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Guide is being expandedLast verified: 2026-07-26Some details or visuals may still be incomplete.

Meetings & documents

Create client-ready BEOs and room contracts

The Meetings workspace keeps banquet event orders and guest room contracts together, with searchable documents and PDF output for completed work.

Best for

Sales, catering, and events teams

Time

10–15 minutes

Outcome

A saved BEO or guest room contract ready for review

Before you start

  • The client or group information is available
  • You know whether you need a BEO or room contract
Choose the document your event needs
HotelAmplify Meetings screen showing the Meeting / Event BEO and Guest Room Contract document choices.

Start with a BEO for a catered event or a room contract for a group block, then complete the guided form.

Open in HotelAmplify

Document types

Meeting / Event BEO

Capture event details, meeting space, room setup, rates, catering, AV, timing, and terms.

Guest Room Contract

Capture client information, room blocks, rates, cutoff dates, and contract terms.

Create a document

  1. Open the Meetings workspace

    Go to Meetings and select Create Document.

  2. Choose the document type

    Select Meeting / Event BEO for an event order or Guest Room Contract for a room block agreement.

  3. Complete the guided form

    Add the hotel, client, event, room, rate, catering, AV, or terms information requested for that document type.

  4. Review and save

    Check the finished document, save it, and use the available PDF action when the document is ready to export.

Find and manage saved documents

Open Dashboard → Meetings to search by hotel, event, or client and filter by document type. Open a document to review its details and status.

  • Draft: the document is still being prepared.
  • Sent: the document has been sent for review.
  • Signed: the document is recorded as signed.
  • Cancelled: the document is no longer active.

You'll know it's done when

The document is saved under the right event or room block, its status is clear, and the team knows whether it still needs edits, review, signature, or export.

Demo mode and PDF exports

PDF downloads and some document management actions are disabled in demo mode. Start a trial before relying on export or deletion workflows.