The Banquet Event Order (BEO) is the ultimate source of truth for your event. Created by your hotel or venue, this detailed document outlines every aspect of the program, from meal service and room setup to audiovisual needs, timing, and more. Think of it as a secondary contract, it reflects all final decisions and serves as the master plan for the onsite team.
You’ll typically receive the BEO a few weeks before your event. As an event organizer, it’s critical to review every detail closely before signing to ensure nothing is missed. A thorough review helps prevent last-minute surprises and keeps your event running smoothly from start to finish.
What a BEO Typically Includes
Event date(s)
Assigned room locations
Start and end times for each portion of the event
Setup and teardown timing (for vendors or decor)
Meal timing and menu selections, including dietary restrictions
Bar service details (e.g., hosted vs. cash bar, timing)
Additional services (e.g., coffee breaks, signage, décor)
Room setup style (e.g., boardroom, classroom, U-shape)
Audiovisual and technology requirements
Expected guest count
Staffing details (e.g., number of servers, security, registration staff)
Contact information for the planner and onsite leads
Pricing estimates and billing details
Special instructions or notes (e.g., load-in logistics, music cues)
Pro Tips
Review every line carefully: Double-check event dates, guest counts, room setups, meal selections, and timing. It’s much easier to fix errors in advance than troubleshoot onsite.
Communicate changes early: If your agenda, timing, or guest count shifts, notify your venue as soon as possible, ideally before the BEO is sent to you.
Know your cutoff timelines: Most venues require rooming lists 30 days before arrival, BEO and AV sign-off 7–10 days prior, and final guest counts at least 72 business hours before your event. Always confirm your specific deadlines with the hotel to avoid last-minute issues.
Verify dietary needs: Ensure all food allergies, restrictions, and special requests are clearly noted in the BEO, not just sent over email.
Bring a copy onsite: Keep a printed or digital copy with you during the event. It’s your go-to reference if questions or issues arise.
Think of the BEO as your event playbook—it ensures the hotel team has everything they need to deliver a smooth experience. Take time to review it carefully, and don’t be afraid to ask questions before you sign off.