What are Banquet Event Orders (BEOs)?
Think of your Banquet Event Orders (BEO) as the script of a film-only in this case, the film is your event. This essential document acts as a contract between the hotel and the client, listing every element needed to bring the event to life: from the layout of the spaces and catering to audiovisual equipment and decoration. Each and every detail, big or small, has its place in the BEO.
The true value of a BEO lies in its ability to accurately align customer expectations with the hotel’s capabilities, ensuring that each department understands exactly what is expected of them. This reduces potential misunderstandings and errors, creating a clear roadmap for everyone involved. Every type of event should have a service order, regardless of its size or complexity.
For instance, think about organising a day full of meetings in different rooms, each with its own catering needs. For this scenario, a separate BEO should be prepared for each meeting, ensuring that each space is configured according to its unique requirements. This way, each department will have access to the relevant BEOs in order to deliver the required services, ensuring a flawless execution of every aspect of the event.
What should be included in a Banquet Event Order (BEO)
When it comes to organising events, details are everything. An effective BEO must be comprehensive and clear, and it should include the following essential elements:
1. Event information
Start with some basic info: the date, time, duration, and name of the event. These are the pillars that support everything else.
2. Client Details
Just as important as the event itself is knowing who is behind it. This includes the contact information of the organizer and the person in charge on the day of the event, ensuring smooth communication.
3. Space setup
Picture the perfect setting: seating arrangements, tables, and any particular features of the space, and lay it out on a detailed plan. This is key in order to bring the client’s view to life.
4. F&B
A clear breakdown of the selected menu, the times for each service, and any special dietary requirements is essential to ensure that every guest’s palate is satisfied.
5. AV & tech equipment
From microphones to projectors, make sure that you have listed every single piece of equipment needed, along with the required layout and technical support, including the possible need for external suppliers.
6. Decor & atmosphere
Set the tone for the event with a decoration that speaks to your customers: themes, colour palettes, floral arrangements, and any other elements that contribute to the desired atmosphere.
7. Parking service
If the event provides parking, state whether it will be available to attendees, the number of spaces reserved, and if it will be valet parking or self-service.
8. Staff
From waiters to security, every member of the team plays a crucial role. Make sure that their roles, schedules, and responsibilities are clearly outlined.
9. Timeline
A detailed schedule is the backbone of your event: assembly times, key moments, and dismantling must be timed perfectly.
10. Payment & policies
Financial terms, such as deposits and cancellation policies, should be clear from the very beginning, avoiding any last-minute surprises.
Every single one of these elements is a piece of the puzzle that, when carefully put together, ensures a memorable and smooth event.
Key points to consider when designing your BEO
When you create a Banquet Event Order (BEO), you are not just organising an event, you are orchestrating a remarkable experience. Here are some tips that will help you turn standard planning into professional-level event management:
1. Accuracy and Setup
Clarity is your best ally. A detailed BEO removes any ambiguities and lays down the foundation for a smooth event. Go beyond simply listing furniture and equipment; illustrate your event setting with a detailed floor plan that shows the arrangement of podiums, tables, chairs, and technology. This level of detail helps you ensure that every element is exactly where it should be.
2. Flexibility
Events are dynamic, and last minute changes are part of the game. Be ready to adjust your approach with clear procedures on how to make changes as you go. This flexibility is vital and is supported by an efficient communication system.
3. Communication
Keep your communication channels open with everyone involved: customers, suppliers, and your team. The contact information for any external providers should be at hand, and regular meetings with the team will ensure that everyone is on the same page, understands their roles, and is ready to adapt to any changes.
4. Pricing
Everything has a price, and every price should be reflected in the budget. From equipment rental to decoration, make sure that each requested service is clearly priced and addressed. Events often involve additional costs; don’t let any of them slip through your fingers.
5. Review and confirmation
Before closing the BEO, schedule a meeting with all the parties involved. This is the moment to fine-tune details, confirm agreements, and make sure that every piece of the puzzle fits together seamlessly.
6. Technology integration
Ensure that you use software that allows you to integrate the BEO into the hotel management system, enabling all departments to access up-to-date information at all times. At Mews we approach every space in the hotel differently, that’s why we offer event management options in our hotel software. This makes the process easier both for clients who want to book a space in the hotel and for the departments involved, since everyone can access the information directly through the same PMS.
Conclusion
BEOs are not just documents; they are the compass that guides every detail involved in the management of an event, ensuring harmony and understanding among everyone involved. If we go back to where we started, the key to giving our guests a remarkable experience is paying close attention to the details. The more information we have about the event our customers have in mind, the more precise we will be when organising it, and the more we will be able to avoid unforeseen circumstances and raise the standard of the experiences we offer. Ultimately, in the world of events, details don’t just matter-they are everything.
