What’s BEO?
A BEO is a doc that outlines occasion particulars, and is utilized by motels, catering firms and hospitality professionals to coordinate and execute occasions.
What does BEO stand for in occasions? That may be ‘banquet occasion order’ – ‘banquet’ used right here as a synonym for an occasion, relatively than as a meals and beverage-specific time period.
Now that we now have a banquet occasion order definition, what’s an instance of a banquet occasion order? A BEO is usually created by the lodge in collaboration with the consumer, and lists info like:
- The occasion date, time and placement
- The variety of friends and seating preparations
- Menu objects and timing for meals and beverage service
- Room setup, audiovisual necessities and décor
- Some other particular directions that make sure the occasion flows easily
Is a banquet occasion order a legally binding contract?
Sure, a BEO contract is often a legally binding doc as soon as it has been signed by each the lodge and consumer.
On this information we’ll take a better have a look at BEOs, to reply such questions as ‘what’s a banquet occasion order used for?’, and ‘how do you put together a banquet occasion with the assistance of a BEO?’
Why are banquet occasion orders vital for motels?
A BEO in hospitality brings much-needed readability to the customarily advanced job of working an occasion.
A BEO is an settlement between consumer and lodge. The consumer indicators off on the particular particulars of the occasion, and agrees to the lodge’s phrases and circumstances, whereas the lodge is given a transparent record of obligations to fulfil.
What’s a banquet occasion order vs catering occasion order?
Whereas the time period ‘catering occasion order’ is usually used rather than ‘banquet occasion order’, it often refers to a particular sort of BEO that describes the catering wants of an occasion.
Organise lodge occasions with ease with the assistance of SiteMinder
Appeal to extra event-minded friends with SiteMinder, the world’s main lodge platform. And as soon as a BEO is in place, SiteMinder’s full PMS integration makes it a lot easier to efficiently execute the occasion.
Who creates the banquet occasion order?
BEOs are created by the lodge in collaboration with the consumer, who indicators off on the doc as soon as all related particulars have been collected and collated.
Step-by-step information to making a banquet occasion order
How do I create a banquet occasion order? A BEO/catering occasion order may be constructed by following these easy steps:
Begin with the important thing parts of a banquet occasion order
Start with a lodge BEO assembly between you and the consumer, the place you identify important particulars just like the occasion date, location, visitor depend, menu and setup necessities.
Keep in mind a very powerful element in a banquet occasion order
Visitor depend is usually seen as essentially the most essential BEO element, as a result of it impacts venue dimension, seating preparations, meals and beverage portions and extra. Work to get a really particular quantity out of your visitor.
Contemplate authorized compliance for banquet occasion orders
Make sure the BEO meets any related authorized necessities, comparable to well being and security requirements and alcohol service legal guidelines, to keep away from potential liabilities.
Keep away from the widespread errors when making a BEO
Double-check each element to forestall easy errors like mis-timings, unsigned paperwork and particular requests being ignored.
Coaching lodge workers on efficient BEO administration
Prepare workers on how one can learn and execute BEOs to make sure each occasion is delivered easily and efficiently.
Banquet occasion order instance for motels
On the lookout for a extra particular BEO instance? Think about a tech firm’s company awards dinner hosted within the grand ballroom of a lodge.
There are 200 anticipated attendees, with the occasion scheduled from 18:00 to 23:00. The BEO consists of particular particulars on key moments: welcome drinks with hors d’oeuvres from 18:00 to 19:00, a three-course seated dinner starting at 19:15, and a short awards presentation at 20:30.
The doc specifies the ballroom structure with spherical tables for 10. It lists a podium and audiovisual help for the shows. Particular dietary requests are famous for sure friends.
Signed by each the consumer and lodge, the BEO serves because the guiding doc for the lodge, and extra particularly the occasion group.
Banquet occasion order template for motels
A (very primary) BEO pattern template for the occasion above may look one thing like this:
Occasion info
- Occasion identify: Company Awards Dinner
- Date: 15 November 2024
- Time: 18:00 – 23:00
- Location: Grand Ballroom
- Consumer contact: Sarah Johnson, +00 000 000 000
Visitor particulars
- Visitor depend: 200
- Seating: Spherical tables for 10
Occasion schedule
- Reception: 18:00 – 19:00
- Cocktails, wine, tender drinks, hors d’oeuvres
- Dinner: 19:15
- Three-course meal (starter, principal, dessert)
- Awards Presentation: 20:30
- AV: Podium, projector, screens
Particular requests
- Dietary wants: Famous per visitor requests
Consumer approval
Date: ____________
Software program options for managing banquet occasion orders
A less complicated reply to the query of ‘how one can BEO’ is with the assistance of banquet occasion order software program. One of the best purpose-built BEO instruments will supply:
- Occasion scheduling and calendar integration
- Customisable templates
- Consumer and visitor administration options
- Menu and stock administration
- Actual-time updates and collaborative instruments
- Reporting and analytics
BEO software program instance 1
Planning Pod is a BEO instrument designed to maintain your total group in sync earlier than, throughout and after an occasion. It lets you construct customized BEO templates and share detailed banquet occasion orders with workers, suppliers and purchasers.
BEO software program instance 2
Constructed particularly for motels, Tripleseat is occasion administration software program that boasts 200,000 customers, and that guarantees to spice up your lodge’s occasion income by over 30%.
However past BEO-specific options, absolutely capitalising on the alternatives offered by occasions additionally calls for the implementation of succesful income, distribution and administration instruments. That’s the place SiteMinder is available in.
