penny escott, director of catering 605.737.5643 pescott@ramkotarc.com ruth skokan, catering sales manager 605.737.5319 rskokan@minervasrestaurants.com 2111
Banquet & Events
WELCOME TO BEST WESTERN RAMKOTA HOTEL & CONVENTION CENTER
Catering your event is our pleasure. The Convention Center has full banquet and meeting facilities and will prepare a full range of food and beverage services. Whether its coffee and juice, hot and cold hors d'oeuvres for a classic reception or a sumptuous banquet with all the trimmings; our highly versatile facility can play host to the most private of meetings, trade shows, conferences, weddings and major community events.
The Best Western Ramkota Hotel & Convention Center offers 36,000 square feet of flexible meeting space. Our meeting/banquet spaces are tastefully appointed and can handle groups from 10 to 1,000 people.
Our Catering and Convention Services staff will work with you to plan delectable meals, assure the function space is set to achieve the dynamics and objectives you desire and provide for your audio/visual needs.
After your event, your group can venture downtown and experience local art galleries, fashionable boutiques, and don't miss the City of Presidents statues while strolling through Main Street Square. We're right in the heart of four seasons of outdoor recreations and minutes from Mount Rushmore, Crazy Horse Memorial, Badlands National Park, Custer State Park, Reptile Gardens, Rushmore Mall, and Bear Country U.S.A. We'll be happy to help with information or arrangements, everything it takes to make the most of your event and your time here!
Don't forget to think about guest room accommodations for social events. You can help your guests have a safe and enjoyable evening by reserving a block of rooms at a special rate.
We welcome your questions and comments, and of course, we always welcome your business!
Contact our Sales & Catering Department to start planning your event today!
penny escott, director of catering 605.737.5643 • pescott@ramkotarc.com
ruth skokan, catering sales manager 605.737.5319 • rskokan@minervasrestaurants.com
Meetings
PROPERTY LAYOUT
pages 6-7
EQUIPMENT RENTAL
page 8
MEETING PACKAGES
page 9
Property Layout
CONVENTION CENTER I - 9 MEETING / BANQUET ROOM OPTIONS
Roosevelt
Jefferson
Lincoln
Washington
Badlands
Black
Needles
Rushmore
CONVENTION CENTER II - HAS 6 INDIVIDUAL MEETING / BANQUET ROOM
MEETING/BANQUET ROOM - CAPACITIES/MEASUREMENTS
The above chart provides details as to the seating capacity & dimensions of Convention Center I & Convention Center II
**The listed capacities are for maximum seating. For each additional table, head table, buffet table, exhibit table, seating capacities will be lessened.
Equipment Rental
equipment rental
The following equipment is available on a first-come, first-served basis. Equipment rentals are charged on a daily basis and are subject to a 20% service charge and applicable sales tax.
Stage / Platform 8x12
Additional 4x8 sections available at $30 each.
$75
Dance Floor 21x24 .................................................... $200
Studio Upright Piano $100
Power Drop Information
$250 per box
Total of five (5) boxes available. Each box has six (6) 110, 20-amp outlets and one (1) 220, 30-amp outlet (GFI protected); ground fault.
Each box will pull a total of 50 amps.
High Speed Wireless Internet NC
Dedicated Line for Internet TBD
Additional fees will apply. Requires 3-day lead time.
Screen Setup ............................................................ $25
Includes powerstrip/extension cord/equipment table. Client provides screen.
8x8 Screen $40
7x12 Screen $80
In-Room Screen $30
LCD Projector with sound cord .................................. $200
Extension Cord/Power Strip $20 each
Wireless Presenter with laser pointer $15
Powered Speakers $30
Flat Screen TV 32-inch $65
other services
Standard Microphone NC Limit (1) per meeting room. Additional mics available at $25 each.
(corded) microphone
at $50 each.
added elegance & display packages
Pipe & Drape Package #1 $30
One (1) 8'x10' Booth / One (1) 8' Table / Two (2) Chairs / White Table Cloth
Pipe & Drape Package #2 $35
One (1) 8'x10' Booth / One (1) 8' Table with Skirting / Two (2) Chairs / White Table Cloth
Pipe & Drape Per Running Foot ......................... $3
Vendor Display Package #1
One (1) 8' Table / Two (2) Chairs / White Table Cloth
Vendor Display Package #1 $20 One (1) 8' Table with Skirting / Two (2) Chairs / White Table Cloth
Per Table ....................................................
