Planning on hosting your own meetings or events during the Field Crop Seed Convention? A variety of options, including NEW options, are available to reserve for this year's event. 

Meeting space options include (click here to download a copy of this information):

1. Reserved Appointment Table: $500 member/$900 non-member, all inclusive (see round tables on floor plan)
   1. Your company can reserve a table inside the Seed Expo exhibit hall, at a 6' round table labeled for your exclusive use, seating up to 8 people. You may brand the table or chairs with your company logo linen or table decorations; any audio visual presentations must be limited to a laptop on the table and/or small screen that can be placed on the table. This option gives you a central location and easy access to the free meals and refreshments served inside the hall. Your appointments must conform to hours that the Seed Expo is open (Tues., 12/10, Noon to 6:30 pm; Wed., 12/11, 8am to 5pm, Thurs., 12/12, 8am to 1:30pm). This table will be visible and set amongst other nearby tables and exhibits.
2. Modular Meeting Room: $1600 member/$2600 non-member (see examples in spaces 14, L307, L311 on floor plan)
   1. ASTA will construct a 10' x 20' modular meeting room, with a closing/lockable door and a conference table for 10 inside. A screen and projector can be brought in or rented. Modular meeting rooms located inside the Seed Expo must confirm to expo hours (see number 1 above); those in the foyer can be used beginning at noon on Monday. Easy access to the free meals and refreshments inside the Seed Expo are just steps away. This option affords you more privacy for your meetings. Please note there is no ceiling on the room. For additional cost, you may brand the outer walls of the modular meeting room with company logo graphics. 
3. Guest Room Suite: Two Options: $700 member/$900 non-member ASTA function space fee required plus food & beverage minimum*.
   1. Executive Suite: An upgraded room located in Tower 1 of the hotel, the closest tower to the ASTA meeting space, rate is $229 per night plus tax. Requires removal of bed ($350++) and addition of meeting table ($150++), and an adjoining standard room can be reserved next door ($199 per night). Using this option exempts you from meeting room rental but requires a $500 food and beverage minimum* with the hotel. 
   2. Hospitality Suite: A larger entertaining suite, containing a Murphy Bed in the parlor of the suite and a separate 2 queen connector room, located in Tower 2 of the hotel (closer to the main lobby, Rocks Bar, further from the ASTA meeting space), rate is $374 per night plus tax. This option does not require bed removal, but does typically require adding a meeting table for $150++. Using this option exempts you from meeting room rental but requires a $500 food and beverage minimum* with the hotel. 
4. Private Meeting Room: $700 member/$900 non-member ASTA function space fee, plus meeting room rental** and/or food & beverage minimum*.
   1. Your company can reserve a meeting room, or multiple rooms, using a Hyatt Regency Orlando meeting room, several of which are located very near the rest of the ASTA meeting space:
      1. Bay Hill rooms
      2. Celebration rooms
      3. Spring rooms
      4. Winter Park Rooms
   2. These rooms are subject to Hyatt Regency Orlando room rental fees.
   3. Food and beverage* must be ordered through the hotel if desired; if food is not ordered, meeting room rental** adjusts accordingly. 
   4. For any audio visual equipment you may need to rent, contact jcrouse@betterseed.org to be connected to ASTA's official a/v provider, Condor Communications (not Encore). ​​​​
   5. Please note that affiliated meeting rooms reserved in connection with our conference are subject to the Rules and Regulations shown below. Your request will be reviewed against the ASTA schedule, considering the day/time/size of your function. All functions that gather 30 persons or more must be scheduled during designated permissible time frames, as designated solely by ASTA, in order to avoid conflicts with core conference session and event times. 
   6. The Hyatt Regency Orlando staff will coordinate all detailing for your space, including food and beverage and setup (not audio visual equipment). 

*All food and beverage orders are subject to 27% service charge and 6.5% sales tax. All banquet food and beverage arrangements must be made through Hotel. Only food and beverages purchased from Hotel may be served on Hotel property. Fees to be enforced for any outside food and beverage brought into meeting rooms not ordered through the hotel.

**Meeting room rental is subject to 27% service charge and 2.5% sales tax.

++Plus Service Charge and Tax

Questions? Contact Jennifer Crouse at jcrouse@betterseed.org.

 

Rules and Regulations:

1. Registration: All attendees of affiliated meetings being held in conjunction with ASTA’s Field Crop Seed Convention 2024 must be registered for the ASTA conference, regardless of the size of your function, and all registrations are full delegate registrations.
 

