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 - March 10, 2025
• Program Book Ad - March 12, 2025
• Commercial Link - March 31, 2025
• Literature Packet Insert - Details Pending

2 - Make Your Travel Arrangements

Conference Location

Birmingham Jefferson Convention Complex (BJCC)
2101 Richard Arrington Jr Blvd N,
Birmingham, AL 35203

Hotel Information (Group code coming soon)

• Sheraton Birmingham Hotel 
• Westin Birmingham

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 in mid-March.

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 March 12, 2025 to This email address is being protected from spambots. You need JavaScript enabled to view it.. We cannot guarantee placement in the program if they are not received by that time. Failure to submit ads by March 12, 2025, 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”.

Shipping details pending.

6 - Send Your Commercial Link

If your sponsorship includes a commercial or you purchased one, please send your commercial file or link by March 31, 2025, 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, April 29; (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.

If you would like to view the full conference schedule, you can find that here!

Tuesday, April 29

• 1:00-5:00 p.m. - Exhibitor Check-In and Set-Up

Wednesday, April 30

• 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
• 5:00 p.m. - Dinner & Keynote

Thursday, May 1

• 8:00 a.m. - Exhibit Hall Opens
• 9:00 a.m. - Morning Keynote
• 10:30-11:45 a.m. - Workshop Session C
• 11:30 a.m. - Lunch & Keynote
• 2:00 p.m. - Afternoon Free Time

Friday, May 2

• 8:00 a.m. - Exhibit Hall Opens
• 9:00 a.m. - Morning Keynote
• 10:30-11:45 a.m. - Workshop Session D
• 11:30 a.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
• 5:00 p.m. - Closing Banquet

Conference meals are available to those who purchased Meal Packages. 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, April 30, 2025. The Conference opens at 11:30 a.m. and runs through the closing banquet on Friday, May 2, 2025. 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: Heartbeat International will be using a drayage company for all shipping and exhibit setups. All exhibitors will receive an email directly from the company closer to Conference. All orders placed through the drayage company are the sole responsibility of the exhibitor. Please be certain to read all materials contained within the Kit which will include shipping instructions. Keep in mind that if you choose not to use the drayage company for your shipping needs, all packages sent to the hotel may be charged additional fees. Special arrangements must be made with the hotel for receiving any equipment, goods, displays, or other materials, which will be sent, delivered, or brought into the hotel. Failure to do this may result in deliveries being refused or materials being unavailable when required. All shipments must include the name of the organization exhibiting, with "c/o Heartbeat International Conference" below it.

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 March 31, 2025.

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. 

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.