Use this banquet event order template to streamline your operational processes, simplify communication, and provide your clients with the smoothest catering event order experience possible.
What is a Banquet Event Order?
A banquet event order (BEO) is a comprehensive document outlining all the details a food and beverage vendor needs to provide timely, efficient, and high-quality event services. Typically used for events at hotels, restaurants, and other hospitality venues, these documents may include event dates, timelines, catering needs, dietary considerations, and more.
What Does BEO Stand For?
You’ve probably heard of a BEO, but if you’ve only started catering larger events, you may not know the BEO meaning. Simply put, it’s shorthand for banquet event order. As a busy restaurateur or caterer, you probably appreciate the time-saving value of snappy acronyms as much as we do!
What Should a BEO Include?
A great banquet event order should include everything you need to provide a seamless catering experience for your clients and improve efficiency for your staff, including:
- Client name and contact information
- Event date and time
- Guest information
- Food and beverage selections
- Pricing and fees
- Event and room locations
- Event catering schedule
What is a Banquet Event Order Template?
A banquet event order template is a reusable event management document that you can customize for all your catered events. We know that every vendor – and every client – has different needs and considerations depending on services offered, whether or not the vendor is internal or external, and the type of event.
Our template allows you to be more flexible when creating your BEO, meaning we’ve included the most commonly required fields, plus sections for documenting dietary needs, seating plans, and accessibility requirements, and more.
After all, a free BEO template doesn’t do anyone any favors if it doesn’t capture those mission-critical event details.
When to Use a Banquet Event Order Template
If you provide restaurant catering services, you may want to use a BEO template for a range of events, from non-profit fundraisers and private anniversary celebrations, to wedding rehearsal dinners and corporate networking events. For all of these events and more, a banquet event order not only improves operations, it can also serve as a contractual document that establishes expectations and confirms deliverables up-front.
Does Every Event Require a BEO?
A BEO template is most useful for larger or more complex events. If the event you’re hosting has many moving parts – like a multi-session agenda, sessions in different rooms, a variety of menu options, or special staffing needs, we definitely recommend using a banquet event order template.
Simpler events can also benefit from a BEO template (free, downloadable templates are even better).
Anytime you feel your event planning could benefit from increased efficiency and organization, and fewer misunderstandings, a BEO can help keep everyone on the same page. Want an even bigger efficiency boost? Download our restaurant invoice template.
How Is a BEO Completed?
Banquet event orders are a type of catering event order that’s part of the initial event planning process. The template should be completed in discussion with your client as they share their vision and budget for the event. You’ll then determine the resources and budget you’ll require to help them achieve that vision. As the finer details – like meeting schedules and seating arrangements – come together, you should add those elements as well.
Who Should Review and Sign Off on a BEO?
When the planning process is complete, both the vendor and the client should carefully review the terms outlined in the document.
When you’re talking through this important document with your clients, remember to be clear – especially if your contact doesn’t typically organize events. Avoid jargon and acronyms, so they’re not left wondering, “But what does BEO stand for?”
Be sure to allow a bit of time for questions before asking your client to sign!
Who Needs a Copy of the BEO?
Think of a BEO as stage directions for your event. Everyone involved – from your kitchen staff to your servers – should have a copy for reference.
Ready to enjoy more streamlined events with fewer hiccups? Try our BEO template free download! Get this time-saving document today by downloading our free BEO template – Word document.