A Banquet Event Order, commonly referred to as a "BEO," is a document that outlines the details of your event. It serves as a guideline for the hotel to execute and communicate logistics to all necessary hotel departments. The onsite Event or Catering Manager builds the BEO and will typically send it to you for review before the day of the event.
Here are 5 components of BEO's that you should expect to see:
- Order of Events: Down to the minute, the order of events organizes the timing for the evening. You won't usually see this listed on a corporate BEO (unless there is a gala or complicated reception) but rather for weddings. Your order of events will include everything from the introduction of the bridal party to the cutting of the cake to the opening and closing of the bar.
- Menus: Each menu item should be listed out in the order it will be served (e.g. appetizers, then dinner, then dessert, then coffee) regardless of whether you are having a buffet or plated meal. Vegetarian options and children's menus should also be included.
- Set Up & Equipment: Expect to see a diagram attached to the BEO or at least a note about how the room will be set up and what types of tables and arrangements will be used. Audiovisual equipment should be included in this section as well. Make certain that every screen, power strip, internet line or microphone needed is listed.
- Vendor Information: For social events especially, expect to see the names and phone numbers of any vendors, such as florists, DJs or caterers. This denotes that the hotel or venue is expecting them and approves.
- Special Requests: Noted next to each pertaining section should be any special requests that you've made. This is especially important with regard to menu items.