Wedding execution fails when details are accurate but disconnected.
Your workflow should focus on sequencing and handoffs.
Wedding BEO workflow stages
1) Discovery and scope
- Ceremony + reception requirements
- Guest count bands and timing windows
- Vendor inventory and constraints
2) Commercial alignment
- Package inclusions and exclusions
- Payment milestones and cancellation terms
- Room block policy and deadlines
3) Production planning
- Floor plans by event segment
- F&B service timing by milestone
- AV + entertainment dependency map
4) Final execution package
- One revision-controlled BEO
- Vendor arrival matrix
- Escalation tree for day-of changes
Boutique property-specific controls
- Limit complexity per function space
- Keep one owner per operational stream
- Standardize “upgrade options” to avoid custom chaos
Post-event closeout
- Reconcile charges and exceptions within 48 hours
- Capture timeline misses and vendor friction points
- Feed lessons into the next wedding template
Start with the BEO template, then operationalize in Meetings when wedding volume grows.