WAC Catering Policies

Contracts and Deposits

A signed contract and deposit will be required to reserve your space. The amount of the deposit depends upon the space reserved and the specific meal period. The deposit and signed contract will be due within 30 days of reserving the space. The deposit will equal one-half (50 percent) of the estimated food and beverage purchases, or the room minimum(s), whichever is greater. The deposit is payable by cash, check or major credit card. Unfirtunately, deposits cannot be charged to your WAC membership account.

If you need to cancel your event, the deposit will be refundable based on the following schedule:

180 days or more: An amount equal to 66 percent of the deposit will be refunded.
120-179 days: An amount equal to 50 percent of the deposit will be refunded.
60-119 days: An amount equal to 25 percent of the deposit will be refunded.
59 days or less: Deposit is nonrefundable.

Room Minimums

Banquet rooms at the WAC have minimum revenue requirements per room reservation period (breakfast, lunch, dinner). All food and beverage purchases, excluding tax and gratuity, apply toward this minimum. A difference will only be due if the minimum is not met in food and beverage purchases, excluding tax and gratuity, during a reservation period.

Menu and Menu Selection

Final menu selections are due 10 business days before the date of your event. One entrée is recommended, but please ask for details if you require more than one entrée. We are happy to arrange any necessary substitutions to meet your guests' dietary restrictions. If you select multiple entrées, the higher price will prevail and some form of indication (colored ticket, coded name tag, etc.) will be required at the guest table.

Banquet Room Assignment

Room assignments are made in accordance with your event's anticipated attendance, length and set-up requirements. Revisions in attendance and/or set-up requirements may necessitate reassignment to a more suitable banquet room, if available.

Guarantees

A guaranteed guest count is due by noon three business days before the date of your event. If the menu includes a choice of entrées, Catering must be advised of the exact number of each entrée at this time. If a guarantee is not received within this period, the most recent number of guests specified will be the guarantee. The WAC will only prepare to serve the guaranteed number of attendees. If attendance is above this amount, we will only prepare, serve and charge additional meals with authorization. Be advised that this may cause a delay, and additional meals may differ from those originally ordered.

Food and Beverage

All food and beverage items must be purchased from and served by the WAC. Due to insurance liabilities, remaining food items cannot be removed from the premises. This policy applies to all perishable food, including entrées for guaranteed guests unable to attend. The Washington State Liquor Control Board regulates the service and sale of alcoholic beverages. As a licensee, the Club is responsible for the administration of these regulations; therefore, liquor, beer and wine may not be brought into the Club.

Audio-Visual Equipment

The WAC can and will provide assistance with equipment that is rented from and/or through the Club. The Club will not be responsible for equipment brought in by outside sources. An audio-visual labor charge will apply if assistance is necessary for outside equipment.

Any equipment rented from/through the WAC that is cancelled in less than two business days before the event may incur charges. Please see the audio-visual equipment pricing list for further information.

Cancellations

If you cancel an event fewer than five business days before the scheduled date, you may still be accountable for all charges or, at the least, a cancellation fee.

Member Sponsorship

Because the WAC is a private, member-owned facility, we require that a current WAC member sponsor each event. A non-member may have a member sponsor them and may be billed directly, but the sponsoring member is ultimately liable for any unpaid bills or damage.

Parking

Parking is available for you and your guests in WAC Parking at regular rates on a space-available basis. You can arrange to be billed for your guests' parking charges; to do so, speak with your Catering representative prior to the event.

Shipping, Receiving, Storage

If materials or supplies for your meeting are being shipped to the WAC, please have all items addressed with your Catering representative's name, event date and your company's name. Packages for events held in the Club may be delivered one working day before the event. The WAC cannot be responsible for storing any of these items. The Club will not store any of your guests' items more than 24 hours after your function.

Pricing

The WAC reserves the right to change prices, fees and charges in this agreement without notice. A 20 percent service charge will be added to the price of all food, beverages and audio-visual services provided. Applicable Washington state sales tax will be added to all prices, fees and charges.

Potential for Liability

The client agrees to assume entire responsibility and liability for all damages or injury to all persons, whether guests or otherwise, and to all property, including the loss of use, arising from or in any manner connected with the rental described in this agreement. The client shall defend and indemnify the Washington Athletic Club to the fullest extent as permitted by law, except for loss or injury arising from the sole negligence of the Washington Athletic Club.