2. Scheduling: No private meeting rooms should be scheduled for Monday, December 9. The ASTA contracted guest rooms and meeting space does not begin until Tuesday, December 10. Companies conducting functions involving 30 attendees or more during the ASTA meeting may only book during approved Affiliate Event times. These are as follows (see also next page):
 

a. Tuesday, December 10, 2024:

i. 7:00 am – 3:30 pm

ii. 5:00 – 9:00 pm

c. Wednesday, December 11, 2024:

i. 7:00 – 8:00 am

ii. 11:00 am – 12:00 pm

iii. 2:30 – 5:00 pm

iv. 6:30 – 9:00 pm

d. Thursday, December 12, 2024:

i. 7:00 – 8:00 am

ii. 11:30 am – 1:30 pm

iii. 3:00 – 9:00 pm

e. Friday, December 13, 2024:

i. 7:00 – 8:00 am

ii. 12:00 pm – 9:00 pm

 

3. ASTA Function Space Sponsorship Requirement: It is understood and mutually accepted that your request for function space surrounding ASTA’s Field Crop Seed Convention 2024 is being planned deliberately due to the convenience, cost savings and maximization of time and resources for your participants and/or your company that the assembled ASTA audience provides and that it may detract from attendance at ASTA’s own planned events. Additionally, as of 2023, a new “small meetings services” station in addition to complimentary food and beverage is being provided daily for our affiliates. In recognition of these benefits, your space request requires a function space fee to the American Seed Trade Association, as follows:

1. Member company meeting room: $700 one-time fee, per room
2. Non-member company meeting room: $900 one-time fee, per room

 

4. Logistics: All logistical arrangements for your event must be made directly with the hotel. Please contact the individuals listed below to arrange billing and to finalize food, beverage and other arrangements. Please note that the American Seed Trade Association assumes no responsibility or authority for the production of your event, charges related to your event, nor for any related damage or loss. Activities are restricted to the confines of the official hotel event room assigned and may not be held in public areas, including, but not limited to: hotel lobbies, hallways or restaurants (except private dining rooms).

a. Hyatt Regency Orlando (to secure space, food and beverage): Marissa Wojcik, Marissa.wojcik@hyatt.com

b. For audio visual orders: Lisa Raines, Condor Communications (official a/v show provider), lraines@condorcom.com

5. Signage: For any affiliated event, your company may post a sign in the ASTA registration area at no charge and an easel will be provided complimentary, which can be requested at the ASTA registration desk. Additionally, the hotel will list your event in the hotel event listings. The event will not be listed as part of the ASTA program, which contains listings of official ASTA agenda items only, but your company will be recognized as a participating Seed Expo company in the conference app in order to provide awareness to conference participants of your company presence (unless you should choose to omit your company information from this listing; please send a notice to jcrouse@betterseed.org if you would like to do so).

6. Marketing: The name “American Seed Trade Association” and “ASTA” logo are registered trademarks of the American Seed Trade Association. Use of the ASTA name or corporate logo in conjunction with advertisements, promotional materials, endorsements, statements, contest and/or awards of any kind is prohibited without written approval by ASTA. The American Seed Trade Association’s Field Crop Seed Convention 2024 and meeting logo is the property of the American Seed Trade Association. However, the Association will grant permission to participating companies to utilize the meeting logo in an appropriate manner in conjunction with their advertisements and other materials promoting affiliated events provided that such material is approved in writing by ASTA prior to printing and distribution and provided that the name of the Association and the event are referred to as:  ASTA’s Field Crop Seed Convention 2024
 

Only exhibitor companies participating in the Seed Expo and/or companies hosting an affiliated function of 30 people or more are permitted a one-time marketing message, which can be sent beginning November 1, 2024. Your message must be sent to ASTA for review, approval and distribution and can be configured to come directly from your designated representative. ASTA approval is required prior to sending. ASTA can provide metrics on the success rates of the message distribution. Your message must be finalized and scheduled by Nov. 15, 2024 (although actual delivery date of your message can be set for dates closer to the conference dates). Message requests after Nov. 15, 2024 cannot be accommodated.
 

7. Compliance: All persons or companies involved in planning an affiliated event must observe these ASTA Rules and Regulations listed above. Your company is responsible for ensuring that all company representatives and/or agents adhere to all the rules and regulations outlined in this document. Violation of these rules may jeopardize future exhibiting status and/or the ability to hold future functions in conjunction with ASTA events.