Sonesta Rate Program Policy – 11/13/23
Sonesta Employee Rate – Eligible to Employees & Immediate Families of Employees of Sonesta
International Hotels Corporation Employees, Sonesta Branded Franchised Hotels Employees, & RMR
Group for Leisure Travel
Program Summary:
The Sonesta Employee Rate Program is designed to offer employees and their immediate families the
opportunity to stay in the same great rooms our guests do, at a discounted rate, for leisure travel.
The following groups are eligible to receive the Sonesta Employee Rate:
- Sonesta Intl Hotels Corp employees (regular full-and part- time, excludes contractors)
- Franchisees’ employees (regular full-and part- time, excludes contractors) of Sonesta-branded
franchised hotels only
- RMR Group employees (regular full-and part- time, excludes contractors)
- Immediate family (spouse/partner, parents, parents-in-law, children, & siblings) of all eligible
individuals in the above groups
Below is an outline of rates, terms and conditions, and procedures.
The Sonesta Employee Rate is based on budgeted annual Average Daily Rate as follows:
Managed Hotels – Pricing Tier per Budgeted Annual ADR – Exclusions May Apply
$89.99 & under $49.00
$90.00 - $139.99 $59.00
$140.00 - $189.99 $69.00
$190.00 - $249.99 $89.00
$250.00 - $299.99 $109.00
$300.00+ $169.00
Franchise Hotels - Pricing Tier per Brand – Exclusions May Apply
Sonesta Simply Suites $59
Sonesta Essential $59
Sonesta ES Suites $59
Sonesta Select $59
Sonesta H&R $69
Royal Sonesta $109 - $169
Properties that have resort, destination, or facility fees should NOT apply those fees to the Sonesta
Employee Rate.
Food and Beverage Discount: 20% off (excluding alcohol)
For international properties, please set the rates based on U.S. dollars.
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Instructions for Hotels and Employees:
• The Sonesta Employee Rate is for leisure travel only. The rate code is not to be booked for employees
traveling for business purposes.
• The rate must be booked on Sonesta.com online using promo code SER and guaranteed to a personal
credit card (See below instructions on how to book a reservation at the employee rate).
• The rate is not available via the Sonesta Call Center.
• Hotels must keep this rate code open for availability unless occupancy is forecast to be more than
90%.
• Hotels may limit the number of rooms sold on this rate code to no less than 5% of total inventory.
• Availability for this rate code may be restricted via RMS Last Room Value (LRV) restrictions.
• For hotels with very short-term booking windows, advance bookings may be restricted to a 90-day
window (via Max Lead Days restriction set at no less than 90 days).
• An employee may book up to two rooms at a time.
• Maximum length of stay on this rate is 6 nights, and consecutive reservations to circumvent this
restriction are not allowed.
• All hotels are required to participate in this program.
•The hotels will only charge the rate in the above matrix and ensure all standard room types are loaded.
Hotels may choose to load upsell room types to be available if base room types are sold out.
• Sonesta International Hotels Corporation Employees must obtain an employment verification letter
from Workday and submit it upon check in. (See below instructions on how to generate an employment
verification letter from Workday). Please Note: You (or your immediate family) must take your
employment verification letter with you when you check-in, along with standard government issued ID.
If you do not have your employment verification letter when you check-in, you will be required to pay
the Best Available Rate.
• Franchisees’ Employees of Sonesta-Branded Franchised Hotels must obtain a signed authorization
form from their manager to present at check-in. Authorization forms are available on Sonesta Access
Point. You (or your immediate family) must take your employment verification letter with you when you
check-in, along with standard government issued ID. If you do not have your employment verification
letter when you check-in, you will be required to pay the Best Available Rate
• RMR Group Employees must obtain an employment verification letter from the RMR Group Benefits
department. Please Note: You (or your immediate family) must take your employment verification letter
with you when you check-in, along with standard government issued ID. If you do not have your
employment verification letter when you check-in, you will be required to pay the Best Available Rate.
• The hotel is responsible for reviewing the completeness, accuracy, and tracking of the employee
verification letter.
• Changes and cancellations must be made on Sonesta.com. Hotel cancellation policies apply.