Meeting Room Packages
standard meeting room
Per Day / Minimum of 35 Guests
One (1) Meeting Room Suitable for Number of Expected Guests $36 per person
• LCD Projector & Screen Package Equipment Table Extension Cord Power Strip
• Flipchart Stand with Pad of Paper & Markers
• High Speed Wireless Internet
• Podium & Wireless Microphone
• Note Pads/Pens/Hard Candies
• All Day Beverage Service Fresh Brewed Coffee ⁄ Herbal Teas ⁄ Iced Tea Soft Drinks ⁄ Sparkling Beverages
• Continental Breakfast Fresh Fruit ⁄ Assorted Pastries
• Afternoon Break Garden Harvest Display ⁄ Cookies
executive meeting room
Per Day / Minimum of 35 Guests
One (1) Meeting Room Suitable for Number of Expected Guests $46 per person
• LCD Projector & Screen Package Equipment Table ⁄ Extension Cord Power Strip
• Flipchart Stand with Pad of Paper & Markers
• High Speed Wireless Internet
• Podium & Wireless Microphone
• Note Pads/Pens/Hard Candies
• All Day Beverage Service Fresh Brewed Coffee ⁄ Herbal Teas ⁄ Iced Tea ⁄ Soft Drinks ⁄ Sparkling Beverages
• Continental Breakfast Fresh Fruit ⁄ Assorted Pastries
• Plated Luncheon or Lunch Buffet
• Afternoon Break Garden Harvest Display Cookies
Breakfast
BREAKFAST BUFFETS
page 12
Breakfast
breakfast buffets
All Breakfast Buffets Include : Orange Juice, Coffee, and Assorted Herbal Teas. Fewer than 35 guests, ADD $2 per person / 60-minute serve time for all buffets.
The Dakota Breakfast
$14 per person
Fresh Seasonal Fruit / Scrambled Eggs / Cheese & Salsa / Crisp Bacon / Country Sausage / Breakfast Potatoes / Breakfast Pastries
add buttermilk biscuits & gravy, +3 per person add oatmeal & cold cereal station, +2 per person
The Sunrise
$13 per person
Fresh Seasonal Fruit / Scrambled Eggs with Sautéed Bell Pepper & Onion / Cheese & Salsa / Hardwood Smoked Ham / Breakfast Potatoes / Fresh Baked Mini Croissants
add bacon, +3 per person
The Wrangler
$13 per person
Scrambled Eggs / Sausage Patties / Breakfast Potatoes / French Toast Sticks with Butter & Maple Syrup
Bites & Beverages
BEVERAGES page 16
SWEET & SAVORY BREAKS page 16
A LA CARTE BREAKS page 17
AM & PM BREAKS page 17
Bites & Beverages
Bites & Beverages
a la carte breaks
am breaks
All AM Breaks Include : Bottled Juices, Coffee, and Assorted Herbal Teas. Minimum of 12 required.
The CEO Continental ................................................................... $12 per person
Assorted Muffins / Assorted Danish Pastries / Individual Flavored Yogurts / Fresh Seasonal Fruit
Minervas Morning Break $11 per person
Fresh Seasonal Fruit / Assorted Danish Pastries / Assorted Coffee Cakes
Assorted Fancy Donuts & Rolls
pm breaks
All PM Breaks Include : Coffee and Coca-Cola ® Soft Drink Products. Minimum of 12 required.
