Catering Guidelines

Reservations:

Private room reservations are based on the availability of dates, times, and the approximate number of people for your event. Confirmation will be sent to the person making the arrangements. Reservations are considered tentative until the Club receives signed confirmation and a non-refundable deposit or credit card information. All events are posted daily on the Lobby marquee.

Rooms:

The Club has several rooms available for private use. Club management reserves the right to choose the room or relocate an event to an appropriate room. The Catering Department will assist you in coordinating audio-visual needs. Most rooms have access to telephone and internet lines. Private rooms have food purchase minimums that must be met in order to avoid room rental fees. Details are listed on page four of this packet.

Food & Beverage Service:

Your catering needs may be met at the Club or location of your choice. The Club is a full-service food and beverage operation which includes china, glassware, and linen. Food and beverage may not be brought into or taken out of the Club by members or guests. For private events with meals, we ask that you choose one entrée for everyone. An additional charge and place cards are required for multiple entrees.

Guaranteed Attendance:

The final number of guests must be confirmed no later than 12:00 noon three business days prior to the event. If the original guarantee (given at the time of booking) drops below 50%, a room rental fee may be charged.

Centerpieces/Decorations/Entertainment:

We can provide small votive candle centerpieces for evening events. Our Catering Staff is happy to suggest additional decorations, entertainment, vendors, and other services. All decorations must be coordinated and approved through the Catering office prior to the event. Wall/ceiling decorations and strobe lights are prohibited.

Prices/Additional Fees:

All prices are subject to change. A service charge of twenty percent will be added to food and beverage prices. Applicable Kentucky sales tax will be added to all charges. If the organization is exempt from sales tax, please inform the Catering office when booking the event. A copy of your exemption certificate must be forwarded to our Catering office. Groups that are tax exempt must pay with an organization check or credit card.

Payment:

Payment methods for University Departments and Members/Sponsored Guests are as follows:

*University of Louisville Departments: When making the reservation U of L departments must provide an account number, procurement card information, and/or purchase order number for payment.

*Members - Sponsored Guests: The signed confirmation and a non-refundable deposit or credit card information must be provided to confirm the event. The balance is due in advance of the event. Members are responsible for their guests' conduct, timely payment, and damages that may result during the event.

Cancellations:

Cancellation within two business days of the event requires payment in full; cancellations three to thirty days prior are charged at $3 per person, minimum $50. Charges incurred during the coordination process that present a cost to the Club will be charged in full.

Loss of Property:

The University Club is not responsible for articles of property belonging to members or guests.

	If the minimum food purchase is not met, room rental fees may be charged:
	Room	Minimum Food Purchase	Room Rental
	Club Board Room	$150	$150
	Mary Bingham Room	$250	$250
	Barry Bingham, Sr. Library	$250	$250
	Ballroom A	$250	$250
	Ballroom B	$550	$550
	Ballroom C	$250	$250
	Ballroom ABC	$550	$550
	Terrace	$1,500	$1,500
	President's Room	$500	$200