Gather Essential Information
Before you start writing the BEO, collect all necessary details from your client and internal systems.
Information Checklist:
Basic Event Details
- □ Event name and type (wedding, conference, gala, etc.)
- □ Client name, company, and contact information
- □ Event date and day of week
- □ Start time, end time, and duration
- □ Expected guest count (estimated and guaranteed)
Venue & Setup
- □ Function room(s) assigned
- □ Room setup style (rounds, theater, classroom, etc.)
- □ Table and chair count
- □ Linen color and style
- □ Stage, dance floor, or special setup needs
Food & Beverage
- □ Complete menu with serving times
- □ Service style (plated, buffet, stations)
- □ Bar type (open, cash, limited, consumption)
- □ Special dietary requirements
- □ Coffee/tea breaks schedule
Pricing & Terms
- □ Per-person pricing or package rate
- □ Service charge percentage
- □ Tax rate
- □ Deposit amount and due date
- □ Final payment terms
- □ Cancellation policy
Pro Tip
Use a standardized intake form when meeting with clients. This ensures you capture all necessary information in the initial meeting and don't have to chase details later. Include a section for "additional requests" to catch unexpected needs.
Choose Your Template
Don't start from scratch. Use a professional template to ensure consistency and save time.
Template Options:
- Microsoft Word: Easy to edit, familiar interface
- Microsoft Excel: Built-in formulas for calculations
- Google Docs: Cloud-based, collaborative
- Software Platform: Automated, error-free
Template Customization:
- Add your hotel logo and branding
- Set default service charge and tax rates
- Include your standard terms & conditions
- Pre-fill contact information for departments
Fill Out the Header Section
Start with the event overview that appears at the top of every BEO.
Example Header:
Critical Details to Include:
- • BEO Number: Use a consistent numbering system (e.g., BEO-YEAR-####)
- • Version Number: Track revisions (v1, v2, v3, FINAL)
- • Creation Date: When the BEO was generated
- • Contact Person: Event coordinator name, phone, email
- • Guarantee Due Date: When final headcount is required
Detail the Room Setup
Be extremely specific about room configuration so setup crews know exactly what to do.
Instead of Vague:
"Banquet setup for 180 guests"
Be Specific:
- • 18 round tables seating 10 guests each
- • Floor-length white linens on all tables
- • Gold chiavari chairs with ivory cushions
- • Head table: 8' x 30" rectangular, seats 8, facing room
- • Dance floor: 20' x 20' centered between head table and guest tables
- • Gift table: 6' rectangular with white linen, near entrance
- • Bar stations: Two 6' bars, one on each side of room
Don't Forget:
- • Table numbers or names
- • Centerpiece placement
- • Coat check location
- • Registration/check-in table
- • Directional signage needs
Document Food & Beverage
List complete menu, service style, and timing for all F&B.
Menu Format Example:
Cocktail Hour (6:00 PM - 7:00 PM)
- • Passed hors d'oeuvres (butler service)
- • Two stationary appetizer stations
- • Open bar with premium spirits
Dinner Service (7:30 PM) - Plated
- • First Course: Mixed green salad with balsamic vinaigrette
- • Entrée (choice of):
- - Filet mignon with red wine reduction (120 guests)
- - Pan-seared salmon with lemon butter (40 guests)
- - Vegetarian ravioli (10 guests)
- • Sides: Roasted vegetables, garlic mashed potatoes
- • Bread service: Assorted rolls with butter
Dessert (9:00 PM)
- • Wedding cake (provided by couple)
- • Coffee and tea station
List Audio-Visual Requirements
Specify every piece of AV equipment and technical support needed.
❌ Too Vague:
- • "Microphone for toasts"
- • "Music system"
- • "Projector if needed"
✅ Specific:
- • 2 wireless handheld microphones
- • DJ setup with 2 speakers + subwoofer
- • 1 podium with built-in mic (head table)
- • Uplighting: 12 LED units in amber
- • Dance floor lighting package
- • AV tech on-site 5:00 PM - 11:30 PM
Create a Detailed Timeline
Break down every activity with specific times so all staff are synchronized.
Example Timeline:
Calculate Pricing Accurately
Break down all costs clearly to avoid surprises and billing disputes.
Pricing Breakdown Example:
Payment Terms: 50% deposit due at signing ($12,277.32). Remaining balance due 7 days prior to event.
Review & Get Client Approval
Before distributing internally, have the client review and sign the BEO.
Pre-Send Checklist:
- Proofread for typos and errors
- Verify all calculations are correct
- Confirm dates and times (check calendar!)
- Ensure special requests are documented
- Include signature line for client approval
- Attach your terms and conditions
Email Template:
Subject: BEO for Your [Event Name] - [Date] - Please Review
Dear [Client Name],
Attached is the Banquet Event Order (BEO) for your upcoming event. This document outlines all details we've discussed. Please review carefully and let me know if any changes are needed.
Please confirm by [Date] so we can finalize arrangements with our culinary and operations teams.
If everything looks correct, please reply with your approval or sign and return the attached PDF.
Looking forward to making your event perfect!
Distribute to All Departments
Once approved, send the final BEO to every department involved in executing the event.
Distribution List:
Banquets
Room setup, staffing levels, timing
Catering/Kitchen
Menu, headcount, service times
Beverage/Bar
Bar setup, hours, consumption vs hosted
Audio-Visual
Equipment list, setup time, tech support
Engineering
Special electrical, HVAC adjustments
Housekeeping
Pre-event cleaning, coat check
Front Desk
Event awareness, VIP arrivals
Accounting
Billing details, payment terms
Security
Crowd size, parking, special requirements
Sales Manager
Final details for follow-up
Important: Mark the BEO as "FINAL" in the subject line and file name. Schedule a pre-event meeting 2-3 days before to ensure all departments have reviewed it.
Common Mistakes to Avoid
Waiting too long to create the BEO
✓ Fix: Create draft BEO within 48 hours of booking confirmation
Not tracking versions
✓ Fix: Use clear version numbers (v1, v2, v3, FINAL) and dates
Forgetting to include guarantees
✓ Fix: Always state both estimated and guaranteed headcounts
Missing hidden costs
✓ Fix: Double-check service charges, taxes, and gratuities
Vague timing
✓ Fix: Use specific times (12:15 PM, not "around noon")
Not getting client signature
✓ Fix: Require written approval before marking BEO as final
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