The Baker's Break ........................................................................ $10 per person
Assorted Gourmet Bars / Fresh Baked Cookies / Chocolate Fudge Brownies
Sweet & Savory
$10 per person
Ruffles ® Potato Chips & French Onion Dip / Tortilla Chips & Salsa / Cajun Snack Mix / Peanut
Butter Crispy Bars / Fresh Baked Cookies
The Siesta
Tortilla Chips / Queso / Fire Roasted Salsa / Guacamole / Churro Bites
$14 per person
Lunch
BOXED LUNCH page 20
ENTRÉE LUNCH BUFFETS page 20
THEMED LUNCH BUFFETS page 21
PLATED LUNCH pages 22-23
Lunch
boxed lunch
All Boxed Lunches Include : Assorted Individually Package of Chips, Bottled Water, Cookie, Whole Fruit & Appropriate Condiments (Mayo & Mustard), Napkin & Flatware
Boxed Lunch Options
• Roast Beef & Cheddar Lettuce / Tomato / Whole Grain Wheat Bread
• Shaved Ham & Swiss Lettuce / Tomato / Whole Grain Wheat Bread
$17 per person
• Turkey Wrap Provolone / Arugula / Roasted Red Pepper / Banana Pepper / Bruschetta Tomato / Tomato-Basil Tortilla
• California Wrap (veg) Provolone / Arugula / Tomato / Cucumber / Roasted Bell Pepper / Avocado / Garlic Aioli / Tomato-Basil Tortilla Wrap
entr É e lunch buffets
All Entrée Lunch Buffets Include : House Salad with Assorted Dressings, House Rolls & Butter, Chef's Choice of Starch and Seasonal Vegetable. Beverage Service of Iced Tea, Water, and Coffee. Fewer than 35 guests, ADD $2 per person / 60-minute serve time for all buffets.
Entrée Lunch Buffet Options [ choose one ( 1 ) entr É e ]
$19 per person add additional entr É e, +3 per person
• BBQ Pork Loin Dry Rubbed Pork Loin / Blackberry BBQ Sauce
• Asti Chicken Mushroom-Champagne Cream Sauce
• Yankee Pot Roast Savory Gravy
• Honey Pepper Salmon Sauce Béarnaise
• Western Angus Meatloaf Tomato Glaze / Burgundy Au Jus [ sub buffalo meatloaf, +4 per person ]
• Chicken Broccoli Pasta Garlic Cream Sauce / Fresh Herbs / Penne
• Primavera Pasta (veg) Mushroom / Red Onion / Zucchini / Tomato / Carrot / Broccoli / Arugula / White Wine Cream / Penne
Lunch
themed lunch buffets
All Themed Lunch Buffets Include : Beverage Service.
Fewer than 35 guests, ADD $2 per person / 60-minute serve time for all buffets.
Deli Bar
$17 per person
Sliced Ham / Roast Beef / Smoked Turkey / American, Swiss & Cheddar Cheese / Lettuce, Tomato, Red Onions & Pickles / Assorted Breads / Potato Chips / Chef's Choice of Deli Salad
The Black Hills
$17 per person
Garden Salad with Ranch Dressing / Potato Salad / Dixie Coleslaw / Dry Rubbed BBQ Chicken / Bold BBQ Sauce / Campfire Baked Beans / Buttered Corn / Dinner Rolls
Build-Your-Own Philly Cheesesteak .............................................
$18 per person
Shaved Beef / Chicken / Sautéed Bell Pepper & Onion / Chef's Cheese Sauce / Hoagie Rolls / Potato Chips / Pickles / Garden Salad / Potato Salad
South of the Border
$19 per person
Tortilla Chips with Warm Nacho Cheese Sauce & Jalapeños / Seasoned Ground Beef / Fajita
Seasoned Chicken / Shredded Lettuce, Tomato, Onion, Sour Cream, Cheese & Salsa / Soft
Shell Tortillas / Spanish Rice / Refried Beans
Italian
$19 per person
Classic Italian Salad with House Vinaigrette / Chicken Broccoli Penne Pasta in Garlic Cream Sauce / Meat Lasagna topped with Herbs & Parmesan Cheese / Stea med Sicilian Vegetable Blend / Garlic Toast with Marinara Dipping Sauce
Lunch
plated lunch
All Plated Lunch Entrées Include : Beverage Service, House Rolls & Butter, Chef's Choice of Seasonal Vegetable. add house salad, +3 per person
Minimum of 12 required for each plated lunch entrée.
All plated menus which have a choice of more than one (1) entrée will be charged to the highest entrée price selected.
