You’ve got a big event coming up. And, yes, one tiny oversight can snowball into a full-scale crisis. If you operate without a formal and scalable BEO, you risk major breakdowns. 

Maybe your guests are waiting in the dark for their meal. Maybe your caterers arrive at the wrong time. 

And how will you even know whether or not you were successful?

The truth is, only 23 % of companies can effectively track event ROI. That leaves 77 % operating in the dark about whether their event was a success or a costly flop. 

That’s not just a minor mistake. It’s a systemic vulnerability that your clients will pay for in lost trust, negative reviews, and wasted budget.

The bottom line is this: if you’re planning an event, you absolutely need one tool to keep everything on track: the BEO. 

Or Banquet Event Order.

This article is your go-to playbook for making sure every piece of your event is exactly how it should be. This includes everything from food and drink to room layout and staffing. 

Let’s talk.

Key Takeaway

• A banquet event order, or BEO, is one of the essential documents in event management.
• They convey crucial event details to ensure smooth coordination between event planners, venue managers, and suppliers.
• This includes room layouts, special requests, AV requirements, and beverage and catering service.

What is a BEO?

A banquet event order, or BEO, is a detailed document that lists every facet of an event. It’s a timeline and schedule of menus, setup instructions, and staffing needs. 

It's a tool of communication between the host of an event and the on-site venue staff to keep them informed and prepared. 

An event planner, catering manager, or event coordinator typically creates the BEO after all arrangements are made. It is then sent to the customer several days in advance of the event to review. There, you can make any last-minute adjustments that may be needed. 

Last-minute adjustments like guest count revisions or special requests can happen at the eleventh hour. Having the BEO in hand well in advance enables the changes to be made.

And you don’t even have to interrupt the flow of the event.

What Should a BEO Include?

As you prepare for the hustle and bustle of your upcoming events, don't forget all of the important details! 

Here are the key details a banquet event order should include:

1. Event Timeline

The most important information to include in a banquet event order is the timeline of events. A comprehensive BEO should highlight the following:

• Setup Time: Specify when the setup team and vendors can access the event space to begin working.
• Start Time and End Time: Clearly state the agreed-upon start time and end time for the event. You should also highlight any fees that apply if the event runs long.
• Meal Service Times: Denote the exact times service should begin and when each course should come out for your banquet servers.
• Breakdown Time: Indicate what time all parties need to clear out the space. This is especially true if the room needs to be turned over for another event.

Event Overview Table

‍From event servers and bartenders to the setup and breakdown crew, the BEO is the source of truth for all event staff. Sharing timing details is critical to ensuring your event runs smoothly and on time.

2. Food and Beverage Needs

Food and drinks are one of the most important parts of an event. Depending on the type of event you're working on, the extent of menu items and selections can vary.

Food Service

The culinary team should outline menu selections in advance. This ensures they’ll have enough staff and time to prepare the menu items.

For example, a company holiday party may request a charcuterie board and pass hors d'oeuvres. A large wedding might request a three-course dinner, various desserts, and food for an after-party.

Your BEO should also note any special requests or dietary restrictions among the guests. This will help banquet servers understand which tables to pay close attention to.

Beverage Service

It may happen that the bar specifications might not be as obvious to guests. For this reason, it's important to clarify the type of bar you're servicing for your team.

The three types of bars your event can have are:

• Open bar
• Consumption bar
• Cash bar

Within these bar setups, you should also clarify other specifications like: 

• Whether the bar includes liquor
• Whether the liquor is top shelf or well
• Whether guests are allowed to order shots
• And more

While some of these details might seem minute, it's always better to communicate every minor detail. Otherwise, the guest could end up footing a more expensive bill than anticipated.

Additionally, when finalizing the bar staff, take into account the number of guests and the bar type to ensure that you have enough bars and bartenders. Adequate bartender staffing will allow guests to get drinks efficiently without missing out on their event.

3. Room Setup

Event setup takes time. Be sure to denote any special setup requirements in your BEO. This includes details like: 

• Vendor setup and electrical needs
• Audio-visual equipment
• Preferred table size and type
• Dance floor dimensions
• Number of bars
• Food display arrangements

4. Audio Visual Needs

Audio-visual needs can vary greatly depending on the type of event. An intimate dinner might want background music playing over a speaker, while a wedding can require special power cords and outlets for entertainment. You may need microphones for speeches or a projector to display photos of the happy couple.

Whatever the event requires, ensure that it is listed in the BEO. Don't forget to include any technical support you may need on-site for assistance during the event.

Why Are BEOs Important?

Banquet event orders, or BEOs, are essential documents that are the lifeblood of event planning. This goes far beyond administrative functions. 

They play a key role in ensuring smooth functions and customer satisfaction. 

Here's how:

1. Clear Communication

A BEO is a communication point that gets all the event stakeholders in sync. It is a detailed event schedule with a breakdown of roles and responsibilities to reduce confusion. This includes everything from event staff and servers to catering managers and AV technicians. 

