Most BEO mistakes happen because teams use one generic checklist for every event.
Different events need different controls.
Universal BEO checklist (all event types)
- Final guest count and guarantees
- Setup style and room diagram
- F&B menu with timing
- AV and power requirements
- Staffing and service windows
- Billing contacts and approval path
Wedding checklist add-ons
- Ceremony vs reception timing split
- Vendor arrival and access rules
- Family-style dietary exceptions
- Cake service and champagne toast notes
- Rain backup plan
Corporate meeting checklist add-ons
- Session-by-session room flips
- Presenter AV handoff process
- Coffee break cadence and replenishment
- VIP arrival/security notes
- Wi-Fi requirements by room
Social/charity checklist add-ons
- Sponsorship signage map
- Stage/auction run-of-show
- Donation/payment station setup
- Emcee cues and timing windows
- Post-event breakdown timeline
Final QA pass before distribution
- Confirm all department owners acknowledged the BEO.
- Confirm revision number and distribution timestamp.
- Confirm day-of escalation contact list.
Need a ready format? Start with BEO template, then move to Meetings when volume increases.