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Catering Guidelines

University of Louisville Departments:
An account number and procurement card or purchase order must be provided at time of booking.

Members & Sponsored Guests:
All banquet charges will be billed to the account of the University Club member. A detailed invoice will be sent to the event contact for payment. Duplicate copies of the invoice will be provided upon request. Payment in full is required when final guarantee is due, 3 business days prior to event. A Sponsored Guest is required to have a Credit card on file for payment unless Member has issued a written notice that total can be applied to Member’s account.

Booking Procedure:
To ensure the accurate communication necessary in making your function as successful as possible, we prefer to work with one person in the planning of your event, should additional people be involved in this planning the catering coordinator will need to confirm any detail with the main contact before proceeding with additional information. The catering coordinator must be notified of meal selection, estimated number of guests, room arrangement, equipment requests and all other details no less than three weeks prior to the event.

Guarantee Policy:
The University Club must be notified of the exact number of guests attending the function by noon, three business days prior to your event. This number will be considered your guarantee and may not be reduced after this time. You can raise your guarantee after that time but you may not lower it. If no guarantee is received by the University Club prior to the deadline, the University Club will consider your last indication of expected guests to be the guarantee. The guaranteed number is the established minimum number for billing purposes on all functions. If fewer guests attend than the number guaranteed, you will be charged for 100% of the guaranteed number.
The University Club will set up and prepare for 3% above the guaranteed number of guests. If the number of guests attending exceeds the guarantee number plus the 3% allowance, you will be charged at 1.5 times the per-person cost of the event for the “extra” guests. The University Club reserves the right to substitute other available food and services if necessary in the event the number of guests exceeds 105% of the guaranteed number of guests, or when the guaranteed number is received less than two business days prior to the event.

Price Quotations:
price quotations, verbal or written, are subject to change due to fluctuation in food costs or increased costs of operation. All food and beverages served are subject to 21% service charge and 6% Kentucky sales tax. Groups requesting tax exemption must complete a tax-exemption form prior to the date of the function.

Cancellation Policy:
If an event is canceled between 21 and 8 days prior to the event, you will be assessed the full deposit or rental fee of the room charge; between 7 and 3 days prior to the event you will be assessed 50% of your estimated number of guests: within 48 hours of the event you will be assessed 100% of your estimated contract or guarantee.

Food and Beverage:
All federal, state, and local laws pertaining to food and beverage purchases or consumption are strictly adhered to. All food and beverages must be purchased from the University Club by prearrangement with its Catering Department. No food or beverages of any kind, with the exception of wedding cakes, may be brought into the University Club by club members, guests, or others. The University Club prepares the quantities of food and beverages based on the guaranteed number of guests in ample amounts to ensure that all guests at the event enjoy an attractive selection of food. Leftover food or beverage may not be taken from the premises due to state health regulations.

All alcoholic beverages must be served by a University Club employee and consumed on University Club premises; with the exception of wine purchased by the bottle, this may be re-corked and bagged by the Club allowing guests to take purchased wine off-premise. No alcoholic beverages will be served to persons under the age of 21. The University Club reserves the right to discontinue service of alcoholic beverages to any group or individual guest should the Club personnel determine that to continue such service would not be in the best interest of the guest or the club.

Private Property:
The University Club does not allow anything to be affixed to any walls, floors, ceilings, or room furnishings with nails, tape, staples, or any other substances. The Club member host assumes responsibility and will be billed for any and all damages to or loss of property from the function room or other areas of the Club caused by the guests, invitees, staff, independent contractors or any others affiliated with the sponsored function. No fireworks, fire hazards, glitter, rice, birdseed, or confetti is allowed on the University Club premises.

Personal Property:
The University Club does not have space available to store personal property, equipment or supplies belonging to or rented by the event host before or after scheduled event. As such items must be removed from the Club immediately following the function unless other plans have been made with the Club staff. The University Club will not assume or accept responsibility for damage to or loss of personal articles or rented equipment left in the Club prior to, during, or following any function.

Business Hours:
The University Club is open for private event service, 7:00 a.m. to 12:00 a.m.

The University Club reserves the right to require hosts to provide chaperones or security personnel, at the host’s expense.

All bands or other entertainers must finish their last set by 11:30 p.m. All banquet rooms must be vacated by 12:00 a.m. Last call will be given on all cocktail service no later than 11:00 p.m. unless other arrangements have been made through the catering department. The University Club reserves the right to control all functions held on Club premises and to discontinue service of alcoholic beverages at any time if, in the judgment of the Club management, it would be in the best interest of the Club and the guests to do so.

Smoking Policy:
The University Club and the University of Louisville campus are smoke-free facilities.

Room Assignment and Changes:
The University Club’s private meeting rooms are reserved for members at the discretion of the Catering Department based on other bookings and attendance estimates given at the time of the initial booking.

The University Club reserves the right to relocate any function to an alternate room within the complex.

A $50.00 change fee will be charged for room set-up changes requested less than two business days prior to the event.

Audio-Visual Services:
A complete line of audio-visual (A/V) equipment is available, but must be ordered at least 48 hours in advance. Please discuss your needs with the Catering Department. A $50.00 fee will be charged for A/V set-up changes requested less than two business days prior to the event.