Frequently Asked Questions

• What is the Health & Safety Attestation?

  All registered attendees, guests, and sponsors/exhibitors at the 57th Annual Heckerling Institute on Estate Planning will be required to adhere to the current University of Miami COVID-19 guidelines: https://coronavirus.miami.edu/additional-resources/meeting-and-event-gui...

  I acknowledge that I have read and agree to the terms above.  Event guidelines, programming, and schedule are subject to change.

• How are booth locations determined?

  Booth space and location will be assigned based upon sponsorship and exhibitor level.  Booth assignments are made at the discretion of the Heckerling Institute.  

• How can I host a function during Institute week?

  Approved sponsors and exhibitors must complete the Function Space Request form.  Please include specific information about the nature of the event, day and time, number of expected attendees, and whether the function will have a speaker or programming. The request must include a detailed description of the content of any programming. Programming and presentations may only provide information related to the sponsor's/exhibitor's products or services.  General educational programming on substantive topics will not be approved.  After your function request has been approved, you will be given contact information for an event manager at the Orlando World Center Marriott who will assist you with the event.

• What are the restrictions on hosting a function?

  All functions held during Institute week must be pre-approved by the Institute. There is a $400 function fee to reserve space (waived for Diamond, Platinum, Gold, and Silver Sponsors).  All events must related to marketing, networking, or product demonstration.  Educational presentations will not be approved.  If your function will include programming or a speaker, an outline of the presentation must be submitted with your Function Space Request form.  Functions may not take place during Institute programming hours.

• When will the Email Address List of registered attendees be available?

  The Email Address List will be distributed to Diamond, Platinum, and Gold sponsors as part of their sponsorship package.  Silver sponsors, Scholarship sponsors, and exhibitors can obtain the List for an additional fee of $1,200.  The Email Address List may be used for a one-time, pre-Institute email. It may not be duplicated or used for any other purpose. The Email Address List will be distributed at the beginning of December in order to maximize the number of attendee names included on the List. The List will be provided only after we have received payment and a signed Email Address List Rental Use Agreement form. Violation or misuse of the Email Address List may result in immediate dismissal from the current Institute and/or future Institutes, as well as other disciplinary or legal action.

• What is the procedure for registering complimentary conference registrations?

  All designated sponsor and exhibitor complimentary conference registrations must use the Sponsor and Exhibitor Designated Attendee Registration Form.  Do not use online registration or the standard registration form.  All complimentary registrations must be received by November 11, 2022 to be included on the Registration List.  One complimentary registration is provided with every booth space purchased.  Additional complimentary registrations are also included with select sponsorships.

• How many exhibit hall badges are included with an exhibit booth?

  Four exhibit hall badges are included with each booth for use by booth representatives.  Each additional booth includes two booth representatives.  Platinum sponsors receive six included booth representative badges.  Diamond sponsors receive ten included booth representative badges.  Additional badges for booth representatives may be purchased for $250 per person.  Booth representatives are not permitted to attend educational programming or receive continuing education credit.  

• What furnishings are included with my booth?

  All booth types are unfurnished.  Standard single booth spaces are 10' x 10' and have an 8' pipe and drape backing and side walls.  Furnishings may be arranged through Vista South Convention Services.

• When are the Exhibitor Kits with information on ordering furniture, decorations, shipping materials to Orlando, etc. emailed to sponsors and exhibitors?

  All confirmed sponsors and exhibitors will receive an email with a link to the Vista South Convention Services in November.  For any questions pertaining to the kit, please contact Vista's office at 305-673-1123. 

• What are the Exhibit Hall hours during Institute week?

  57th Annual Heckerling Institute on Estate Planning 

  January 9 - 13, 2023

  Sunday, January 8 (Set-up) | 12:00 p.m. to 8:00 p.m. 

  Monday, January 9 | 8:00 a.m. to 5:00 p.m.

  Welcome Reception | 6:00 p.m. to 7:00 p.m. 

  Tuesday, January 10 | 8:30 a.m. to 5:00 p.m.

  Wednesday, January 11 | 8:30 a.m. to 5:30 p.m.

  Thursday, January 12 | 8:30 a.m. to 5:30 p.m.

  Friday, January 13 | 8:30 a.m. to 12:30 p.m.*

  *Exhibit booths shall not be dismantled prior to 12:30 p.m., Friday, January 13th.  All exhibits must be removed from the exhibit hall area by 4:00 p.m.

• How do exhibitors ship booth materials to the Orlando World Center Marriott?

  All shipments must be PREPAID whether by air or motor freight.  Shipments should be made in time to arrive before Friday, January 6, 2023.  Please note that Vista South Convention Services will be closed Thursday, December XX, 2022, Friday, December XX, 2022 and Friday, December XX, 2022 for the holidays.  All shipments must be consigned as follows:

  Your Company Name and Booth Number

  Vista South Convention Services

  C/O JM  Freight Logistics, Inc.

  450 Maguire Road, Suite B

  Ocoee, FL 33761

  407-203-0822

• Please note if shipping any exhibit materials directly to the Orlando World Center Marriott, it may be refused prior to Saturday, January 7, 2023 at 12:30 p.m. After that time, Vista will be on-site to store materials.

  Shipments will be received and stored by Vista South Convention Services.  Delivery of the shipment to the booth, removal of empty containers for storage, return of empty containers at close of show, and delivery of out-bound shipments to the loading platform for pick-up by the Common Carrier will be provided by Vista South Convention Services at prevailing rates.  Exhibitors will be forwarded shipping information and materials handling rates along with the order forms for booth furnishings.  All forms regarding inbound shipments should be sent to Vista South Convention Services as soon as shipment is made.  Exhibitors are urged to cooperate in this matter to ensure proper receipt and handling of their equipment. 

• Is it permissible to distribute promotional materials of any kind outside of the exhibit booth space?

  It is not permissible to distribute promotional materials of any kind outside of your exhibit booth.  This includes: pamphlets or flyers left in rooms where sessions are held, delivering materials of any kind to hotel rooms, leaving materials in lobbies or public areas, placing materials outside of your booth in the exhibit hall, etc.  Materials promoting educational programming may not be displayed or distributed at the Institute.

  Any materials found outside of designated areas will be disposed of immediately.  Violation of this policy or terms and conditions may result in immediate dismissal from the current Institute and/or future Institutes, or other disciplinary action.

• Can exhibitors make a public announcement to attendees about a prize drawing or promotion in the exhibit hall?

  No public announcements or microphones are permitted at the Institute.

• Are photographs or videos allowed at the Institute?

  Exhibitors are permitted to take photographs only within their own booth.  Taking photos outside of the exhibitor's booth or in educational sessions is prohibited.  Video is not permitted in the exhibit hall or in the exhibitor's booth.  Video is permitted within the exhibitor's assigned function space.  Exhibitors are responsible for supervising the activities of outside photographers.

• What is the cancellation policy?

  All requests for cancellation of booth space must be received in writing.  Cancellations received by Friday, October 14, 2022 will be refunded, less 50% of the total booth cost.  No refunds will be made after October 14, 2022.

If you have any additional questions, please contact Jennifer Huffman.

Jennifer Huffman, Assistant Director
T: 305-284-3179 | F: 305-284-6752 | E: HeckerlingES@law.miami.edu

The Heckerling Institute on Estate Planning
University of Miami School of Law
1311 Miller Drive, C-423, Coral Gables, FL 33146