What is BEO?
A BEO is a document that outlines event details, and is used by hotels, catering companies and hospitality professionals to coordinate and execute events.
What does BEO stand for in events? That would be ‘banquet event order’ – ‘banquet’ used here as a synonym for an event, rather than as a food and beverage-specific term.
Now that we have a banquet event order definition, what is an example of a banquet event order? A BEO is typically created by the hotel in collaboration with the client, and lists information like:
- The event date, time and location
- The number of guests and seating arrangements
- Menu items and timing for food and beverage service
- Room setup, audiovisual requirements and décor
- Any other specific instructions that ensure the event flows smoothly
Is a banquet event order a legally binding contract?
Yes, a BEO contract is usually a legally binding document once it has been signed by both the hotel and client.
In this guide we’ll take a closer look at BEOs, to answer such questions as ‘what is a banquet event order used for?’, and ‘how do you prepare a banquet event with the help of a BEO?’
Why are banquet event orders important for hotels?
A BEO in hospitality brings much-needed clarity to the often complex task of running an event.
A BEO is an agreement between client and hotel. The client signs off on the specific details of the event, and agrees to the hotel’s terms and conditions, while the hotel is given a clear list of responsibilities to fulfil.
What is a banquet event order vs catering event order?
While the term ‘catering event order’ is sometimes used in place of ‘banquet event order’, it usually refers to a specific type of BEO that describes the catering needs of an event.
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Who creates the banquet event order?
BEOs are created by the hotel in collaboration with the client, who signs off on the document once all relevant details have been collected and collated.
Step-by-step guide to creating a banquet event order
How do I create a banquet event order? A BEO/catering event order can be built by following these simple steps:
Start with the key components of a banquet event order
Begin with a hotel BEO meeting between you and the client, where you establish essential details like the event date, location, guest count, menu and setup requirements.
Remember the most important detail in a banquet event order
Guest count is often seen as the most crucial BEO detail, because it affects venue size, seating arrangements, food and beverage quantities and more. Work to get a very specific number from your guest.
Consider legal compliance for banquet event orders
Ensure the BEO meets any relevant legal requirements, such as health and safety standards and alcohol service laws, to avoid potential liabilities.
Avoid the common mistakes when creating a BEO
Double-check every detail to prevent simple errors like mis-timings, unsigned documents and special requests being overlooked.
Training hotel staff on effective BEO management
Train staff on how to read and execute BEOs to ensure every event is delivered smoothly and successfully.
Banquet event order example for hotels
Looking for a more specific BEO example? Imagine a tech company’s corporate awards dinner hosted in the grand ballroom of a hotel.
There are 200 expected attendees, with the event scheduled from 18:00 to 23:00. The BEO includes specific details on key moments: welcome drinks with hors d’oeuvres from 18:00 to 19:00, a three-course seated dinner beginning at 19:15, and a brief awards presentation at 20:30.
The document specifies the ballroom layout with round tables for 10. It lists a podium and audiovisual support for the presentations. Special dietary requests are noted for certain guests.
Signed by both the client and hotel, the BEO serves as the guiding document for the hotel, and more specifically the event team.
Banquet event order template for hotels
A (very basic) BEO sample template for the event above might look something like this:
Event information
- Event name: Corporate Awards Dinner
- Date: 15 November 2024
- Time: 18:00 – 23:00
- Location: Grand Ballroom
- Client contact: Sarah Johnson, +00 000 000 000
Guest details
- Guest count: 200
- Seating: Round tables for 10
Event schedule
- Reception: 18:00 – 19:00
- Cocktails, wine, soft drinks, hors d’oeuvres
- Dinner: 19:15
- Three-course meal (starter, main, dessert)
- Awards Presentation: 20:30
- AV: Podium, projector, screens
Special requests
- Dietary needs: Noted per guest requests
Client approval
Date: ____________
Software solutions for managing banquet event orders
A simpler answer to the question of ‘how to BEO’ is with the help of banquet event order software. The best purpose-built BEO tools will offer:
- Event scheduling and calendar integration
- Customisable templates
- Client and guest management features
- Menu and inventory management
- Real-time updates and collaborative tools
- Reporting and analytics
BEO software example 1
Planning Pod is a BEO tool designed to keep your entire team in sync before, during and after an event. It allows you to build custom BEO templates and share detailed banquet event orders with staff, suppliers and clients.
BEO software example 2
Built specifically for hotels, Tripleseat is event management software that boasts 200,000 users, and that promises to boost your hotel’s event revenue by over 30%.
But beyond BEO-specific solutions, fully capitalising on the opportunities presented by events also demands the implementation of capable revenue, distribution and management tools. That’s where SiteMinder comes in.