Catering Terms & Conditions

Please read the following terms and conditions before submitting a room request. When you are ready to get started, fill out the catering request form.

Reservations

All of our room reservations are booked on a first come first serve basis. Events for Faculty Club members and UCSD organizations and departments receive scheduling preference. Reservations are confirmed when a contract is signed and returned to our catering department, and when the $1000 deposit is received or a credit card or index number is given for the event. The Faculty Club reserves the right to schedule another event if the contract and deposit are not received. Function rooms are assigned by the Faculty Club according to the guaranteed number of guests, and the club reserves the right to change a designated room if the guest count increases or decreases.

Types of Events

The range of events at the UCSD Faculty Club is colorfully diverse. Several University programs hold events at the club, pairing renowned speakers with breakfast, lunch or dinner at the Faculty Club. UCSD Economics Roundtable, Dean’s Roundtable, Social Sciences Supper Club and Oceanids Sounding Board are a few programs which offer a series of events each month at the club. The club also schedules a range of events, exclusively for individual members and their guests, including wine dinners, Sunday brunches and holiday celebrations.

Hours and Minimums

A $1,000 non-refundable deposit is required to book an event. 25% of the estimated bill is due 90 days prior to your event. The balance of your bill and your guarantee guest count are due 7 days prior to the event. All payments must be made by personal check or cashiers check payable to the Ida & Cecil Green Faculty Club.

Food and Beverage Minimums

We do have food and beverage minimum that is required when booking a space at the Faculty Club. Saturday and Sunday food and beverage minimum requirement is $5,000. 

Deposits

Our facility is open year round, following the University of California San Diego calendar. Our normal hours are Monday through Friday 8:00am-4:30pm. There are no time restrictions outside these hours, but events occurring outside normal business hours may be subject to food and beverage minimums:

  • Monday through Friday evenings = $750.00
  • Saturday afternoon & Sunday afternoon or evening = $5,000.00
  • Saturday evening = $7,500.00

Club Rental Fee

A Club rental fee is required for use of part or all of the facility for a specified time period. This fee is in addition to any food, beverage or service charges incurred. Should an event run past the agreed upon duration, overtime charges may apply. The patron is responsible for payment of all overtime charges.

Guarantee

A final, guaranteed guest count is required three (3) business days prior to the function date for events held during regular Club hours and seven (7) business days prior to the date for special events. The guaranteed number is the minimum number of guests for which you will be charged. Should you need to increase your guarantee, we will make every effort to accommodate you. If no guarantee is received at the appropriate time, the Club will assume the number expected on the Banquet Event Order to be correct, and food preparation and service charges will be made accordingly.

Function Space

Function rooms are assigned by the Club according to guaranteed number of people anticipated. We reserve the right to change a designated room, without notification, if the guest count increases or decreases. This does not apply to the exclusive rental of the entire facility.

Cancellation

University Events: Cancallations within five (5) business days of the scheduled event date will be charged the facility fee and percentage of food costs.

Special Events: All deposits are non-refundable. Cancellations within seven (7) days of the scheduled event date will be charged in full.

Liability

The Club will not be liable for any loss or damages to the patrons' or their guests' property left in the Club prior to, during or following a function. The patron assumes full responsibility for the conduct of all persons in attendance at the event and for any damage incurred by the Club or persons as a result of the event.

Service Charges and Sales Tax

A 20% service charge is added to all food and beverage during any event at the club. All fees, including facility rental, food and beverage & service charge are subject to California State sales tax. (Note that the service charge is taxable based on California State Regulation 1603(f). Any group or charity that claims tax-exempt status must present a letter from the California State Board of Equalization stating this exemption.)

Admission and Ticket Sales

Ticket sales and admission policies depend on the event. Club sponsored events require advance reservations through our front desk, payable by credit card or check. Many programs held at the faculty club are responsible for their own reservation procedures, providing the club only with a guaranteed number of guests. When appropriate, the club will direct inquiries to the coordinator of each program.

Equipment and Miscellaneous Services

Our facility rental is inclusive of all set up and break-down of your event. Rental of any room in our facility includes our standard tables, chairs, china, glassware, flatware, and standard linens when applicable. Our catering office will arrange any audio visual or parking needs for your event. A complete inventory of A/V equipment is available on a rental basis and can be arranged either through our catering department or directly through media services. Parking arrangements, including reserved spaces, attendants, and signage, may be made through our catering department or directly with UCSD Special Events Parking.

