Banquet event orders for beginners: Navigating the art of seamless events

Welcome to the world of banquet event orders (BEOs), where the magic of successful events begins. As a professional in the lodging industry, understanding the intricacies of BEOs is crucial for orchestrating events that leave a lasting impression. 

In this guide, we’ll break down the basics of BEOs and provide real-world examples to ensure your BEO journey is smooth and successful. 

Trevor MacLean, Director of Partnerships and Growth at Event Temple, explains what hoteliers should consider when creating a successful BEO and shares a real-life example.

Who creates the banquet event order?

The creator of a BEO is usually the event manager or event planner. They are in charge of the planning process and take the time to flesh out the initial idea and build out all the details for the event. They then ensure that these details are agreed upon with the guest and that the instructions are properly communicated to and followed by the staff.

6 components every BEO should include

A quality BEO should be simple yet thorough. A BEO is not just an instruction manual; it is a contract that covers all essential event details agreed upon by the guest and the property. As a result, a BEO should be readable and cover every important detail.

There are 6 components to an effective BEO: 

1. Contact information

The correct contact information for the client and the event venue should be on the BEO. Also, ensure an office and cell phone number are included, and the event name is correct.

2. Schedule

The schedule includes the setup time, event start time, and end time. The client and Event Manager should double-check that the information is correct and finalize the total guest headcount and order of events.

3. Food & beverage order

Your catering manager should detail every menu item on the BEO, including any specific dietary restrictions, such as vegetarianism, allergies, etc. Ensure this is done not just for food items but for beverages as well. This section looks very similar to an invoice when completed.

4. Room setup

The room setup outlines every aspect of the space. If it’s a non-standard room setup, include a diagram that is attached to the BEO. Include major pieces of furniture and decor.

5. AV/outside vendors

Audio-visual equipment and services are included on a BEO occasionally, but if the venue contracts out their A/V services, there is often a separate contract. Outside vendors and their delivery schedules should be included.

6. Contract and signature

A BEO is a binding contract, so most BEOs will include terms and conditions to agree to, along with a line for each party’s signature, title, and date. It only officially becomes a BEO when both parties have signed.

Bringing together a real-world example

We are going to bring an example BEO here to cover some of the key details. Here, you can see some of the essential details to be covered. Must-haves include:

• Name of the property and key contact information 
• Account name (if a corporate account is running the event)
• How the event should be posted (post as)
• Who the organizer is at the event, and their contact details
• Event information, including the event date, timelines, event spaces, setups, and number of guests
• The on-site property contact
• The event coordinator

Next, define the essential information for the event, including:

• Set up instructions for the space (linens, centerpieces, etc.) 
• Catering information such as food items, serving times, quantities, and prices
• Special requests or notes to ensure that the event runs smoothly
• Staffing requirements (venue staff, security staff, catering staff, bartenders, parking attendants, etc.) 

Ensure you include a floor plan of the function space in your BEO. The floor plan is an integral part of a banquet event order because it gives a visual representation of how the space should look. This reduces confusion and helps save time when setting up the space.

Lastly,  it’s important to remember that a great BEO is a contract and final agreement to the event. With that in mind, you should include: 

• Any final terms and conditions that the guest is agreeing to
• Space for a signature from both the client and property

Enhancing your BEO

In the digital age, visual aids can significantly enhance understanding of complex topics. When crafting BEOs, clarity is paramount. Your guest and team should all agree on what needs to be accomplished. Consider incorporating the following into your BEOs:

• Images. Show photos and mockups of how the space and all essential elements of the event should look, including catering and the space.
• Floorplans. Show exactly where everything needs to be in a visual representation of the room.
• E-signatures. Make sure that your documents are signed and certified fast.
• Bullet point of every detail. It’s wise to include large and small details to ensure that you put on a memorable event and nothing gets missed.

Your BEO blueprint to success

Mastering the art of banquet event orders is an ongoing process, but with the right knowledge and approach, you can elevate your event planning game. Collaborate with your team, learn from industry experts, and always keep the attendee experience at the forefront of your planning efforts. With a well-crafted BEO, you’re not just planning an event – you’re producing an unforgettable experience.