What is a Banquet Event Order?

The events industry offers exciting opportunities to plan events year round. From business meetings to weddings to holiday parties, events teams handle something new each day.

When planning an event, details are your best friend - and these details are found within a BEO.

If you're stepping into a new role or if you're just getting started in event planning, there's a lot of lingo to get accustomed to (you might even be wondering what BEO stands for). In this blog, we'll cover everything you need to know about BEOs from a BEO's meaning to what to include and more.

What is a BEO?

A banquet event order (BEO) is a document that outlines all of an event's details for event hosts and venue staff. A banquet event order is shared a few days before the event and is typically drafted by an event manager or catering manager.

Once the planning process is complete and the event details are finalized, the banquet event order is shared with the event host for review.

Any event planner knows that special requests or changes to headcount can arise last-minute so it's best to have a few days to make those accommodations.

What Should a BEO Include?

As you prepare for the hustle and bustle of your upcoming events, don't forget all of the important details! Here are the key details a banquet event order should include:

Event Timeline

The most important information to include in a banquet event order is the timeline of events. A comprehensive BEO should highlight the following:

• Setup Time: Specify when the setup team and vendors can access the event space to begin working.
• Start Time and End Time: Clearly state the agreed-upon start time and end time for the event. You should highlight any fees that come into effect if the event runs long.
• Meal Service Times: Denote the exact times that service should begin and when each course should come out for your banquet servers.
• Breakdown Time: Indicate what time the space needs to be cleared out by all parties - especially if the room needs to be turned over for another event.

From event servers and bartenders to setup and breakdown crew, the BEO is the source of truth for all event staff. Sharing timing details is a critical part of ensuring your event runs smoothly and on time.

Food and Beverage Needs

Food and drinks are one of the most important parts of an event. Depending on the type of event you're working on, the extent of menu items and selections can vary.

Food Service

It's important for the culinary team to have menu selections outlined in advance to ensure they have enough staff and time to prepare menu items.

For example, a company holiday party may request a charcuterie board and passed hors d'oeuvres while a large wedding might request a three-course dinner, various desserts, and food for an after-party.

Your BEO should also make note of any special requests or dietary restrictions amongst the guests. This will help banquet servers understand which tables they should pay close attention to.

Beverage Service

While the bar specifications might not be as obvious to guests, it's important to clarify the type of bar you're servicing for your team.

The three types of bars your event can have are:

• Open bar
• Consumption bar
• Cash bar

Within these bar setups, you should also clarify other specifications such as whether the bar includes liquor, whether the liquor is top shelf or well, whether guests are allows to order shots, and more.

While some of these details might seem minute, it's always better to communicate every minor detail, otherwise the guest could end up footing a more expensive bill than they anticipated.

Additionally, when finalizing the bar staff, take into account the number of guests and the bar type to ensure that you have enough bars and bartenders. Adequate bartender staffing will allow guests to get drinks efficiently without missing out on their event.

Room Setup

Event setup takes time. Be sure to denote any special setup requirements in your BEO such as:

• Vendor setup and electrical needs
• Audio-visual needs
• Table size and type
• Dance floor size
• Number of bars
• Food displays

Audio Visual Needs

Audio-visual needs can vary greatly depending on the type of event. An intimate dinner might want background music playing over a speaker while a wedding can require special power cords and outlets for entertainment, microphones for speeches, and a projector to display photos of the happy couple.

Whatever the event requires, make sure to list it in the BEO. Don't forget to also include any technical support you may need onsite for assistance during the event.

Using the Gig Economy to Support Events

While a BEO helps capture event details and needs, who’s helping with your staffing needs?

Event professionals are increasingly using gig economy apps for the multitude of benefits they offer, including:

• Cost-effectiveness
• Flexibility
• Reduced overhead
• Specialized skills
• Trial to hire

If you need to find skilled workers who have banquet experience and are accustomed to the details of a BEO, check out shiftNOW!