Pork Filet Mignon
$17 per person
6oz Boneless Pork Chop / Bacon-Wrapped / Burgundy Au Jus / Garlic Mashed Potato
Honey Pepper Salmon
House Pepper Seasoned & Honey Glazed / Sauce Béarnaise / Wild Rice Mélange
Burgundy Beef Tips
$19 per person
$18 per person
Tender Beef Tips with Sautéed Mushroom & Onion / Demi-Glace / Garlic Mashed Potato
Marsala Chicken
Flour Dusted Chicken Breast / Mushroom-Marsala Sauce / Garlic Mashed Potato
Yankee Pot Roast ..............................................................................
Slow Roasted Beef / Mushroom Gravy / Garlic Mashed Potato / Haystack Onion
Rosa Primavera Manicotti (veg)
$17 per person
$19 per person
$17 per person
Three Cheese Stuffed Manicotti topped with Marinara & Alfredo Sauces / Fire Roasted Vegetables
Roasted Apple Spinach Salad ..........................................................
$17 per person
Fresh Spinach / Grilled Chicken / Bacon / Roasted Fuji Apple / Dried Cherries / Candied Walnut / Gorgonzola / Honey-Balsamic Vinaigrette
Blackened Chicken Caesar Salad .................................................... $15 per person
Romaine Lettuce / Blackened Chicken / Parmesan / Croutons / Creamy Caesar Dressing
Reception
HORS D'OUERVES
page 26
GRAND DISPLAYS
page 27
ENTRÉE DINNER BUFFETS
page 28
THEMED DINNER BUFFETS page 29
PLATED DINNER page 31
DESSERTS page 32
BEVERAGES page 35
Hors D’Oeuvres
cold hors d'oeuvres
hot hors d'oeuvres
Grand Displays
grand displays
Fresh Fruit ...................................... $100 [serves 25 ] / $175 [serves 50 ] / $325 [serves 100 ]
An Arrangement of Fresh Seasonal Fruit
Garden Harvest ............................... $100 [serves 25 ] / $175 [serves 50 ] / $325 [serves 100 ]
An Array of Fresh Field Vegetables with Dip
Meat & Cheese Platter .................... $175 [serves 25 ] / $275 [serves 50 ] / $500 [serves 100 ]
Fresh Assorted Cheeses / Salami / Deli Meats / Assorted Crackers / Assorted Fresh Breads
Spinach & Artichoke Bake ......................................................... $175 [serves 50 ]
Creamy Spinach & Artichoke Dip baked with Cheese / French Bread / Tortilla Chips
Ten Layer Taco Dip ...................................................................... $165 [serves 50 ]
Black Bean Sofrito / Salsa / Sour Cream / Cheddar Cheese / Lettuce / Tomato / Onion / Black
Olive / Jalapeño / Guacamole / Tortilla Chips
Smoked Salmon Display $350 [serves 50 ]
Hardwood Smoked Salmon / Dill Cream Cheese / Banana Peppers / Pickled Red Onion / Capers / Assorted Citrus / Assorted Crackers / Assorted Fresh Breads
Iced Cocktail Shrimp .............................................................. $350 [per 100 pieces]
Chilled Jumbo Shrimp / Raspberry Cocktail Sauce
Dinner
entr É e dinner buffets
All Entrée Dinner Buffets Include : Beverage Service, House Salad & Assorted Dressings, House Rolls & Butter, Chef's Choice of Starch & Seasonal Vegetable. Fewer than 35 guests, ADD $2 per person / 60-minute serve time for all buffets.
Entrée Dinner Buffet Options [ choose two ( 2 ) entr É es ]
add additional entr É e, +4 per person
• Roast Pork Loin Choice of Tuscan Au Jus or Mushroom-Marsala Demi-Glace
$29 per person
• Chicken Breast Choice of Spicy Romano Cream & Sun-Dried Tomato or Marsala Crimini Mushroom
• Yankee Pot Roast Savory Gravy
• Honey Pepper Salmon Sauce Béarnaise
• Western Angus Meatloaf Tomato Glaze / Burgundy Au Jus [ sub buffalo meatloaf, +4 per person ]
• Swedish Meatballs Beef Au Jus Cream Sauce / Mushroom / French Fried Onion
• Burgundy Beef Tips Mushroom & Onion Demi-Glace
• Chicken & Shrimp Romano Pasta Sun-Dried Tomato / Scallion / Mushroom / Romano Cream Sauce / Penne
• Primavera Pasta (veg) Mushroom / Red Onion / Zucchini / Tomato / Carrot / Broccoli / Arugula / White Wine Cream / Penne
entr É e dinner buffet add-ons
Chef's Carving Station: Choose the following hand-carved presentations by our Culinary Staff to any of the above dinner buffet options.
