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6 things every Banquet Event Order needs! [Free Template Pack Inside]

Oct 13th, 2022 in

Okay first things first, if you came here just for a Banquet Event Order templates – Download our Banquet Event Order Template Pack. Enjoy!

If you want to understand what makes a great Banquet Event Order, keep reading.

PS: For those of you who are new, a Banquet Event Order is often referred to as a ‘BEO’ and we will be using this term from now on. Consider yourself an insider!

Let’s dive in.

 

What is a BEO?

A BEO is a high-level document that outlines the key details of an event. It is a snapshot of information and can include the timeline of activities and items. A BEO can act as a method of updating the initial contract/proposal as changes to the event are made – ie. menus switch or as additional rental items are included.

Quick note: BEO’s can go by different names, as well: run sheets, event order, itinerary and many others can be used interchangeably for BEO. 

Okay – now that we’re done with the background, let’s get to the 6 must-haves for an efficient and professional BEO.

1. Key Contacts and Contact Info

A BEO is meant to contain important information and key contacts are a crucial part of that equation.

Quick thought exercise: Imagine the morning of a big lunch meeting and the caterers are nowhere to be found! Instead of scrambling through emails and invoices, why not have their contact info in the same place for every event? That way, in crunch time you can calmly refer to your BEO and get the right contact on the phone right away.

To that end, here are some other names and numbers that can be beneficial to have on your BEO:

– The customer(s)

– The caterer/catering representative

– The on-site coordinator

– The Officiant (if a wedding)

With each contact you should also have the details needed to get in touch with them, at a basic level this should include:

– First and Last Name

– Company (if applicable)

– Phone/Cell Number

– Email

With this at the ready, you can find the right person quickly!

2. Setup Instructions 

How much is peace of mind worth? We think a lot!

For your BEO you will need to make sure that setup details are included. This will not only give your client clear insight, but can be used by your team to make sure everything is ready and according to plan!

Setup instructions should include everything from the expected number of guests to A/V equipment to what tables and chairs are going to be used. In addition to the items themselves, the setup style should also be included. For example, do they want the tables set up in a Chevron or U-Shape arrangement?

Including setup on the BEO ensures that the small details are not overlooked – which is critical component of a great event. 

Catering and Food Details for Banquet Event Orders

3. Menu Items and Quantities

This is often the first place the client looks on the BEO.

Not only does this drive a lot of the cost, this can be the make or break component for their event to be a success. There is nothing worse than guests leaving an event in a need to compensate for a lack of quality or quantity of the food. 

A well presented menu items list with clearly outlined quantities is a helpful display for external caterers, your kitchen and anyone else who needs to know exactly what’s been ordered.

To take this a step further, adding prices for each item can help show how updates to the menu change the cost of the event. A great addition to avoid surprises during billing!

Timelines for Banquet Event Orders

4. Timeline

We have covered important contacts, setup instructions and food! It’s now time to focus on the “when” of the event. 

A timeline can act as the itinerary for the day. Your hotel or venue will be able to use this to know when everything is happening. The client can use this to schedule themselves and their guests and can avoid unnecessary follow up questions.

The benefit extends to external vendors as you can send them the BEO so they know exactly when to have their items or services ready.

Special Notes for Banquet Event Orders

5. Additional Notes & Special Requests

Every detail is important to a client’s event. Why not show you’ve got them covered?

A notes and special requests section captures the personalized touches a client needs over and above the who, what, where and when. These notes could include, bringing the flower arrangement from the ceremony to the reception or that the cake topper is to be given to the bride’s mother after the ceremony. Putting these personalized touches in their own specific section in the BEO will highlight them to your team to make sure no detail is missed!

BEO Signatures

6. Signatures

As the BEO includes updates and changes to the event (quantities, charges, timelines), it is necessary to include a signature line for the client to sign off and agree. 

By doing this, you can use the BEO to amend the original proposal and avoid unnecessary paperwork. This will ensure the client is reviewing all changes and that there isn’t any tension during the invoicing phase. 

By adding signatures you are streamlining the process and keeping communication clear – a win-win for both parties.

How to get started

Now you know the components of creating a great BEO. What next? 

Get our free Banquet Event Order Template pack!

Banquet Event Order Templates Pack by Event Temple

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