Banquet and Reception - Policies and Procedures

The University of Washington Club is a private member facility. A member who is present at the event must sponsor functions held at the club. The club requires that members sponsoring events sign a letter of agreement that guarantees payment for all charges and any damages. The signed letter of agreement with the appropriate deposit is considered confirmation of the date requested.

Deposit
A deposit of $900.00 is required for wedding receptions, bar and bat mitzvahs, anniversary receptions and private member events on weekends. There is no deposit required for departmental or university related events.

Guarantee
A final count of all guests attending a function must be received no later than four business days before the date of the event. It is the responsibility of the host or hostess to relay the exact number of each entrée four business days prior to the event. This is considered the guarantee and may not be reduced after this time. If no guarantee is received four days prior to the event, the club will consider the last estimate to be the guarantee.

Cancellation Policy
If an event has to be cancelled, The University of Washington Club requires notice of three months prior to the weddings, bar mitzvahs etc. Later than three months notification will result in a cancellation fee of the full deposit. Afternoon and evening departmental functions in June or December also require a three-month notice. If the agreement form is not signed and returned, the University of Washington Club reserves the right to rent the space to a different party. Departmental events require seven working days notification for cancellation or a penalty fee equal to 50 % of the estimated revenue will be assessed. If the event is cancelled less than four business days out, then the cancellation fee is equal to the entire estimated food and beverage revenue.

Menu Selections
All food and beverage must be purchased from The University of Washington Club with the exception of wedding cakes. Set up, menu selections, and beverage needs are required two weeks before of the event. The club will be happy to custom design menus to meet your needs. Due to Health Department regulations and insurance considerations any remaining food items from a banquet buffet or served meal function may not be taken off the premises.

Beverages
The Washington State Liquor Control Board regulates alcoholic beverages. The club is responsible for the administration of these regulations. A bartender is required for all events serving alcoholic beverages. Cash/no host bars are available for $75.00 per bartender fee per 100 guests. The club reserves the right to discontinue service at our discretion.

Reserved Rooms
Rooms reserved for events are limited to the space reserved. Other areas are off limits. Catered events may be scheduled no later than 11:00 p.m. on weekdays and 12:00 midnight on weekends.

Minimum Requirements
The University of Washington Club requires a minimum of 25 people for any evening event. There is a $1,500 food and beverage minimum for all weekend events and events on Thursdays or Fridays in June or December. This DOES NOT INCLUDE the 17% service charge, applicable sales tax, room rental fee, or any other additional labor or audio-visual charges.

Parking
The University of Washington Club does not guarantee parking space on campus. All parking is controlled by UW Commuter Services. If you are planning on parking on Campus for an event at The University of Washington Club, you must stop at a gatehouse and buy a parking permit unless you have a UW Quarterly or Annual Permit. You should stop at a gatehouse if you are unsure whether you can park at The University of Washington Club for any reason. You should also request disability parking when you stop at a gatehouse if that is needed. Parking permits are required 6:00 am - 9:00 pm weekdays, 7:00 am - noon Saturday. If you have any questions please call or email Parking Services at (206) 685-1543 or specevnt@u.washington.edu.

Fees:

• A 17% service fee and applicable Sales Tax are added to all food and beverages. State law requires tax on the service fee. The service fee is not a gratuity.
• On weekends there is a $25.00 per hour supervisory fee for the manager on duty, including setup time and breakdown time.
• There is a $75.00 bartender fee per 100 guests.
• There is a $75.00 fee for a carving station or pasta station.
• A dance floor is available for $100.00
• There is a $10.00 per bottle corkage fee for all wine brought in.

Prices are subject to change.
Payment for an event is due upon receipt of the bill.
The University of Washington Club does not accept credit cards.

Equipment Rental:

Private Property
The University of Washington Club is not responsible for lost merchandise, equipment, clothing or valuables left at any meeting or banquet prior to, during, or after the function.

Decorations, Signs and Posters
Any decorations, signs or posters used should be free standing. There will be no taping, nailing or wiring to walls, floors or railings. All decorations must be removed immediately following the event. We do not permit the use of confetti or sprinkles. The University of Washington Club does not have round tables on site. Round tables and appropriate tablecloths may be ordered through the club for a fee. Any damages to the facility resulting from misuse of decorations will be billed to the host of the event.

If you wish to bring in special flower arrangements, please feel free to do so. The club will provide votive candles and lamps at no charge. Ivory tablecloths and napkins are available at no charge and colored napkins may be ordered upon request. Specialty linens may be ordered for an extra fee. A vendor list is available upon request.

Lost Items
The University of Washington Club is not responsible for any lost items or items left behind by you, your guests or vendors. Any items left behind can be picked up Monday through Friday 10am to 5 pm.

Room Changes
The University of Washington Club reserves the right to re-assign rooms based on actual space requirements.