator operation, POV’s and to provide direction. Your Event Manager will include these costs in your event estimate. The General Service Contractor is responsible for managing all decorator freight trailers on the dock and is responsible for accepting all show-related shipments. The Center does not accept any event related deliveries.
- Hand Carry Policy: The Center reserves the right to restrict all freight and package deliveries to the loading dock. The Center’s Public Safety personnel will be on-site to direct exhibitors during move-in and move-out.
- For the convenience and safety of exhibitors and patrons, all freight and material handling must enter and exit the facility through the loading dock unless approved in advance by the Center.
- The Licensee and its exhibitors will be allowed to hand carry items in or out of the main entrances (Elm Street entrances at the corner of 5th St or 6th St) without having to access the loading dock.
- Hand-carried freight is defined as one item that can be easily carried by an individual, without the need for dollies or other mechanized equipment.
- No parking is allowed at the main entrances of the facility.
- The use of passenger elevators for movement of freight is not allowed.
- All packages are subject to inspection by facility personnel.
- Bellmen from surrounding hotels are permitted to transport packages on carts into the building.
For more information, visit the Annual Conference web page.
We are happy you have chosen to be a part of our Annual Conference. If you have questions at any time, please feel free to contact Andrea Trudden at This email address is being protected from spambots. You need JavaScript enabled to view it. or This email address is being protected from spambots. You need JavaScript enabled to view it.