• If the employee is staying at the hotel; food and beverage discount will be applied upon check out by
the front desk agent. If the employee is not staying at the hotel, they are still eligible for the F&B
discount; they would still need an authorization letter proving employment, and the discount will be
calculated at the restaurant.
• Food and beverage discounts do not apply to leased restaurants and are subject to limited availability.
Sonesta Employees Traveling on Hotel Business:
Program Summary:
A Sonesta employee traveling on business specifically for the hotel he/she is visiting receives
complimentary room, food and beverage, and reasonable incidentals, including local phone calls,
internet, movies, etc.
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Instructions for Hotel and Employees:
• Anyone visiting the hotel for hotel specific visits must receive approval for that visit from the General
Manager.
• That approval should be obtained before committing to travel plans.
• All reservations are made directly through the General Manager’s office.
• General Manager may turn down a request if the hotel anticipates selling out.
• All complimentary charges will be charged to the appropriate hotel department, and individuals will
appear on the comp list.
Sonesta Employees Traveling on Business, NOT for Specific Hotel:
Program Summary:
Any Sonesta employee traveling on business for a purpose other than for the hotel receives a discount
of 20% discount off best available rate and a 20% discount on food and beverage (excluding alcohol) and
complimentary local phone calls and internet.
Instructions for Hotels and Employees:
• Reservation must be booked on Sonesta.com using promo code SBR, or via Concur travel booking tool.
• The rate is not available via the Sonesta Call Center.
• Availability for this rate code may be restricted via RMS Last Room Value (LRV) restrictions.
• The food and beverage discount will be applied upon check out by the front desk agent. Employees
shall settle all charges on either their personal credit cards or p-card and, when appropriate, submit
them on their expense account.
• Food and beverage discounts do not apply to leased restaurants and are subject to limited availability.
RMR Group Business Rate:
Program Summary:
Any RMR Group employee traveling on business for a purpose other than for the hotel receives a
discount of 20% discount off best available rate.
Instructions for Hotels and Employees:
• Reservation may be booked on Sonesta.com or in RMR Booking Tool via rate distributed via GDS, rate
code RMR.
• The rate is not available via the Sonesta Call Center.
• Availability for this rate code may be restricted via RMS Last Room Value (LRV) restrictions.
Vendors and Consultants Visiting on Hotel Business:
Program Summary:
Individuals that work with, but not for Sonesta, such as vendors, consultants, advertising agencies,
design, and construction people, who are visiting a hotel on Sonesta business, may receive a discount of
15% off the best available rate. GM’s and Corporate staff may share this promo code when appropriate
for vendors on Sonesta business.
Instructions for Vendors and Consultants:
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• Reservation must be booked on Sonesta.com using promo code SVBR.
• The rate is not available via the Sonesta Call Center.
• Availability for this rate code may be restricted via RMS Last Room Value (LRV) restrictions.
Sonesta Friends and Family Rate:
Program Summary:
The Sonesta Friends and Family rate is available to anyone who is related to or knows a Sonesta
employee and/or an RMR Group employee. They receive a 25% discount off the best available rate and
no food and beverage or other discounts. If the employee rate is not available, employees may book at
the friends and family rate, if available.
Instructions for Hotels and Employees:
• The rate must be booked on Sonesta.com using promo code SONFAF.
• The rate is not available via the Sonesta Call Center.
• Effective 1/1/24, individuals must submit a verification letter upon check in, provided to them by their
Sonesta employee Friend or Family. (See below instructions on how to generate a Friends & Family
verification letter from Workday). If the individual does not have the verification letter when they
check-in, they will be required to pay the Best Flexible Rate.
• The promo code may change periodically to avoid widespread publicity and improper utilization of the
rate category.
• Availability for this rate code may be restricted via RMS Last Room Value (LRV) restrictions, as well as
any restrictions needed per the hotel’s Revenue Management strategies.
• Individuals utilizing this rate code shall place all charges on their personal credit cards.
Sonesta Ownership Rates:
Program Summary:
The Sonesta Ownership Rate is available to any Sonesta franchise or managed owners traveling for
business or leisure. Eligible owners receive a rate equal to the Sonesta employee Rate, though no food
and beverage or other discounts apply.
