The Banquet Event Order (BEO) is your go-to document for every detail of your event. Created by your hotel or venue, it outlines meal service, room setups, AV needs, timing, and more. Think of it as a secondary contract—it reflects all final decisions and guides the onsite team.
You’ll usually receive the BEO a few weeks before your event. Reviewing it carefully ensures nothing is missed and helps prevent last-minute surprises.
What’s Included in a BEO
Event date(s)
Assigned room locations
Start and end times for each portion of the event
Setup and teardown timing for vendors or décor
Meal timing and menu selections, including dietary restrictions
Bar service details (hosted vs. cash bar, timing)
Additional services (coffee breaks, signage, décor)
Room setup style (boardroom, classroom, U-shape)
AV and technology requirements
Expected guest count
Staffing details (servers, security, registration)
Planner and onsite contact info
Pricing estimates and billing details
Special instructions (load-in logistics, music cues)
Our Tips for Reviewing Your BEO
Check every line: Dates, guest counts, room setups, menus, and timing. Fix issues before the event—it’s much harder onsite.
Communicate changes early: Let the venue know if your agenda, timing, or guest count shifts. Ideally, before the BEO is finalized.
Know your deadlines: Rooming lists usually due 30 days out, BEO/AV sign-off 7–10 days prior, and final guest counts at least 72 business hours before. Confirm specifics with your hotel.
Verify dietary needs: Make sure all allergies and special requests are noted in the BEO itself—not just via email.
Bring a copy onsite: Keep a printed or digital copy handy as your reference for questions or last-minute changes.
Next Steps
Review your BEO line by line.
Confirm all dates, counts, setups, and dietary requirements.
Communicate any changes with your hotel before signing.
Keep a copy handy on event day for reference.
Your BEO is your event playbook. Reviewing it carefully and asking questions when needed ensures the hotel team has everything required to deliver a seamless, professional experience.