Roast Beef ......................................................................................... $11 per person
Roast Strip of Beef Loin $14 per person
Prime Rib ..........................................................................................
Dessert Station: Add an assortment of delectable desserts to sweeten your evening! +5 per person
themed dinner buffets Dinner
All Themed Dinner Buffets Include : Beverage Service.
Fewer than 35 guests, ADD $2 per person / 60-minute serve time for all buffets.
The Black Hills
$26 per person
Garden Salad with Assorted Dressings / Dry Rubbed BBQ Chicken / Bold BBQ Sauce / Loaded Mashed Potato / Cowboy Baked Beans / Buttered Corn / Dinner Rolls & Butter / Assorted Cookies
add baby back ribs, +5 per person
The Wild West ................................................................................. $27 per person
Garden Salad with Assorted Dressings / Angus Beef Hamburgers / Brats / Wagon Trail Potatoes with Sautéed Bell Pepper & Onion / Cowboy Baked Beans / Buttered Corn / Coleslaw / Brownie Triangles
add bbq chicken, +3 per person add baby back ribs, +5 per person
Italian ............................................................................................. $29 per person
Classic Italian Salad with House Vinaigrette / Tuscan Pork Loin / Chicken & Shrimp Romano Pasta / Meat Lasagna topped with Herbs & Parmesan Cheese / Stea med Sicilian Vegetable Blend / Garlic Toast with Marinara Dipping Sauce
Dinner
plated dinner
All Plated Dinner Entrées Include : Beverage Service, Garden Salad, House Rolls & Butter, Chef's Choice of Starch & Seasonal Vegetable. sub house salad, +1 per person
Minimum of 12 required for each plated dinner entrée.
All plated menus which have a choice of more than one (1) entrée will be charged to the highest entrée price selected.
pasture
• 9oz Pork Filet Mignon Bacon-Wrapped / Burgundy Au Jus ......................... $26 per person
• Chicken Romano Sun-Dried Tomato / Scallion / Mushroom / Romano Cream Sauce $26 per person
• 8oz Top Sirloin Mushroom-Bourbon Cream Sauce $28 per person
• 10oz New York Strip Bourbon-Pepper Demi-Glace ................................. $35 per person
• 10oz Roast Strip Loin of Beef Burgundy Au Jus ................................. $36 per person
• 12oz Hunter's Ribeye Montreal Seasoned / Burgundy Au Jus / Grilled Onion $42 per person
land & sea
• Surf & Turf 6oz Top Sirloin topped with Sautéed Shrimp / Sauce Béarnaise ......... $34 per person
of the lake
• Honey Pepper Salmon House Pepper Seasoned & Honey Glazed / Sauce Béarnaise $29 per person
• Pecan Walleye Pecan Crust / Brown Butter Bourbon Sauce $29 per person
vegetarian
• Rosa Primavera Manicotti Three Cheese Stuffed / Marinara & Alfredo Sauce $23 per person
Desserts
desserts
All Prices are Per Each
Minimum of 12 required for each dessert.
• New York Cheesecake with Fruit Topping
• Double Chocolate Cake Rich, Sweet & Bitter Layered Cake / Fresh Whipped Cream
• Raspberry & White Chocolate Cake White Chocolate Frosting / Raspberry Filling
• Chocolate Mousse Parfait with Whipped Cream & Chocolate Shavings
• Tiramisu Cake Café Vanilla Sauce / Chocolate Sauce
• Key Lime Pie Graham Cracker Crust
• Grandma's Carrot Cake Sweet Layered Walnut Carrot Cake / Housemade Vanilla Sauce
• Triple Chocolate Tiger Cake Layers of White & Chocolate Butter Cream
• Peanut Butter Pie Graham Cracker Crust
dessert stations
Staff attended. Minimum of 35 required.
