What is BEO?
A BEO is a document that describes the details of an event and is used by hotels, catering companies and hospitality professionals to coordinate and execute events.
What does BEO mean in events? This would be a “banquet event order” – “banquet” used here as a synonym for an event, rather than as a specific term for a food or drink.
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 guest and lists information such as:
- The date, time and location of the event
- The number of guests and seating arrangements
- Menu items and food and beverage service hours
- Room layout, audiovisual requirements and decoration
- Any other specific instructions guaranteeing the smooth running of the event
Is a banquet event order a legally binding contract?
Yes, a BEO contract is generally a legally binding document once signed by the hotel and the guest.
In this guide, we’ll take a closer look at BEOs, to answer questions like “what is a banquet event order for?” » and “how to prepare a banquet event with the help of a BEO?”
Why are banquet event orders important for hotels?
A BEO in the hospitality sector brings much-needed clarity to the often complex task of organizing an event.
A BEO is an agreement between the guest and the hotel. The guest signs the specific event details and agrees to the hotel’s terms and conditions, while the hotel receives a clear list of responsibilities to fulfill.
What is a Banquet Event Order vs. a 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 guest, who signs 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 created by following these simple steps:
Start with the key elements of a banquet event order
Start with a hotel BEO meeting between you and the client, where you establish essential details such as event date, venue, number of guests, menu and facility requirements .
Don’t Forget the Most Important Detail When Ordering a Banquet Event
The number of guests is often considered the most crucial detail of the BEO, as it affects the size of the room, seating arrangements, quantities of food and drinks, etc. Work to get a very accurate number from your guest.
Consider legal compliance for banquet event orders
Ensure the BEO complies with all relevant legal requirements, such as health and safety standards and alcohol service laws, to avoid potential liability.
Avoid common mistakes when creating a BEO
Check every detail to prevent simple errors such as timing errors, unsigned documents and special requests from being overlooked.
Train hotel staff in effective BEO management
Train staff in reading and executing BEOs to ensure each event runs smoothly and successfully.
Banquet Event Order Example for Hotels
Looking for a more specific BEO example? Imagine a technology company corporate awards dinner held in the grand ballroom of a hotel.
200 participants are expected and the event is scheduled from 6:00 p.m. to 11:00 p.m. The BEO includes specific details of key moments: a welcome aperitif with hors d’oeuvres from 6:00 p.m. to 7:00 p.m., a three-course seated dinner from 7:15 p.m. and a brief awards ceremony at 8:30 p.m.
The document specifies the layout of the ballroom with round tables for 10 people. It lists a podium and audiovisual support for presentations. Special dietary requests are noted for certain customers.
Signed by both the client and the hotel, the BEO serves as a guiding document for the hotel, and more particularly for the events team.
Banquet Event Order Template for Hotels
An example (very basic) BEO model for the above event might look like this:
Event information
- Event Name: Corporate awards dinner
- Date: November 15, 2024
- Time: 6:00 p.m. – 11:00 p.m.
- Location: Grand ballroom
- Customer contact: Sarah Johnson, +00 000 000 000
Guest Details
- Number of guests: 200
- Seats: Round tables for 10 people
Events Calendar
- Reception: 6:00 p.m. – 7:00 p.m.
- Cocktails, wines, soft drinks, hors d’oeuvres
- Dinner: 7:15 p.m.
- Three-course meal (starter, main course, dessert)
- Prize giving: 8:30 p.m.
- AV: Podium, projector, screens
Special requests
- Dietary requirements: Graded by customer request
Customer Approval
Date: ____________
Software solutions for banquet event order management
A simpler answer to the question “how to do a BEO” is to use banquet event ordering software. The best purpose-built BEO tools will offer:
- Event planning and calendar integration
- Customizable models
- Customer and guest management features
- Menu and inventory management
- Real-time updates and collaborative tools
- Reports 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 create custom BEO templates and share detailed banquet event orders with staff, suppliers and customers.
Example of BEO 2 software
Designed specifically for hotels, Tripleseat is an event management software with 200,000 users that promises to increase your hotel’s event revenue by over 30%.
But beyond BEO-specific solutions, taking full advantage of the opportunities presented by events also requires the implementation of powerful revenue management, distribution and management tools. This is where SiteMinder comes in.