There are 6 components to an effective BEO:
1. Contact Information
Make sure the correct contact information for both the client and the venue contact are on the BEO. Also ensure an office phone and a cell phone are included and that the event name is correct.
2. Schedule
The schedule should include the setup time, start time and end time and both the client and Event Manager should double check the information is correct. As well, it should include the final guest headcount.
3. Food & Beverage Order
Every menu item should be detailed on the BEO including any specifics such as vegetarian, etc. Ensure this is done not just for food items but for beverages as well. This section looks very similar to an invoice when completed.
4. Room Setup
The Room Setup should outline every aspect of the space. If it's a non-standard room setup, try to include a diagram whenever possible that is attached to the BEO. Include major pieces of furniture and decor.
5. AV/Outside Vendors
Audio Visual services are included on a BEO occasionally but if the venue contracts out their A/V services, there is often a separate contract for the A/V. Outside vendors and their delivery schedule should be included.
6. Contract/Signature
A BEO is a contract, so most BEOs will include terms and conditions to agree to along with a line for each party's signature, title and the date. It only officially becomes a BEO when both parties have signed.