A BEO provides each event team member with specific responsibilities, timelines, and deliverables. Clarity means seamless coordination and improved event quality.

2. Managing Client Expectations

A correctly written BEO establishes clear expectations between the customer and the event professional. This puts all agreed-upon details in writing. 

It is a benchmark of any additions or modifications made in the lead-up to the event. This means it keeps both sides on the same page regarding vision and logistics. 

By reducing the potential for misunderstandings, BEOs allow greater satisfaction and trust. Plus, the customer is confident that their event will be exactly as specified.

3. Venue Coordination

A BEO is critical in coordinating the different departments of a venue to ensure the smooth execution of every aspect. 

This runs from the culinary department in charge of catering needs to room setup coordination in the housekeeping department. A holistic BEO ensures that each department functions in continuity in addressing the event's needs. 

Such coordination anticipates miscommunication that may bring the event to a standstill. This ensures that every aspect, from room turnovers to serving meals, happens clocklike.

4. Protective Measures

Above all, however, a BEO is a binding document. The signed signature line validates the BEO as a contract, which protects both parties. 

If there is any conflict between the anticipated services, charges, or deliverables, the BEO can be used as evidence of agreed terms. This offers legal redress and grounds for comparison.

5. Scalability

For event planners handling many events, BEOs keep them organized. Planners can maintain consistency and accuracy in all events. Just use a BEO template or planning tools like Planning Pod or Event Temple. 

Such scalability allows them to handle vast numbers of events smoothly without compromising their standards. So every detail is covered, whether for one or one hundred events.

Equipment for streamlining the BEO Process

Manual creation of banquet event orders (BEOs) can be a laborious, time-consuming chore, especially if you manage several events. Small mistakes can quickly escalate into big problems, from version control to data entry. 

Technology comes to the rescue. Up-to-date event management systems are built to: 

• Automate and simplify BEO creation
• Reduce errors
• Facilitate departmental communication

1. Event Temple

Event Temple is a complete venue and hotel software program that allows you to design and create BEO templates, automate repetitive tasks, and maintain team communication in one spot. 

Real-time synchronization ensures that the stakeholders are always working together using the latest version of the BEO. This means there is less room for miscommunication or error.

2. Planning Pod

Planning Pod is an excellent choice for coordinators working on several events in conjunction. It includes shared dashboards, drag-and-drop schedule views, and performance indicators. 

Its BEO functionality also integrates with other planning aspects, like budgets, menu items, and timelines. This makes it easier to ensure everything is kept in sync. It's perfect for venues or coordinators working on multiple events concurrently without compromising clarity or control.

3. Custom BEO Software

A few venues develop in-house custom BEO software that conforms to their internal procedures. These in-house systems automate location-specific logistics. This allows teams to build BEO packets automatically routed to kitchen personnel, suppliers, and internal departments. 

This internal integration means better execution and accountability.

Pro Tips for a Successful BEO:

• Always confirm setup and teardown times to avoid scheduling conflicts.
• Special requests may be itemized in bullet points for easy referencing.
• Use diagrams or mock-ups for showroom layout or seating arrangements.
• Color-code sections to enable team members to identify their sections of responsibility.
• Have both paper and electronic versions available to provide access in all circumstances.

Using the Gig Economy to Support Events

While a BEO helps capture event details and needs, who’s helping with your staffing needs?

Event professionals are increasingly using gig economy apps for the variety of benefits they provide. This includes cost-effectiveness, flexibility, lower overhead, access to specialized skills, and the ability to trial workers before making permanent hires.

If you need to find skilled workers with banquet experience who are accustomed to the details of a BEO, check out shiftNOW!

Frequently Asked Questions (FAQs)

What does BEO mean?

BEO stands for Banquet Event Order. It is a critical document consisting of all the relevant details and instructions required for the smooth conduct of an event. It serves as a guidebook for all departments, so everything goes as planned. 

Who prepares the BEO? 

A BEO is typically prepared by the catering manager, event manager, or event planner. It is generally developed alongside the event logistics. This includes the guest list, menu, timeline, and special requests. 

When is the BEO shared? 

A BEO is typically distributed to all stakeholders one or two days before the event. This provides ample opportunity to read it, make necessary adjustments, and verify details. The goal is to bring everyone on the various teams onto the same page in anticipation of the event. 

Is the BEO a contract? 

Yes, the BEO becomes a binding contract if signed by the necessary parties. It establishes the event parameters and protects the service provider and the customer from potential disputes or misunderstandings. 

Can software be utilized to manage BEOs? 

Yes, definitely! Several event management tools, like Event Temple, Planning Pod, and other BEO software, make it easy for BEO management specialists. They automate the generation, distribution, and management of BEOs, minimizing errors and enhancing efficiency.

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