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FAQs

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general

What is Heartland Dental’s Winter Conference?

Winter Conference is an annual conference for Heartland Dental supported doctors, top leadership, and invited guests. The two-day conference, December 5-6, is rich with CE sessions, opportunities to engage with trusted exhibitors and colleagues, and celebrations of growth and patient care.

When should we plan to arrive?

Most attendees plan to arrive Thursday evening to allow time to settle before the first session of the conference on Friday morning.

registration

How do I register for the 2025 Winter Conference?

Click on the "Register" button on the homepage or navigation bar of the event website, WinterConference.heartland.com. Please note registration is not housed within the Homeroom platform.

What is the registration deadline?

Registrations will be accepted for the Winter Conference until November 7.

How many parts are there in the registration form?

There are 3 parts to the registration form and once completed and submitted, a confirmation email detailing the pieces is sent.

  • Personal information, including Guest name, email and mobile number
  • Hotel - please select arrival and departure dates; stays outside of the Thursday-Friday-Saturday program nights will be the responsibility of the guest. A personal credit card will be needed to hold personal room nights.
  • Airfare – flight requests are needed for both attendee and guest. These should be completed during registration, if needed. If driving and are eligible to rent a car, this request should be made at registration.

How can I sign up for the courses?

Enrollment for breakout courses takes place in the registration form. Breakouts are scheduled for Friday and Saturday. Please be mindful of course capacities and your selections based on availability. General sessions are part of attendee conference registration, noting that the Friday opening session is exclusive to Heartland Dental attendees.

Can I bring a guest?

Yes, Heartland attendees are invited to bring one adult guest aged 21 and over to attend the Supplier Social, Holiday Party, and, if applicable, the Stockholder Celebration. Your guest must be registered as part of your attendee registration form. Once onsite, the guest can check in for a badge to attend the evening events and any general sessions of interest.

Can I bring any Heartland employee as my guest?

Attendee guests are primarily spouses, partners, and significant others. We ask that another method of recognizing and including employees be found.

Am I able to bring my children to the conference?

The Winter Conference is considered a work event and, as such, is open to Heartland Dental attendees. Children are welcome to travel and share your hotel room at your cost, however, there is not an option for them to attend the conference.

Is there childcare available during any part of the conference?

Due to hotel policies initiated in 2024, we are no longer able to host group childcare like we have in the past. We can provide a list of suggested providers who are willing to provide in-room care. Please email us at winterconference@heartland.com for more information.

How can I make changes to my registration?

You can log in to modify your registration by clicking "Already Registered" on the registration website under the Registration button at the top right. Enter your email used during registration, and confirmation number. Many fields are editable, but some are not. If you need to edit a non-editable field, email winterconference@heartland.com for assistance.

What if I need to cancel my registration?

You may cancel your registration at any time by using the link to modify your registration found in your confirmation email, or by contacting WinterConference@heartland.com. Please note that the same cancellation policy used with Heartland Dental University events applies for this event.

How do I know what the different breakout types are?

Breakouts are separated into Learning Labs for clinical, business, and leadership lectures, 3-hour Clinical Seminars, and Workshops for hands-on experience. See below for more details:

  • Learning Lab (75 minutes) – These sessions take a deep dive into a single clinical, business or leadership topic, sharing best practices, evidence-based research and practical takeaways you can use in your practice the very next day. Fast-paced, informative, and designed to spark ideas.
  • Seminar (3 hours) – These longer sessions give you space to explore one clinical topic in depth. You'll build on what you know, ask questions, and walk away with a stronger understanding and more confidence to apply what you've learned.
  • Workshop (75 minutes) – These interactive hands-on sessions let you test out new protocols, try products, and practice techniques in real time. It's all about learning by doing and walking away ready to put it into action.

How do I know if I need a clinical session that's labeled Novice, Intermediate, or Advanced?

Please use these descriptions to help you determine if the skill level of the class matches what you're looking for:

  • Novice: Think of this as a refresher zone. You're not brand new, but maybe it's been a while since you've done the procedure, or you're not up to speed on the latest updates. You've got the basics – now let's sharpen them and build confidence.
  • Intermediate: You've been doing the procedure and want to level up. These sessions are perfect for refining your technique, solving common challenges, and learning what's new. You'll walk away with practical tips you can use right away.
  • Advanced: You've got solid experience and confidence in the procedure. Now you're ready to stretch your skills. These sessions are for diving into trickier cases, exploring new techniques, and learning from peers who have been in the trenches. Expect practical insights and fresh ideas you can take back to your practice.

continuing education

Is there an opportunity for CE?

