The University Club of Grand Rapids

Weddings and Special Events

The University Club of Grand Rapids is a great place to have a reception. You can be certain the evening will be coordinated with the utmost attention to detail. We are very flexible and to insure the evening goes as planned, with no surprises, it is important we communicate well. Please take a moment to read the following rules and regulations:

Wedding preparation

Parking/Entry

  1. Parking is included with dinner (after 5 PM) in the Fifth Third Bank ramp, adjacent to the building. See manager for special requests.
  2. Parking spaces are guaranteed. Parking available on all three levels.
  3. The Fifth Third Bank entry doors generally are locked on weekends, but will be open for your scheduled event. If you (or your florist, cake delivery, DJ, etc) need to gain entry to the building prior to your scheduled reception time, you must notify the club one day before so we can make the necessary arrangements with building security personnel.

Guest Count

  1. A tentative count must be given two weeks prior to the scheduled event. A final count must be given one week prior. In the event you do not give us a final count, we will assume the number of guests has not changed from your tentative count and you will be charged accordingly.
    Assigned Seating – table count and total number of guests seated at each table must be submitted with the final count.
  2. Parties booked with guest count under 160 people will have use of the Main Dining Room and Fireside only. A section of the Lounge may be reserved, however, at a cost of $200 for parties under 160 people.
  3. Parties booked with guest count over 160 people may also have a section of the Front Lounge at no extra charge; the lounge area will be assigned according to guest count.

Dinner

  1. All sit-down dinner entrees include a starter, vegetable, starch, rolls, coffee, hot tea, and ice tea. Vegetarian options and Children meals are available upon request. Your choice and count for any specialty entree(s) must be given at the time you select your primary entree.
  2. A split entree option is available only for parties under 100 people. Split entree choices (not combination plates) will have a $3 per plate surcharge. Three entrée choices will have a $4 per plate surcharge, and so on. Individual counts on your selected entrees must be given with the final count. A place card must be at each place setting designating the entree choice of each guest. Overages will be charged accordingly.
  3. Buffet options are available. Generally, the cost per person for a full dinner buffet will be the price of the most expensive entree choice plus a $3 surcharge. Hors d’ourvre receptions will be priced according to the cost and quantity of selected items.
  4. You must determine the time your guests are to be seated for dinner prior to the evening of your reception. You will be charged $100 for every ½ hour delay.

Bar

  1. We will design the bar to fit your requests. You may choose different options of bar service for each time period (eg: before, during, after dinner). There is a after dinner bar/beverage minimum of $500 - punch may be included in the bar service minimum.
  2. Keg beer is available in full, ½ or ¼ barrels. You will not pay for untapped beer.
  3. House liquors and house wines are charged by the tenth of a bottle, rather than full bottle.
  4. It is management recommendation the bar be closed during a sit-down dinner and reopened after dessert. If you choose to have bar service during a sit-down dinner, you will be charged a $100 bartender fee.
  5. The bar will close by 11:30 PM and the premises vacated by 12:30 AM. You may, however, request a later closing time with a charge of $100 for each additional ½ hour the Club remains open.
  6. One bar will be available for your reception. For each additional requested bar, a fee of $100 will be applied. You may request our staff to pass wine and/or beer, upon arrival, with no additonal cost.

(The University Club is committed to the responsible service of alcoholic beverages and to the actions that can help reduce over drinking - drunk driving crashes. All employees will not serve alcohol to any person under the age of 21 or to any person who shows signs of visible intoxication. Should a difficult situation arise, we ask that the host/member or other responsible person delegated by the host/member prior to the event, be notified and assist with controlling irresponsible behavior of a guest.)

Cake

  1. Cakes are available through the Club at a pre-determined price with no additional cake-cut fee.
  2. You are welcome to bring your own cake. We will cut and served your cake for $2 per person or cut-only for $1 per person w/cake station. We will provide plates and silverware as part of this cake service and will box any leftover cake as well as your anniversary cake. We will also return your cake parts to the gift table area where you can conveniently take them home that evening. The Club is not responsible for cake parts left overnight.
  3. To insure a timely dinner schedule, the ceremonial “cake cut” must take place prior to seating for dinner. If you would prefer to cut the cake after dinner there will be a $100 surcharge.

Decorations

  1. You may bring your own flowers, candles and favors. You are responsible for the set-up, removal, boxing, clean-up and returning of your items - clean up/gathering fee if not done night of reception.
  2. You may use our simple, fresh flowers (in small glass vase) on each table at no additional charge.
  3. You may bring your decoration items the day before your event, if it is convenient for you.
  4. Votive candles with glass holders are available through the club at a cost of $1 per unit. We will place, light and clean up candles/holders.
  5. All linen tablecloths, napkins and skirting are provided. There is an extra $3 charge per table if you wish to have double tablecloths (overlay and underlay).
  6. Chair covers are available, white w/ivory bows or black bows at a cost of $4.00 per chair.

Dance Floor/Stage

  1. Cost for use of dance floor $100-300, depending on size.
  2. Cost for use of stage $100-200, depending on size.

Smoking

  1. The Fifth Third Bank building is a non-smoking environment. The University Club allows smoking only in the annex of the Front Lounge.
  2. If you wish to prohibit all smoking during your event, the Club we will be happy to accommodate your wishes.
  3. Cigar smoking is allowed only if you book the entire club.

Miscellaneous

  1. The Club generally is not available before 5 PM on Saturdays. Exceptions are possible as early as the day prior.
  2. Food and beverage, other than that supplied by the Club, is not permitted without management permission. Handling fees will be determined accordingly.
  3. Assigned seating is easy to accommodate. We will be happy to arrange your place cards on a table in the entryway. Please have them in alphabetical order.

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