WHAT'S INCLUDED?

Located inside the Seed Expo, you will have a dedicated 6 ft. round table, labeled for your exclusive use, seating up to 8 people. Branding may be provided by you for the table linen, chair covers, or decorations. Audio visual presentations must be limited to a laptop and/or small screen that can be placed on the table. A central location with easy access to meals, refreshments and networking. Appointment times must conform to Seed Expo hours Tuesday through Thursday. 

WHAT'S INCLUDED?

Located inside the Seed Expo, you will have a dedicated 6 ft. round table, labeled for your exclusive use, seating up to 8 people. Branding may be provided by you for the table linen, chair covers, or decorations. Audio visual presentations must be limited to a laptop and/or small screen that can be placed on the table. A central location with easy access to meals, refreshments and networking. Appointment times must conform to Seed Expo hours Tuesday through Thursday. 

WHAT'S INCLUDED?

A 10' x 20' modular solid-wall meeting room with a closeable/lockable door. Confirgurations inside can vary based on your need but can accommodate up to 10 at a conference table. Full Audio Visual capabilities through Condor Communications. Modular meeting rooms located INSIDE the exhibit hall but confirm to Seed Expo. Modular meeting rooms located outside of the exhibit hall may begin at noon on Monday. Modular meeting rooms provide easy access to included meals and refreshments inside the Seed Expo but more privacy for your meetings and the ability to store materials. Please note, there is no ceiling. Branding opportunities for the interior or exterior are available for additional cost.  

WHAT'S INCLUDED?

An Executive Suite (Tower 1) or a Hospitality Suite (Tower 2) at the Hyatt Regency for private meetings. Room rates start at $229.00 per night plus tax and do not include furniture removal ($350.00 ++) or meeting room set-ups ($150.00 ++). Connecting guest rooms are available at an additional fee. Guest room suites allow you to meet on your own schedule and in "four wall" privacy and are exempt from additional meeting space rentals, but do require a $500.00 F & B minimum. 

WHAT'S INCLUDED?

Access to the ASTA-contracted meeting rooms (Bay Hill, Celebration, Spring and Winter Park rooms), located adjacent to or above the General Session and Seed Expo ballrooms. Meeting room rentals are subject to Hyatt Regency room rental fees and F & B minimums. Affiliated meeting rooms reserved in connection with our conference are subject to the Rules and Regulations shown below. Requests will be reviewed against the ASTA schedule. All functions that gather 30 or more persons 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. 

All food and beverage and meeting room rentals at the Hyatt Regency Orlando are subject to a 27% service charge and 6.5% sales tax. All banquet food and beverage arrangements must be made solely through the hotel. Fees may be enforced for any outside food and beverage brought into meeting rooms not ordered through the hotel.

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

b. For audio visual orders: Lisa Raines, Condor Communications (official show A/V provider)

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 meetings@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.

Click here to download a copy of the above information

Questions? Contact Francesca Purcell at meetings@betterseed.org.