Yes, most sessions – lecture and hands-on - offered at the Winter Conference will be worth 1.0-1.5 CE. In addition, a limited number of seminars will be worth 3.0 CE. This new offering is especially helpful for supported doctors in select states reporting credits to CE Broker. Seminar selections are offered both days.

Do I have to register with my Heartland email to receive my CE credits in Homeroom?

Yes. At the end of the conference, CE credits will be uploaded to the Homeroom account for attendees present for the entire session. Please allow a minimum of 3 weeks for CE to be posted in Homeroom. Given the timing to year end, it is advised to avoid reliance on Winter Conference credits to reach minimums for licensure. The CE Team (CE@heartland.com) can answer any questions.

travel

Is there a direct number to help with travel questions?

Yes! Please contact The Travel Team, our booking agency, for specific questions related to travel for Winter Conference. Phone: 716-245-6183 or Email: HDevents@thetravelteam.com

How is travel handled for me and, if applicable, my guest?

Flight requests are made at the time of registration for both the attendee and guest. Unless specific flights are provided, options will be emailed for the attendee to select and confirm. Please note that options are provided by The Travel Team, an outside agency, within 72 hours of registration. The options and corresponding prices are only good for 24 hours, so please respond in a timely manner to capture flight times and the prices offered.

Who pays for travel?

Airfare for you and your guest, if applicable, is allocated to your office or cost center. Please refer to the company travel & entertainment policy for coverage of other attendee expenses during travel. Guest expenses aside from airfare are the responsibility of the guest.

Can I book my flights without using Concur or the outside travel agency?

As per our company policy, we highly recommend using either the Concur system if traveling alone or the outside travel agency if traveling with a guest. This allows Heartland to capture the data which is a valuable piece of negotiating airline discounts.

Do I submit my travel request through HeartLink?

No. Please request airfare through the flight request widget as part of the registration form so it goes directly to the outside travel agency assisting us so the Heartland travel team can focus on booking travel for other events.

How are costs handled if children travel with me?

Costs for your children's travel cannot be expensed to the office or cost center. Flight requests can be made for all through the registration process, and you will be asked to supply a credit card as payment form before the booking takes place with the travel agency. Please note that children are not able to attend any conference session, event, or activity.

hotel rooms

Is there a hotel room block available?

Yes, hotel room blocks are made at the Orlando World Center Marriott and the Caribe Royale. Rooming lists will be prepared based on information submitted in the registration form. Hotel assignment is based on role and included in the rooming list using information provided.

How will I know which hotel I am assigned to?

As a rule, rooms at the Marriott are reserved for supported doctors, top leadership, and invited guests. Others are directed to the Caribe Royale, an all-suite hotel.

What if I want to add an additional room to accommodate others traveling with me?

As space allows, there is an option to purchase an additional room for your stay. The room cost and any fees, like the nightly resort, no-show or cancellation are the sole responsibility of the guest. Payment is made through a portal prior to arrival.

If I book an extra room on my own at the Marriott or Caribe, how do I get the Heartland negotiated rate?

The hotel honors our negotiated rate for any reservations made only as part of our rooming list. We are happy to help our guests with preferred pricing for their personal stay or extra rooms when the request is made through the registration process.

If I book a hotel room in a different location, can I get any part of it reimbursed?

Heartland is financially responsible for rooms within our contracted block and would not be able to reimburse for rooms at a different location, even for dates of stay that are Winter Conference program dates.

cost

What is the cost?

An allocation of $2000 will be made to the offices of supported doctors in December. This covers up to 3 night's stay over program nights beginning on Thursday, December 4, meeting materials, CE General Session and Breakouts, provided food, entertainment, and access to evening events for attendees and one adult guest.

What costs are there for my guest?

Guest attendance at the Friday and Saturday evening events are included as part of the attendee costs. There is not an additional conference cost when bringing a guest.

attire

What are the attire guidelines for daytime sessions and events at the Winter Conference?

Business professional dress includes suit, sports coat, long pants, dress, closed-toe shoes or dressy sandals. Keep in mind that the conference space is extensive and most likely a 10-minute walk to the farthest point, so plan footwear accordingly.

What is the attire for the evening events?

Friday's Supplier Social – business professional dress as this takes place immediately following the last session.
Friday's Stockholder Celebration – Country Club Resort dress
Saturday's Holiday Party – Formal Attire: Nice suit, tuxedo, evening gown or cocktail dress

miscellaneous

What if my question isn't included elsewhere?

Please email WinterConference@heartland.com and our team will be happy to help.

What are the dates for Heartland Dental's Winter Conference 2026?

Save the date! Winter Conference 2026 will be December 4-5, 2026, at Orlando World Center Marriott.
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Contact Us

winterconference@heartland.com