Leadership Summit 2023 FAQs

January 11th – 13th 2023 at The Gaylord Palms Resort
Kissimmee, Florida. 

Read our most frequently asked questions about our Leadership Summit.

Who from the practice should come to the Leadership Summit?

  • Managing DVMs and Practice Managers are invited to attend the Leadership Summit.
  • As soon as it is determined if the Managing DVM is attending the Leadership Summit, please plan ahead and schedule relief coverage for the duration of the Summit to ensure that patient care is maintained.

    How will I register for the Leadership Summit?

    • Look for a registration email that will be coming your way in the next few weeks that will have detailed instructions for how to register for the event.
      • For those who attended Leadership Summit 2022, we will use the same event app, Whova, this year!
      • For those new to attending this year’s Leadership Summit, we will use an event management website and App for registration, communication, and Summit information.  
        • The event app is compatible with both Android and iOS mobile devices.

    What email should I use to register?

    • You can choose to use your Heartland or a personal email.
      • Whatever email you choose to register with, you will have to use the same email to log in to the Whova mobile App.

      When should I arrive/depart for Leadership Summit 2023?

      • Leadership Summit opening reception is on Wednesday, January 11th with sessions held on Thursday, January 12th, and Friday, January 13th.
        • Times for events and sessions (details coming soon!)
        • Check-in at the Gaylord Palms Resort is on Wednesday, January 11th, 2023.
          • After checking into the hotel, follow the Heartland signage to the registration table for the Leadership Summit.
        • Check-out at the Gaylord Palms is at noon EST on Friday, January 13th, 2023, unless other arrangements have been made.
          • We will have baggage storage options available on Friday morning.
        • Plan to arrive at the hotel early Wednesday to take the shuttle to the golf course (details coming soon!)
          • Plan for your arrival in Kissimmee, Florida, on Wednesday, January 11th, by (details coming soon!) to allow travel time from the airport to the resort and then shuttle to the golf course.
          • If early check-in is available, you may be able to check in upon arrival at the resort.  However, if it is not, you will be able to hold your luggage at the Bellhop stand inside the hotel lobby.

        How do I reserve my hotel room for Leadership Summit?

        • Hotel room reservations will be taken care of for you as part of our group. You will not need to book individual rooms for the duration of the summit, January 11-13, 2023.
        • All guests who register for the Summit will have a room automatically reserved at the Gaylord Palms Resort, Kissimmee, Florida.
          • Heartland will cover the room rate. 

        What if I want to stay additional nights before or after the Leadership Summit?

          • Contact the Gaylord Palms Resort for any additional nights pre-or post-Summit. The hotel will honor our agreed room rate at $259.00 based on their availability three days prior and three days post Leadership Summit. 
          • If the set-aside room blocks are filled, the room rate will be set at the hotel’s published rate, and the room availability will depend on the hotel’s capacity. 
          • Gaylord Palms Resort Reservation line 407-586-0000


          Do I need a credit card to check in to the hotel?

            • Yes, you will need to provide a credit card upon check-in to the hotel for incidentals. 
              • You can use your personal credit card or your practices Divvy.
            • If you have concerns or questions about providing a credit card for incidentals, please discuss this with your Regional Director of Operations.

          Will Heartland cover incidentals?

            • If the incidentals support the Leadership Summit, then Heartland will cover the expense.
            • If the charges are for a guest traveling with you, the expense will not be covered by Heartland.
            • If you have questions about what is covered and will be reimbursed, please get in touch with your Regional Director of Operations.

          How do I get to the Leadership Summit?

          • Attendees will need to book their own travel arrangements. Travel can be arranged based on your individual preferences and proximity to Kissimmee, Florida.

          If I drive to the Leadership Summit, is there parking available?

          • Yes, parking is available at the hotel, and the expense is reimbursable. 

          If I drive to the Leadership Summit, is there parking available?

          • Taxis and rideshares are recommended and readily available at the airport and hotel.

          When should I make my travel arrangements?

          • We recommend making all travel arrangements in October or early November. 


          How do I pay for travel to the Leadership Summit?

          • Travel expenses can be paid with the practice Divvy card or personally and submitted via expense report for reimbursement.
            • If you need a credit line increase on your practice Divvy card, contact your Regional Director of Operations.

          Will Heartland reimburse my travel fees?

          • Yes.  You can get reimbursement for flights, ground transportation (taxi or rideshare), and gas (if you drive), along with parking during Leadership Summit.


          How do I submit my expenses to be reimbursed?

          • Attendees with expenses for reimbursement will need to complete an expense report form and submit it to accounts payables at [email protected] along with transaction receipt(s).
          • Expenses incurred at the Summit should be submitted within ten days of return.

          What should I expect at the Leadership Summit?

          • A full agenda filled with leadership development, practical skills, and practice development information to take back to your teams.  
          • Opportunities to meet and network with your peers from other Heartland practices.
          • Fun and engaging events and activities and the chance to win prizes and enjoy the Florida sunshine!

          Who will be at Leadership Summit 2023?

          • Heartland Veterinary Partners leadership and Support Center team members, Managing DVMs, Practice Managers, and Vendor Partners.

          What is the dress code for the Leadership Summit?

          • The dress code for the Leadership Summit sessions is business casual (examples: khakis, open-collar shirt/sweater, sport coat, slacks, tie optional).  
            • Keep in mind that conference room temperatures are set to be comfortable; however, you may want to bring a sweater or jacket.
          • The opening reception is casual (examples: long shorts, sundresses, khakis, polo shirt).
          • The awards reception will be semi-formal attire (examples: afternoon or cocktail dress, dressy skirts or separates, business suits, dress shirt, and tie).
          • The golf outing dress code is established by the Celebration Golf Club and requires collared shirts. 
            • Shorts must be tailored and mid-thigh in length. 
            • No denim of any kind is allowed. 
            • Non-metal spiked shoes are preferred. 
            • Additional information about the golf club can be found on their website. Link Here!
          • Full descriptions of the above dress codes can be found in Emily Post’s guide to dress codes.

          Can I bring my spouse/ significant other?

          • The Leadership Summit is a business function; however, you are welcome to have your spouse/significant or guest stay in your room.  Heartland will not reimburse non-Heartland team members’ travel or other expenses incurred at the Leadership Summit.  
            • If your spouse/significant or other is part of the practice leadership team, such as the PM or DVM, then expenses will be covered.
          • Spouses/significant others are welcome to join us for the evening programming and meals.  
            • We will ask that you RSVP in the registration App if your spouse/significant other will be attending meals or evening events.

          How do I register for the golf outing, and do I need to bring my own clubs?

          • When the event registration link is sent out, you can select the option to attend the golf outing at that time.
            • If you have clubs, please bring them!  If you do not have clubs but want to attend the golf outing, there will be an option to select club rental on the registration app.
          • Transportation for your clubs and club rental will be a covered expense.

          Golf outing transportation

          • When you arrive at the hotel, there will be a shuttle bus at a (details coming soon!) time to transport you to the Celebration Golf Couse for the golf outing.
          • The shuttle bus will also provide transportation back to the hotel after the golf event.

          Can guests be included in the golf outing?

          Due to limited availability, we are currently only offering this event to Heartland and practice team members. If there are still open spots closer to the Leadership Summit, we will open the registration up for guests.