Function Guide: Service Policies

Welcome to the Brown Faculty Club and thank you for giving us the opportunity to provide for your upcoming event. This guide is provided to assist you in planning your event and we hope that you will find the enclosed menus exceptional.  We will work with you on every detail and create additional menus to fit your special event.

The following policies apply to all functions at the Brown Faculty Club, please read them carefully. Your Function Manager will professionally assist in any questions that may ensue in the process.

Member and Member Sponsored Events

The Brown Faculty Club is a private, non-profit club.  Tax considerations make it necessary that outside groups or individuals wishing to hold functions be sponsored by a member or be approved by the Club’s Board of Managers or the Club’s General Manager. Individuals who are eligible for membership may not be sponsored by another member but must become members of the Club in their own right before any booking can be accepted.  A sponsoring member accepts full financial responsibility for any function sponsored, and is required to sign a letter of sponsorship.  Members who are in a delinquent status will not be allowed to charge functions to their accounts. In the case of sponsored functions, full payment in cash or certified check must be received by the Club at least 72 hours in advance of the function.  No function will take place unless such payment has been arranged and/or received.

A reservation confirmation form must be signed and returned within 72 hours of the initial request.  This document confirms the date, time, estimated guest count, room assignment and the required food and beverage minimum sales amount.  A Function Specification Sheet will be provided to you, summarizing the details of your event. A signed Function Specification Sheet must be returned and be received by the Club within 14 working days of your function.  We request only one person to conduct all business with the Club.  The contact person should be available to answer any questions we may have pertaining to your event.  The contact person should also have the authority to make decisions on behalf of your group.

The guaranteed number to be served must be provided by 3:00 p.m. at least 3 business days prior to your event.  If no guaranteed number has been received by the Club as required, the last highest estimate will become the guaranteed count.

Full payment for the guaranteed number must be arranged at least 72 hours prior to the function. Billing will be for the guaranteed number.  The Club will be prepared to serve no more than 5% above the guaranteed number.

Service Charge and Sales Tax

Sales tax (currently 7%) will be added to all non tax exempt groups.  A 1% city sales tax will be added to all food and beverage items and is reflected in the tax total.  Any group claiming a tax exemption must provide a State of Rhode Island sales tax exemption certificate at the time of booking.   A service charge (currently 18%) will be added to all function billings. State law mandates that service charges are subject to sales tax.

Food and Beverage

Functions utilizing private rooms are required to have a pre-selected menu.  Additional entrees may be selected by paying a surcharge of $1.50 per person per additional entree selected. Pricing for all items will be on the basis of the highest priced entree selection. (For example: if you select an entree at $17.00 and a second entree at $18.00, the cost per person including the surcharge would be $19.50).  You are required to inform the Club of the number of each meal required when you provide the guaranteed guest count.  Entree selection cards must be provided to assist the waitstaff in serving the appropriate meals. This card should indicate the guest name and his/her selection.  This does not require that a seating arrangement be used.

No food or beverage items may be brought into the Club without the prior approval of the Club management. All food and beverage items prepared by the Club and not consumed remain on the property of the Club and may not be taken after the function.  Wedding and Celebratory cakes may be brought into the Club. A Cake Plating Charge of $1.50 per person will apply.  While every attempt will be made to insure that the price for food and beverage items remains consistent, the volatility of markets makes it impossible to guarantee pricing beyond 30 days.  In compliance with Rhode Island State Law, all red meats are prepared medium unless you specify otherwise.

*Consumption of raw or undercooked foods of animal origin may increase your risk of food borne illness. Consumers who are especially vulnerable to food borne illness should only eat food from animals thoroughly cooked.

Food Allergens

The Brown Faculty Club is committed to meeting the needs of guests who have special dietary restrictions (such as a food allergy, intolerance or other medically restricted diet) and recognizes that many of our guests may also adhere to a vegetarian or vegan diet. Event planners must submit a formal request to The Brown Faculty Club Function Manager or General Manager for each guest requiring a meal accommodation.  A completed Guest Allergen Form must be submitted no later than (four) 4 business days prior to the event date. Please visit the Club’s website,, for additional information.

Cancelled Events

Functions cancelled less than 48 business hours before the scheduled event will result in a cancellation charge equal to the food and beverage minimum sales requirement for your event.  The Club must receive written notice of the cancellation.