Power Availability

The Faculty Club has standard three-prong outlets in all of its meeting rooms, dining room, lounge and courtyard. Extension cords and power strips are provided with the rental of all media equipment, and may also be provided upon request.

Technical Equipment

All six meeting rooms and the lounge in the faculty club are equipped with pull-down screens for audio/visual presentations, which are included in the cost of the room rental. The Faculty Club owns a TV, VCR, and XGP projector. Our catering office will rent any other equipment on an as-needed basis through media services.

Staging

Staging may be arranged in the Faculty Club dining room. Staging equipment is ordered through a private rental company according to their price schedule, and delivered to the Faculty Club.

Audio/Visual Equipment

The Faculty Club has a select amount of in-house equipment which is available for rental on a first come first serve basis. A complete inventory of other media needs may be provided upon request, as our catering office will arrange equipment rental through media services. We also will accommodate equipment brought from outside the club, or equipment rented directly through media services by a client or guest. The Faculty Club will provide a table for projectors, along with an extension cord or power strip if requested. The following is a list of some of the equipment that our club can rent:

  • LCD projector @ $45.00 per hour
  • Flip chart with markers @ $15.00 per day
  • White board with markers @ $15.00 per day
  • Chalk board with chalk @ $15.00 per day
  • Overhead projector @ $15.00 per day
  • Speakerphone @ $10.00 per hour
  • PC laptop @ $45.00 per hour

On-Site Staff

The faculty club banquet staff are on hand for the duration of your event to assist any and every need that may arise. Additionally, our catering office can arrange to have a Media Services technician present to ensure that media equipment runs smoothly. The cost for technical support is $65.00 per hour. An on-site electrician may be arranged upon request through Physical Plant Services.

Food and Beverage Policy

The Faculty Club has an on-site kitchen, staffed by Premier Food Services. All food and beverage must be provided by our kitchen and catering staff for events at the club. No outside food or beverage is allowed on premise. The kitchen is EHS approved and is inspected quarterly.

Menu Selections

Menus must be submitted to the Catering Office a minimum of two weeks prior to an event to guarantee your item selections. We offer a variety of Menus for you to choose from or our Catering Manager can customize a menu to your specific taste and desires. Prices are guaranteed for 90 days.

Restroom Facilities

The Faculty club has private bathroom facilities on premise for the convenience of our members and guests. Handicapped facilities are available.

Alcohol Policy

The Faculty Club has a full liquor license and can provide a range of beverage services for events at the club, from full bar service to serving wine with dinner. All beverage service must be provided by our club, and no outside beverages, including wine, are permitted. When holding an event at the club, both hosted and non-hosted bar options are available.

Noise Policy

There are no noise restrictions at the Faculty Club. We invite you to bring in any equipment or entertainment you choose for your event. We will also be happy to arrange any audio/visual equipment for an event, and have a complete list of DJ’s, live bands and other entertainment we recommend.

Security Policy

Upon request, or when there are a significant amount of minors attending an event at the Faculty Club, our catering staff will hire University CSO’s to supervise the club for the duration of the event. On a day-to-day basis, Campus Police are called to handle any security issues.

Emergency Policies & Procedures

Each room or section of rooms in the Faculty Club is equipped with fire alarms, extinguishers and emergency exits. Service and kitchen staff supervisors are kept up to date on emergency and evacuation policies, including the location of electrical panels and gas shut off valves. Emergency phone numbers, hospital locations and a map of emergency equipment and exits are posted in the front office.

Parking

Parking lot #206 is located directly outside the Faculty Club. There are 50 club spaces in that lot, which require a faculty club permit to park in. These permits are issued on a first-come first-serve basis for members and guests of the club. The other 80 spaces in lot #206 may be reserved through special events parking if guaranteed parking is desired for any event. Parking Lot #207 is adjacent to the club, and has parking for both red and green university permits. Parking permits are required during weekdays, however, campus parking is complimentary on Saturdays and Sundays. Members and their guests attending lunch or scheduled events may obtain permits to park in Club spaces. For your guests’ convenience, we can arrange guaranteed parking for events being held at the Club (additional charges apply).

  • Day: $2.00 for first 3 hours; $1.00 for each additional hour; $7.00 for all-day
  • Evening: $4.00 after 4:30 p.m.

Note: In compliance with University of California policy, the Faculty Club is a non-smoking facility.

If you will provide an index to be charged, please follow UCSD policy requirements for recharging Faculty Club expenses.

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