The banquet event order (BEO) is sometimes referred to as simply an event order or the function sheet. It is the basis of a property's internal communication system between the various departments and the catering department. It is also the basic building block upon which the catering department's accounting and record keeping systems are constructed. A BEO is prepared for each meal and beverage function, and copies are sent to the each department that will be directly or indirectly involved with the events. Usually all departments receive a copy of each BEO a week or more before the catered function is held. This ensures that all department heads have enough time to schedule and complete their necessary activities that support the events. BEOs are usually numbered sequentially for easy reference. It is important to assign an identifying number to each BEO so that department heads can resolve any discrepancy easily and quickly. For instance, if banquet setup is unclear about a particular event's requirements, it can call the catering office for additional information regarding BEO #175. This is much easier and more accurate than using clients' names or other forms of identification, all of which can be garbled and misinterpreted after two or three phone calls. A BEO should include who is responsible for what and specify the cost for every item or service. The BEO acts as the primary means of communication within the facility, letting each department know what their responsibility is for each function. Each sheet should be signed by the meeting planner acknowledging it was read and making any necessary changes.
The typical BEO contains the following information:
* BEO number.
* Function day(s) and date(s).
* Type of function.
* Client name with a line for a signature.
* Client's address.
* Client contact person, or person in charge.
* Person who booked the event and the authorized signature(s).
* Name of function room assigned to the event.
* Beginning time of the function.
* Expected ending time of the function.
* Number of guests expected.
* Number of guests to prepare meals for.
* Agreed upon menus.
* Style of service (American, French, etc.).
* Function room setup instructions (placement of bars, buffet tables, etc.).
* Any special instructions (such as centerpieces, parking details, miscellaneous labor charges, sleeping room blocks, linens, table sets, bar arrangements, props, entertainment, electrical and/or engineering needs, unique under liners, VIPs, and other special amenities).
* Agreed upon prices to be charged.
* Master billing account number.
* Billing instructions.
* Reference to other BEOs or other relevant records.
* Date the BEO was completed.
* Signature of person preparing (or approving) the BEO.
* A list of departments receiving a copy of the BEO.
Function sheets should include the following information:
* Group name.
* Program name.
* Day(s) and date(s) of meeting.
* Name and code number of each function.
* Meeting room name and floor.
* Room setup time.
* Beginning and ending time of each function.
* Expected attendance.
* Number of speakers.
* Head table setup.
* Staging instructions.
* Audiovisual requirements.
* Special requirements such as computer setup, floral decorations, special table linens or colors, signage, event posted on the reader board, etc.
* Food and beverage requirements including menus, scheduled breaks for refreshing the room, name of contact person in charge of the event.
It is important to have as much detailed information as possible, including diagrams, equipment, tables, placement, etc.
Shock, Patti J., & Stefanelli, John. (2001). On premise catering: Hotels, convention & conference centers and clubs.
John Wiley & Sons. Krug, S., Chatfield Taylor, C., & Collins, M. (Eds.), (1994). The convention industry council manual (7th ed.). The Convention Industry Council.
PATTI J. SHOCK
UNIVERSITY OF NEVADA LAS VEGAS, USA