Caramel Apple Crisp with Vanilla Ice Cream
$9 per person
Ice Cream Sundae Bar Vanilla Ice Cream / Chocolate Sauce / Caramel / Oreo® Crumbles / M&M's® / Sprinkles / Chopped Peanuts / Maraschino Cherries / Whipped Cream $7 per person add caramel apple crisp, +4 per person
Beverages
beverage options
Hosted Bar : Total cost of beverages served based on consumption, plus 20% service charge and applicable tax, is billed to the event host.
Cash Bar : Your guests are responsible for the purchase of their own beverages on a cash basis.
Drink Tickets : The host will be given a set amount of tickets to distribute to their guests. Those guests without tickets will be served on a cash basis. Su bject to 20% service charge and applicable tax.
Premium, Top Shelf & Cordials available by request; prices to be determined. If bars are hosted, prices will be subject to a 20% service charge and applicable tax.
Bottled wine is available by request. Ask to see our extensive wine list. Also, to enhance your guests dining pleasure, we offer wine cart services or a beer & wine attended station. Please ask for details.
Policies
CATERING POLICIES pages 37-39
BAR POLICIES page 39
Policies
catering policies
UNDERSTANDING YOUR NEEDS
A great deal of effort goes into coordinating a suc cessful event, thus all the details must be completed and agreed upon in writing at least a minimum of two (2) weeks in advance of the event.
In order to properly prepare for your event, we need to understand your needs. Be prepared to provide as many details about your event as possible such as:
‣ What is the name of your event?
‣ How many people are attending?
‣ What setup style do you require?
‣ Do you require a custom floor plan?
‣ What is the start time and finish time?
‣ Do you require access to the room early for setup?
‣ Do you require catering/bar service?
‣ Do you have audio/visual requirements?
‣ What is your company name & address for invoicing purposes?
PLANNING ACCESS TO THE FACILITY
If you need special access to the facility before and after your event (perhaps to decorate or move equipment in/out, we will need to know in advance. Typically for large events requiring extensive setup, extra accommodations need to be made so that there is a sufficient overlap between clients.
BANQUET ROOM LIABILITY
We reserve the right to inspect and control all private functions. Liability for damage to the premises will be charged to the representative making the actual arrangements at repair or replacement costs. The Best Western Ramkota Hotel & Convention Center/Minervas Restaurant reserves the right to cancel any events booked at our property if we believe holding the event will jeopardize the safety of our guests or employees.
DAMAGE & LOSS
The Best Western Ramkota Hotel & Convention Cen ter/Minervas Restaurant are not responsible for items lost, stolen or damaged in any area of the hotel including parking lot areas. If valuable items must be left in any banquet area, it is recommended that security be retained at the group's expense. All guest's items returned will be kept in lost and found for a reasonable amount of time.
CONTRACT / DEPOSIT
Minervas Banquet Department requires a signed catering agreement at the time of the booking to secure space. A more specific Banquet Event Order (BEO) will be forwarded to confirm all final arrangements and prices. BEO's will need to be signed and returned prior to your event and will serve as part of you final agreement.
SMOKING POLICY
The Best Western Ramkota Hotel & Convention Cen ter is a 100% smoke-free facility. Although smoking is not permitted within the building itself, guests who smoke are permitted to do so outside in designated areas.
ELECTRICAL
With the growing demand for power, in order to com ply with your electrical needs, it is possible a power drop may need to be added to an event. This service will be an additional cost.
OUTDOOR EVENTS
Minervas Banquet Department reserves the right to make the decision to move any outdoor scheduled event inside in case of inclement weather, or based upon impending inclement weather predicted by the National Weather Service. Events will be moved indoors due to wind, rain or the forecast of rain. The decision to move in such event will need to be made five (5) hours in advance of such event. If the client requests that both indoor and outdoor event space be held, additional fees will be assessed and applied according to party size and complexity of setup.
