The Royal Sonesta Hotel encourages planners to outline a preliminary program at the initial contract signing phase. Upon receipt of said contract, our Conference Management Department will send a letter of introduction to the appropriate person providing contact information and a detailed description of our services. This team approach will ensure that every detail is covered. We invite the planner to contact the hotel at any time prior to arrival. A member of our Conference Management team will make an initial telephone call approximately 60 days prior to the group's arrival. At that time, discussion will begin about a specific itinerary of activities and the location of meetings and functions.
Once the hotel receives a tentative itinerary, we will send a preliminary group agenda of the program. A copy of this program will be provided to all hotel departments. Final itinerary will be completed 20 days prior to arrival, so that it may be reviewed at the hotel's weekly staff meeting. Group meeting planners are requested to meet with the member of the Conference Management team prior to the arrival of the group to review all final arrangements. We recommend scheduling a pre-conference department head meeting with planners of groups exceeding 100 rooms. A post-event meeting is always scheduled at the convenience of the meeting planner in order to review any comments regarding the hotel's performance.