Find out what to include and avoid in your next event BEO for smoother operations, and get a head start with our free event BEO template.
Create a polished, reliable banquet event order with our free template. Capture all event details in one consistent format so your team stays aligned & organised.
When preparing a BEO, it's important to consider certain dos and don'ts. Adhering to these basic rules enables event planners to craft BEOs that are precise, thorough, and easy to comprehend. This helps to ensure all individuals participating in the event have a definite grasp of their responsibilities, contributing to the overall success of your event.
Include the name of the event, date, time, and location. Additionally, include contact information for yourself and the venue.
The timeline of events should be clearly outlined, including meal times, breaks, and any other scheduled activities. You should also include details about audiovisual requirements and any other special requests.
Include the total number of attendees (both total registered and who has turned up), as well as any dietary requirements or accessibility needs.
Double-check details with the venue staff and incorporate feedback to ensure your BEO is accurate and complete.
Be thorough when writing descriptions and include all necessary information. Don't assume everyone knows what you're talking about.
Use clear language and define any industry-specific terms. Don't assume that everyone is familiar with industry terminology.
Collaborate with venue staff to ensure accuracy and incorporate their feedback. They may have valuable insights or suggestions that can improve the quality of your banquet event order.
Give yourself enough time to create thorough BEOs and allow time for revisions and changes. Waiting until the last minute can lead to errors and omissions.
Effective BEOs help planners to deliver a professional event planning experience. Follow our do's and don'ts to make sure your BEOs are correct, full of detail, and easily understandable. To help facilitate this process further, download our free BEO template below.
A BEO (Banquet Event Order) is a detailed event document used by venues and event planners to communicate everything required to deliver an event successfully. It outlines key details such as event timings, guest numbers, room setup, food and beverage requirements, AV needs, and special requests, so all teams are aligned before the event.
While every event is different, a well‑structured BEO typically includes:
Event name, date, time, and location
Final guest numbers and guaranteed headcount
Event schedule, including setup and breakdown times
Food and beverage selections, quantities, and dietary requirements
Room layout, furniture, and staging details
Audio‑visual requirements and external vendors
Key contacts and on‑the‑day responsibilities
A BEO may be referred to by different names depending on the venue or region. BEOs, event orders, and function sheets all serve the same purpose: acting as the single source of truth for how an event should be delivered. The main difference is usually the level of detail, with BEOs often being more detailed in hotel and large‑venue environments.
A BEO is usually finalised a few days before the event, once menus, guest numbers, and room setups are confirmed. This allows venue teams enough time to prepare while still accommodating last‑minute changes.
Event management software like iVvy also offer virtual BEOs, meaning you can make last-minute changes that are shared with the wider events team in real-time.
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