DIRECT BILL / PAYMENT
To pay by Direct Bill, arrangements need to be made 14 days prior to the arrival date. All requests are processed using a completed credit card application and any other documentation that may be required. We reserve the right to accept or decline ANY direct billing request. If Direct Bill has not been established with Minervas Banquet Department, payment must be made 72 hours prior to the event in the form of money order, certified check, cashier check or valid credit card. TAX EXEMPT STATUS: Tax will be added to all charges unless the proper tax exempt paper work has been filled out and returned. If paying with a Tax Exempt credit card, a copy of the front and back of the card should be provided for our records.
Policies catering policies (continued)
DEPOSITS / CANCELLATIONS
Any deposit for a social event will be considered non-refundable (This cancellation policy pertains to functions booked through the Catering Department.)
should it be necessary to cancel an event, the following policy concerning refunds will apply:
Date of Cancellaton Revenue Due Prior to Event
‣ 90 days or more, any non-refundable deposit
‣ 45-90 days, 25% of estimated revenue, plus taxes
‣ 15-45 days, 50% of estimated revenue, plus taxes
‣ 14 days or less, 100% of estimated revenue, plus taxes
CATERING
Please be advised that Minervas is the exclusive caterer for Minervas Catering & Events at the Best Western Ramkota Hotel & Convention Center. Anyone booking space is not allowed to bring in food or beverage from an outside source. Additionally, it is the policy of Minervas that no food or beverage will be packaged and taken after any event.
MENU SELECTION
Menu selection and estimated attendance are re quired at least six (6) weeks prior to the date of the function. All plated menus, which have a choice of more than one (1) entrée will be charged to the highest entrée price selected. There is a 12 person minimum guarantee for all meals served in a private banquet room. Less than 12, additional fees will apply. All buffets have a 35 person minimum. Less than 35, additional fees will apply.
PRICE INCREASE
There may be increases in prices due to unforeseen changes in the market conditions at the time of your event. We will communicate these increases to you in advance. Alternatively, at our discretion, Minervas may, in such event, make reasonable substitutions in menus and you agree to accept said substitutions. Currently, all prices are per person unles otherwise noted and subject to a 20% service charge plus applicable taxes.
BANQUET SERVICE
The time as specified on your final signed BEO for food service will be observed and if the client should delay service for more than a ½ hour, without reasonable notice, an additional server fee will be assessed. Upon request, extra servers/bartenders, above and beyond our standards are available at an additional fee.
GUARANTEE
For the various departments to prepare properly for your event, it is important that the Catering Department receives confirmed attendance by 10AM three (3) business days prior to the date of the event. This will be considered a guarantee, and not sub -
ject to reduction. Seating and food preparaton will be provided for 3% above confirmed guaranteed attendance. If you were to exceed the 3% over, the Catering Department will not be able to ensure the timely manner of service and the quality of food could be compromised. Please expect that additional fees will be applied.
ROOM RENTALS
Room rental is based upon food and beverage order and how long the room is rented for.
LABOR CHARGES
Should extensive meeting room setups or multiple changes to room setups on a daily basis be required, there will be additional fees applied to cover the cost of labor. Changes to room setups within a 24-hour period will be subject to a labor fee. security*: Additional fees will apply. *Required for specific events.
AUDIO / VISUAL EQUIPMENT
Audio/visual equipment and services can be ordered through the catering office. We ask that requests be made at least two (2) days prior to the event. Ordering audio/visual equipment the day of the event may result in additional charges. If you choose to bring in your own equipment that can be provided by our property, a $50 access fee per room utilized will be assessed. Minervas will not handle, transport, store or be responsible for audio/visual equipment not rented through our catering department. All prices are subject to a 20% service charge plus applicable taxes.
FOOD PURVEYORS
All food purveyors will need to receive approval through the Catering Department. Minervas reserves the right to dispose or confiscate any products in violation. All food purveyors cooking or warming in their booth need to be equipped with a Class K fire extinguisher (wet foam). Perfect Fry, Auto Fry, Griddles with drip pans have been approved and will be allowed.
SERVICE CHARGE / TAXES
A 20% service charge will be added to the totals of all food, room rentals, beverage, audio/visual, and decor items provided. Tax at the applicable rate will be added to service charge, food, beverage, room rental/setup fees, audio visual, labor fees, and decorations provided.
