Rental Information

Appointments are required to book onsite tours.  Please contact an Events Manager to make an appointment!

  • Capacity
    • Main Dining Room:  175 maximum seated with full dance floor*
      Beech Room:  90 maximum seated*
      Board Room:  20 maximum seated conference-style*
       
      * General Recommendation; max capacity can increase depending on room setup & style of event
  • Club Rental
    • Fee structure is based on a 4-hour period with one hour setup and one hour breakdown. Reserving party will be charged $200.00 for each additional 1-hour period.

      Main Dining Room

      Member: 
      Non-Member: 
      $1000
      $2000  Sunday - Friday
      $3000  Saturday
           

      Beech Room

      Member: 
      Non-Member: 
      $300
      $750   Sunday - Friday
      $900   Saturday
           

      Board Room

      Member: 
      Non-Member: 
      $75
      $200
           

      Wedding/Outdoor Ceremony Site

      (includes chair rental - up to 150)
      Member: 
      Non-Member: 
      $500
      $900
  • Food & Beverage
      • 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.
      • All Member events receive 10% off all food items.
      • 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.
      • 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.
      • If more than two (2) entrees are selected for your event, entree prices will increase by $2.00.
      • 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
      • Bar packages are available in our banquet menu, or bar charges can be based upon consumption and billed at the conclusion of your event.

      • Bartenders included in rate, up to 150 people.

      • Over 150, additional bartender $200.00.

      • Additional bar setup $200.00.

      • Wine corkage fee is $15.00 per bottle for non-members, $7.50 per bottle for members.

      • Last call for alcoholic beverages will be given 30 minutes prior to the close of the event.

      • All State of California and Federal laws apply to the serving of minors and/or anyone who appears to be intoxicated.

  • Event Details
    •  

      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:

      Ivory napkins with ivory tablecloths are our standard linens. Alternate linen colors or specialty linens 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 1 hour following the contracted event conclusion time.  In the event that they take longer than 1 hour, we will impose an overtime charge of $200.00 per hour pro-rated accordingly. 
       

      Equipment:

      The University Club does have the following equipment available for rental:
      Projector:   $25   Podium:   no charge
      Portable Screen:   $25   Wireless Microphone:   no charge
      Portable Sound System:   $45   CD/ DVD Player:   no charge
        

      Parking:

      Sufficient outdoor parking is available.  Events expecting over 125 cars are required to book valet services. 
  • Additional Fees
    • Cake cutting fee is $2.00 per person (wedding & sheet cakes only).
      Outside vendor fee - $100.00 flat rate (desserts only)
      Coat check attendant charge is $100.00.

      Taxable Service charge of twenty percent (20%) charge will be applied to all food, beverage service, audio-visual, and labor charges. A Service Charge is not a cash gratuity, thus subject to sales tax.

      California State sales tax of (8.5%) will be applied to your total on the final bill.

      Please do not affix any item to the walls without prior approval. The University Club reserves the right to charge the appropriate cleaning fee for work required to return the property to its original condition and/or to be reimbursed for damage to property and/or furnishings.
  • 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.
  • Billing & Deposit
    • A $1,000 deposit is required to secure event date and is payable by check, or credit card with 3% surcharge. Seventy five (75) percent payment of estimated final bill is due 2 weeks before the event date. A statement of charges will be mailed to you following your event. All charges are due within ten (10) days of event date and payable by check, or by credit card with 3% surcharge.  
  • General
    • The reserving party is responsible for conduct of guests, any damage or theft that may occur during the event, and handling of outside rentals not booked by The University Club of Palo Alto.  The University Club of Palo Alto will assume no responsibility for damage, loss or theft of equipment and/or outside rentals booked by the reserving party, or articles left in the University Club or parking lot prior to, during or after the event.