Contracts
The renter will be required to sign a Facility Contract and an Event Order Contract (which contains your final menu). The Event Contract will be signed at the time of booking to secure your event space and the Event Order contract will be signed when your menu is finalized.
Guest Count
Final guest count is due 3 business days prior to the event date. After the three business days, if guest count increases, there will be a $75.00 charge. No changes the day of your event. Final guest count for special order food items are due three (3) weeks prior to the event date. Any changes made after this date may result in extra charges and may not be able to be accommodated. For buffet style, we will set up and prepare 5% over your guarantee count. For plated meals, the host will be billed for the guaranteed number of guests or the actual number of guests served, whichever is greater.
Menu Selection
All event order contracts must be submitted no later than three (3) weeks prior to the event date. Menu prices are subject to change and will be locked in when you sign your event order contract. You have the option to sign the event order contract up to six (6) months prior to the event date. Any changes made after the event order contract has been signed may result in extra charges and will require a new event order contract to be signed. Entrée selection on all served events is limited to two items unless pre-approved by the Head Chef.
Food & Beverage Policy
All food and drinks must be catered through Mavericks Steak & Cocktails. Due to state health code, no leftover food will be allowed to be removed from the premises. All food will be prepared and ready to be served at the time requested by the hosting party. If the hosting party is not ready to eat at time specified, Mavericks Steak & Cocktails will guarantee the quality of food for up to 30 minutes after the agreed starting time and will not be held responsible for loss of food quality after that time.
Bartenders are required for all cash and host bars. If bar sales are less than $250.00, a fee of $100.00 per bartender will be applied to the final bill. Last call for alcohol is 1:00 am. All food and beverage prices will be charged 7% sales tax and an 18% service fee. No alcohol will be purchased or consumed by anyone under the age of 21 or anyone who appears to be intoxicated. Violators will be asked to leave the premises and could result in the termination of alcohol sales at the event and Aberdeen authorities will be called.
Deposit & Payment Schedule
At time of booking – A signed event contract and a deposit of half the room rental fee is due to secure your space
60 days prior to event date – A deposit of 50% of the estimated food cost is due. -If the event order contract is signed less than 60 days prior to the event date, a deposit of 50% of the estimated food cost is due at that time. 3 weeks prior to event date – The event order contract is due if not already submitted.
Food deposit is only due for weddings. All other events do not require a food deposit.
3 business days prior to event date – Final guest count is due.
All deposits are non-refundable if the event is canceled six (6) months or less prior to the event date.
We accept Cash, Cashier’s Check, Money Order or Credit Card.
Damage Policy
The Dakota Event Center is a non-smoking facility. In the event that a guest is found smoking or damage is found as a result of smoking, it will result in a $300 fine and the cost of replacement will be billed to the hosting party. In the event that there is damage to the facility, linens, equipment, or any additional cleaning is needed associated with your event, it will be billed directly to the hosting party as well. Damaged property will be billed as a cost to replace and cleaning will be billed at $15.00 per person/hour.
Liability
The renter assumes full responsibility for any injury, theft, loss or damages to its guests, the guests’ property, to The Dakota Event Center or any third party. The Dakota Event Center assumes no responsibility for any injury or loss or damage resulting from the event.
The Dakota Event Center will not assume any responsibility for damage or loss of merchandise or articles left in the banquet facility. Any and all articles including decorations need to be taken with you before vacating the banquet facility the night of your event unless prior arrangements have been made.
Weather
Weather in South Dakota can be unpredictable. The Dakota Event Center cannot be held responsible for inclement weather the day of the event.
Room Rental
Your room rental will include the following items: Set-up and tear down of the tables, chairs, linens, china, flatware, glassware, stage pieces, serving trays and bowls for nuts and mints. Wedding receptions booked at the D.E.C. will receive a complimentary Bride and Groom suite the night of the reception, as well as a complimentary gift opening room the morning following the reception. Music may play until 1:00 a.m. The room must be vacated and all personal belongings removed by 2:00 a.m.
Decorating Guidelines
The Dakota Event Center does not allow our guests to use staples, nails or duct tape to hang decorations. We also prohibit the use of confetti, rice, bird seed, cotton candy, glitter, smoke and fog machines inside the building. If you have any questions about decorating or allowed items, please inquire with the manager. Guests of The Dakota Event Center will be responsible for all decorations and decorating.
Table Linens & Napkins
The Dakota Event Center will provide complimentary champagne colored table linens and napkins. Additional colors are available upon request and carry a charge of $.25 for each napkin, $1.50 for each table cloth and requires 3 week notice. Please inquire with the manager for additional colors.