Instructions for Hotels and Employees:
• The rate must be booked on Sonesta.com using promo code SOWN.
• The rate is not available via the Sonesta Call Center, nor at the hotel directly.
• Hotels must keep this rate code open for availability unless occupancy is forecast to be more than
90%.
• Hotels may limit the number of rooms sold on this rate code to no less than 5% of total inventory.
• Availability for this rate code may be restricted via RMS Last Room Value (LRV) restrictions. For hotels
with very short-term booking windows, advance bookings may be restricted to a 90-day window (via
Max Lead Days restriction set at no less than 90 days).
• An owner may book up to two rooms at a time.
• Maximum length of stay on this rate is 6 nights, and consecutive reservations to circumvent this
restriction are not allowed.
• Individuals must show their Sonesta Owner’s Card upon check in. (See sample below.)
• The promo code may change periodically to avoid widespread publicity and improper utilization of the
rate category.
• Individuals utilizing this rate code shall place all charges on their personal credit cards.
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Counterpart and Other Group Requests:
Program Summary:
All counterpart and other group requests from Sonesta and RMR are addressed individually by the sales
department, revenue manager and general manager. Guidelines would include a small discount off the
quoted group rate for that period and 25% off food and beverage on master account. Meeting space
would be on a complimentary basis unless other group business is being displaced.
Instructions for Hotels and Employees:
•Requests for meetings will be made directly to the general manager’s office with detailed requirements
for meeting rooms, audio visual, food and beverage and other requirements.
•General Manager will turn over to conference services to service the group with clear instructions
regarding billing and discounts.
Recap of Sonesta Employee, Friends and Family, Vendors and Consultants
Rate Policy
Classification
Rate
Booking Mechanism
F&B
Discount
Vacation
Established rate based
on budgeted ADR
Online at sonesta.com
using promo code SER
2
0
% F&B (excluding
alcohol)
Sonesta Employee
on
Hotel Business
Complimentary room
General Manager
F&B and reasonable
incidentals absorbed
by the hotel
Business but Not for
Specific Hotel
2
0
% of
f
BAR (Best
Available Rate)
Online at sonesta.com
using promo code SBR
2
0
% F&B (excluding
alcohol)
RMR
Business Rate
2
0
% off BAR (Best
Available Rate)
On RMR Booking Tool,
GDS distributed rate
code RMR
None
Vendors and
Consultants on Sonesta
Business
15% off BAR (Best
Available Rate)
Online at sonesta.com
using promo code
SVBR
None
Sonesta
Friends and
Family
25% of
f
BAR (Best
Available Rate)
Online at sonesta.com
using promo code
SONFAF
None
Sonesta Ownership
Equal to Sonesta
Employee Rate
Online at sonesta.com
using promo code
SOWN
None
Sonesta Employee Rate Code Descriptions (Synxis CRS):
Name: Sonesta Employee Rate
Short Description: Discount for Sonesta Employees, RMR Group Employees, and their immediate
families with Valid ID and proof of employment.
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Long Description: Discount offered to employees of Sonesta International Hotel Corporation, employees
of RMR Group, and their immediate families (parents, parents-in-law, children, and siblings). Discount is
already reflected in rate. Employees and their immediate families are also eligible for a 20% discount on
Food & Beverage in hotel outlets (excluding alcohol and leased operations). F&B credit will be applied at
check-out. Upon check-in, employee or immediate family must be present and will be required to
present a photo ID along with proof of employment (Workday Verification of Employment Letter for
Sonesta employees, Employment Verification letter provided by Benefits Team for RMR Group
employees). The rate is applicable for up to 2 rooms at a time.
How to Request a Verification of Employment Letter from Workday:
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Sonesta Employee Rate Verification Letter:
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Sonesta Friends & Family Rate Verification Letter:
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RMR Employee Verification Letter for Sonesta Employee Rate:
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RMR Friends & Family Rate Verification Letter:
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Sonesta Branded Franchise Employee Rate Verification Letter:
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Sonesta Branded Franchise Friends & Family Rate Verification Letter:
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Owner’s Card