Shipping & Receiving
We prefer the shipping of all boxes of materials to be scheduled to arrive at the hotel three days prior to the start date of the meeting.
Shipments should be addressed:
Royal Sonesta Hotel Boston
40 Edwin H. Land Boulevard
Cambridge, MA 02142
Please list the following information on all boxes being shipped:
- Your name (or the name of the person who will need materials once on site)
- The hotel conference planner who you are working with
- Your group's name and the dates of your conference
The loading dock hours of operation are Sunday through Saturday 7:00 a.m. – 3:00 p.m.
For “off-hour” deliveries, 24-hour security is available to receive and sign for packages.
The first six packages will be received and stored with our compliments. For quantities over six packages, there will be a $1.00 per box porterage fee, charged to your master account. Any delivery of large crates or boxes (over 100 pounds) will need to be coordinated with a conference manager prior to delivery and are subject to additional porterage fees.
Note: Vehicles cannot be left in the loading dock area.
When sending packages from the hotel, the hotel can arrange for items to be shipped back to you post-conference. Packages may be sent via UPS, Airborne or Federal Express. When shipping items through one of these carriers, a pre-arranged account number will be required for billing information.
Before departing the hotel, we ask that you complete a freight forwarding information form (provided by the Banquet Department), and label and seal all boxes. All labels are available at the Concierge Desk or from the Banquet Department.
For exhibitors requiring equipment (i.e. electrical power, audio-visual, etc.) a separate “vendor” form may be arranged to include arrangements for separate billing. For a listing of recommended exposition companies, please contact your conference planner. The conference management department phone number is 617.806.4320.
Group Billing Instructions
Upon receipt of agreement, the hotel provides a billing instruction form to determine and clarify to how the sleeping accommodations, room charges, food and beverage functions, recreation, incidentals and miscellaneous charges are to be settled.
The billing instruction form provides an opportunity to specify exactly what charges are to be billed to the master account and who is authorized to sign. All accounts are payable at check-out.
If master account billing is required and credit has not been previously established, the hotel will need a credit application to be completed and approved.
Master account billing must be requested in writing and approved by our credit office 45 days prior to the group's arrival date. Upon approval, the master account may then be billed directly after check-out and will be due when rendered. Acceptance of master account billing presumes agreement of a monthly finance charge of one and one-half percent (1.5%) for late payment.
Once the conference is being held at the hotel, every effort will be made to present food and beverage function checks and all other charges to the authorized person for signature prior to posting to the master account. Our billing coordinator will be happy to meet with the meeting planner prior to the meeting to review billing instructions and will be available by appointment to review the master account prior to the group's departure.