MEETING / BANQUET ROOM SPACE
We reserve the right to reassign meeting rooms, especially, not limited to, fluctuating attendance figures. There are many fire code regulations to follow and communicating your plans in advance will avoid disappointment. No exhibitors and/or displays or room sets can block any fire pull stations or lighted exits. 10’ aisles/walkways will need to be maintained at all times.
Policies
catering policies (continued)
DÉCOR POLICY
If you are planning to decorate, please ensure that your decorator(s) and/or organizing committee members receive this notice before they begin. Please advise us of your decorating plans/event setup to ensure there are no surprises at the last minute. If possible, we will provide access to the banquet room the morning of your event to begin decorating. Should you require entry into the facility prior to this, please make those arrangements with your event coordinator to discuss availability. All decorations/rentals must be removed immediately following the event (Minervas is not responsible for any lost, stolen or damaged decorations or rental items).
The following are prohibited from use, except where noted.
‣ Nails, screws, push pin, thumb tacks, staples on walls, ceiling or tables
‣ Confetti, glitter or rice
‣ Hay or straw bales
‣ Smoke machines
‣ Small amounts of sage/incense may be used for ceremonial use only
‣ Open flame candles are not permitted without use of a hurricane or votive holder that stands to the height of the flame. Guests are encouraged to use flameless LED candles, battery-operated candles, or other non-combustible alternatives that provide a similar ambiance without the risk of fire
‣ Adherence of anything to carpeted sliding air walls please note: Damages to banquet space resulting in professional ser vices will be charged back to the person signing the con tract).
NOISE / DISTURBANCES
If loudness from orchestras, entertainment or public address system disturb any other guests or become a problem, our property reserves the right to ask the patron or the band leader to lessen the loudness, and if necessary, perform without amplificaton. It is requested that your entertainment program be reviewed with the Catering Department prior to contracting for entertainment.
bar policies
ALCOHOL SERVICE
A cash or hosted bar package can be made available to your guests. Guests must be 21 years of age with a valid photo ID to purchase or drink alcohol. All prices on alcoholic beverages are based on consumption and are subject to applicable South Dakota sales tax. The Best Western Ramkota Hotel/Minervas are the only licensed authorities to sell and serve liquor for consumption on the premises; therefore, liquor is not permitted to be brought into the venue space. Prices are subject to change.
TRASH DISPOSAL
It is the client's responsibility to break down all cardboard boxes. If there is large amounts of waste, dumpster fees may apply.
SHIPMENT OF PACKAGES & PARCELS
If shipping items to our property, it is best to confirm that we have adequate space to store them. There is no loading dock available for large crates or pallets of material. We suggest you have made arrangements for a pallet jack and means to off-load the large parcels. Packages for meetings may be delivered to the property three (3) business days prior to the date of the event. The event name, date of function, contact name, and the catering contact's name should be included on all packages to ensure proper delivery. A per box charge will be assessed for the delivery of shipments to and from a function room.
PLEASE NOTE THE FOLLOWING:
‣ Posters or directional signage may not be located in the Hotel Lobby or within the Hotel without prior approval.
‣ Banners may be hung with approval from the Catering Department. We suggest to hang signage/banners with the use of sticky tack or mat tape (duct tape will not adhere to vinyl walls.
‣ Labor charges will apply to functions if more than standard clean up is required at the close of the function.
‣ The property does not allow the moving of heavy equipment in the function rooms, foyer areas without proper protection for the floors.
‣ The property does not allow the locking/blocking of fire exit doors.
‣ Any helium tank brought into the building must be secured upright on a dolly.
‣ flammable d É cor: As per Fire Restrictions, all flammable items for example: hanging materials and tree branches, must be spryed with a fire retardant product such as "Class Fire Retardant".
60-days notice required for special liquor requests; must be available from our designated vendors and pre-paid by the case at the time of ordering.
Last call is 20 minutes prior to event end time.
LABOR CHARGES
A $150 bartender fee is applicable to cash and hosted bars. A $150 attendant fee is applicable to beer and wine stations. A bartender is required for all host and cash bars. All applicable state laws will apply.
