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Exhibitor To-Do List

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As we near Conference time, there are several things that you can do today to prepare for a successful conference!

1 - Download the Conference App & Plan your Schedule

We have introduced an app this year to allow you to collect attendee contact information incredibly swiftly! Using the Whova app allows for 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, so please download the Whova app today! Exhibitors will have access to all Virtual Conference workshops. 

For the best Virtual Exhibit experience to maximize your reach to both in-person AND virtual attendees, utilize all the Lead Generating tools made for exhibitors within the app. Click here to learn how.

Exhibitor Move-in Dates & Times
Tuesday, April 27, 2021 12:00 pm - 5:00 pm

Event Dates & Times
Wednesday, April 28, 2021 8:00 am - 5:00 pm
Thursday, April 29, 2021 8:00 am - 5:00 pm
Friday, April 30, 2021 8:00 am - 2:00 pm

Exhibitor Move-out Dates & Times
Friday, April 30, 2021 2:00 pm - 5:00 pm

Carrier Check-in: Friday, April 30, 2021 4:30 pm, refer to Move-Out Information for more details

2 - Send us your Program Book Ad

If you ordered a program ad, make sure you send it to us!

Full-color image files may be sent in PDF or compressed JPG, TIF or EPS file.

  • Half Page Ad: 8.5" w  x 5.5" h
  • Full Page Ad: 8.5" w  x 11" h

Please email artwork to This email address is being protected from spambots. You need JavaScript enabled to view it. by March 17, 2021. We cannot guarantee placement in the program if they are not received by that time. Email your advertisement today. Failure to submit ads by March 17, 2021 may result in omission from the program book.

3 - Prepare your Literature Packet Insert

If you purchased the literature pack insert, be prepared to send 700 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”.

Plan to have the literature arrive at the following address between March 24-April 7, 2021.

Heartbeat International  
ATTN: Andrea Trudden
5000 Arlington Centre Blvd.
Ste. 2277
Columbus, OH 43220

Phone: 614-885-7577

4 - Send Commercial Link

If your registration includes a commercial, please send your commercial by April 7, 2021 to This email address is being protected from spambots. You need JavaScript enabled to view it.

5 - Gain extra exposure

There are additional ways your company can gain exposure with attendees through branding. Consider donating 700 of the following:

  • Plastic Literature Bags - CLAIMED
  • Lanyards - CLAIMED
  • Tote Bags - CLAIMED
  • 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. (that's me!) if interested.

*All items subject to approval by Heartbeat International

6 - Plan Your Schedule

It is essential for all Exhibitors to check-in at the Exhibitor Registration Desk to receive name badges and a program book for your organization. We request that you make every effort to have your exhibit booth set up by 6:00 p.m. on Tuesday, April 27; (if you cannot come until later, you must make arrangements ahead of time with Heartbeat International).

  • Tuesday, April 27th - Exhibitor Registration Desk opens at 12:00 p.m. Set-Up is available from 12:00 p.m. - 5:00 p.m. that day.
  • Friday, April 30th - Exhibit Hall closes at 2:00 p.m. for tear-down until 5:00 p.m.

Conference meals will be accessible only to attendees this year. There are many places within the hotel directly and within walking distance for meals

The 2021 Conference attendee registration will begin at 8:00 a.m. on Wednesday, April 28, 2021. The Conference opens at 11:30 a.m. and runs through closing banquet Friday, April 30, 2021. 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 exhibitor 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. prior to arriving, if special arrangements for late arrival are needed.

7 - Review the Terms and Conditions!

Please ensure you review the Terms & Conditions and COVID Mitigation Policy within the Conference FAQ page.

CANCELLATION: If you are unable to join us, you may either transfer your registration to a co-worker or friend, or request a refund from Heartbeat International. Refunds may be issued until 12 a.m. EST (midnight) March 20, 2021. A 50% refund is available from 12:01 a.m. EST March 21, 2021 to April 9, 2021. No refunds will be issued past 12:01 a.m. EST April 10, 2021. Method of refund may require transaction fees. All refund or transfer requests must be made in writing through the Annual Conference Change Request Form.

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.

8 - Prepare your Exhibitor Kit! 

Shipping, Electrical and Audio/Visual Needs: Heartbeat International will be using the drayage company Fern for all Exhibiting needs. All fully paid exhibitors will receive a copy of their Exhibit Services Kit containing order forms and rates for all amenities and services via email directly from Fern. All orders placed through the Fern services kit are the sole responsibility of the exhibitor. Please be certain to read all materials contained within the Kit which will include shipping, electric and Wi-Fi ordering instructions.

All booth locations will be made by Heartbeat International.

9 - Make your Travel Arrangements

Hotel: Hyatt Regency Columbus

Address: 350 North High Street | Columbus, OH 43215 | 614-463-1234

Phone: 800-304-9288 or 614-463-1234

To receive the Heartbeat Room rate, please go to https://www.hyatt.com/en-US/group-booking/CMHRC/G-HBET and reserve your room today.

Use Heartbeat International group code G-HBET to receive our discounted room rate of just $179.00 (+taxes) per night (for single & double occupancy). The Group rate G-HBET is available until April 12, 2021 ~ subject to availability.

Additional transportation information can be found here.


For more information, visit the Annual Conference web page.

We are happy you have chosen to be a part of our 2021 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 Molly Hoepfner at This email address is being protected from spambots. You need JavaScript enabled to view it.

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