Attendee Minimum & Capacity

Club Rental

The University Club requires a 75 guest minimum for rental of the
Main Dining Room.
Maximum capacity is 200 guests.
Fee structure is based on a 4-hour period (minimum). 
Reserving party will be charged $200.00 for each additional 1-hour period.

Main Dining Room

1. Member: $800
2. Non-Member: $1500

Beech Room

1. Member: $300
2. Non-Member: $500

Board Room

1. Member: $75
2. Non-Member: $150

Food & Beverage

1. The University Club must provide all food and beverages, with the exception of wedding cakes.  We do not have an offsite catering license; hence food and beverages may not leave the premises.
2. Due to insurance restrictions, no remaining food from contracted events will be allowed to leave the premises.
3. The University Club requires confirmation of all menu arrangements two (2) weeks prior to the event.  Special food requests i.e. vegetarian/vegan can be accommodated based on our onsite fresh food preparation.
4. Due to market fluctuations, quoted or estimated food and beverage pricing may change up to one month prior to an event.  Quoted or estimated prices will only be honored if a signed food and beverage contract is on file prior to the price increase.
5. If more than one (1) entrée is selected for your event, entrée prices will increase by $2.00.
6. It is our intent to accommodate any requests due to dietary restrictions.  These requests must be provided 72 hours prior to the event.

 Beverage Policy

1. Hosted bar charges are based upon consumption and are charged at the conclusion of your event.
2. First bartender included in rates – up to 75 people.
3. Additional bartender $200.00.
4. Wine corkage fee is $15.00 per/bottle.
5. Last call for alcoholic beverages will be given 30 minutes prior to the close of the event.
6. All State of California and Federal laws apply to the serving of minors and/or anyone who appears to be intoxicated.

Set Up

We will advise you of proper and maximum room set up, with no charge for normal set up.  Should you have extensive or unusual set up, please ask your catering manager what additional labor charges may be incurred.

Linens

White napkins with white tablecloths are our standard linens.  Alternate napkin colors are available at an additional charge.  Please ask your catering manager what additional charges may be incurred.

Decorations

Centerpieces and room decorations are not included in the menu prices quoted.  Our catering manager will be happy to work with you to design a special look for your event and will coordinate with our florist or yours.

Candles

Votive candles (3 per round table) are provided at no charge.  Taper candles, that you may wish to provide, are allowed as long as they are contained in a hurricane lamp shade or an appropriate candle container approved by the catering manager.

Dance Floor

A 25’ x 25’ genuine wood dance floor shall be provided in the Banquet Room at no charge.

Entertainment

All outsourced entertainment and their equipment must vacate the building no later than 30 minutes following the contracted event conclusion time.  In the event that they take longer than 30 minutes, we will impose an overtime charge of $200.00 per hour pro-rated accordingly.

Parking

Sufficient outdoor parking is available.

Additional Fees

1. Cake cutting fee is $2.00 per person (wedding & sheet cakes only).
2. Coat check attendant charge is $100.00.
3. Taxable Service charge of eighteen percent (18%) charge will be applied to all food, beverage service, room rental, audio-visual, and labor charges.  A Service Charge is not a cash gratuity, thus subject to sales tax.
4. California State sales tax of (9.25%) will be applied to your total on the final bill.

Final Guarantees

We require a guaranteed number of guests attending the function NO LATER THAN seven (7) working days prior to the event.  This number is referred to as the GTD (guaranteed date) and is not subject to reduction.  You will be charged for that minimum number even if fewer guests attend.  If no guaranteed number is given, you will be charged for the original estimated attendance number.  If your party increases after the GTD has been received, we will attempt to accommodate them.  In any case, we will be prepared to accommodate up to 5% over your guaranteed minimum number.  A signed contract must accompany the GTD.  Absence of a signed contract implies a non-scheduled event.

Cancellation

A full refund of the deposit is only refundable should you cancel your event no less than sixty (60) days before your scheduled event.  Any function cancelled less than one week prior to the event is subject to full charges.

Deposit

$1,000 deposit to secure date
Deposit is refundable should you cancel your event within 30 days of the date on your deposit check.

1. The reserving party is responsible for conduct of guests and any damage or theft that may occur during the event.  The University Club of Palo Alto will assume no responsibility for damage, loss or theft of equipment or articles left in the University Club or parking lot prior to, during or after the event.
2. At no time is rice and/or birdseed allowed to be thrown on University Club of Palo Alto property.

Contact Information

     Jessica Fields
      650.493.0560
     jfields@ucpaloalto.com