As we near Conference time, there are several things you can do now 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: February 20, 2026

2. Make Your Travel Arrangements

Conference Location
Duke Energy Convention Center
525 Elm Street
Cincinnati, OH 45202

Hotel Information
The Westin Cincinnati
21 E 5th St
Cincinnati, OH 45202
(513) 621-7700

Delta Air Lines is pleased to offer special discounts for Heartbeat International. Book your flight here.

3. Download the Conference App and Set Up Your Virtual Exhibit

We will use the Whova event app again this year to help you collect attendee contact information quickly and efficiently. You can scan attendee badge QR codes, participate in the Conference Passport, and access virtual workshops. Access to the app will be sent to the email provided at registration via email.

To maximize your reach with both in-person and virtual attendees, learn how to use Whova’s exhibitor tools here.

4. Submit Your Program Book Ad

If you ordered a program ad, please submit your artwork by Feb. 10, 2026 as noted in your exhibitor confirmation email.

Accepted formats: PDF, JPG, PNG, TIF, or EPS.

• Quarter Page: 4.25" × 5.5"
• Half Page: 8.5" × 5.5"
• Full Page: 8.5" × 11"

Email artwork by February 10, 2026 to This email address is being protected from spambots. You need JavaScript enabled to view it.. Late submissions may not be included.

5. Prepare Your Literature Packet Insert

If purchased, please prepare 1,250 copies of one approved literature piece.

Literature must be one brochure, handout, or small catalog no larger than 8.5" × 14".

Please plan to send your literature to arrive between Feb. 4-Feb. 20, 2026 to the Heartbeat Office. Failure to arrive by Feb. 20 may hinder your chance to be included in the literature packet. 

Heartbeat International
c/o Conference Team
8405 Pulsar Place, Ste. 100
Columbus, OH 43240

6. Send Your Commercial Link

If your sponsorship includes a commercial, submit your 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

All exhibitors must check in at the Exhibitor Registration Desk. Booths should be fully set up by 6:00 p.m. on Tuesday, March 24.

The Exhibit Hall will be open:

• Wednesday: 8:00 a.m.–5:00 p.m.
• Thursday: 8:00 a.m.–5:00 p.m.
• Friday: 8:00 a.m.–1:00 p.m.

Exhibits must close during keynote sessions.

Daily Schedule Highlights

Tuesday, March 24

• 10:00 a.m.–5:00 p.m.: Exhibitor Check-In & Set-Up

Wednesday, March 25

• 8:00 a.m.: Registration & Exhibit Hall Opens (peak traffic)
• 11:30 a.m.: Opening Lunch & Keynote
• Workshops & Evening Keynote

Thursday, March 26

• Morning Worship & Keynote
• Workshops & Lunch Keynote

Friday, March 27

• Exhibit Hall Closes at 1:00 p.m.
• Closing Banquet at 6:00 p.m.

8. Plan Your Exhibit

Booth assignments are made by Heartbeat International.

• 8' × 10' draped booth
• 6' skirted table
• Two chairs
• Wastebasket
• Booth ID sign

All exhibitors receive access to a virtual exhibit via the Whova app.

9. Register Your Exhibit Staff

Complete the staff registration form here.

Each organization may register up to four staff members and each member must have a unique email address for registration purposes. Additional staff may be added for $199 per person. Deadline: February 24, 2026.

10. Gain Extra Exposure

Consider donating 1,250 branded items for additional visibility:

• Lanyards (claimed)
• Literature bags
• Tote bags
• Books for general sessions

This email address is being protected from spambots. You need JavaScript enabled to view it. if interested.

11. Review Terms and Conditions

Cancellation: Written notice received by Feb. 7, 2026 will receive a refund minus a $75 processing fee.

Use of Space: Booth sharing or reassignment is not permitted without written consent.

Heartbeat Guidelines: All exhibitors must align with Heartbeat International principles.

12. Convention Center Notes

An Exhibitor Kit with shipping, electric, and internet details will be emailed closer to the conference.

For more information, visit the Annual Conference web page.

Questions? Contact Savonne Torain 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..