A Banquet Event Order (BEO) is both an event plan and a contract. Hotels, venues, and catering teams use it to ensure every detail is covered and the customer and event coordinators are on the same page. It includes everything from the event date and location to catering, room setup, and AV needs. Think of it as the blueprint that brings your event to life, ensuring nothing gets overlooked.
Hotels facing fluctuating room occupancy rates are turning to event hosting as an alternative revenue stream. A report from Allied Market Research says the global event industry is expected to hit $2.5 trillion by 2035, with a growth rate of 6.8% each year from 2024 to 2035. For hotels, hosting events like weddings, corporate meetings, and conferences can account for 25-50% of their total revenue.
Typically, the event manager or event planner is responsible for creating a BEO or event function sheet. However, in smaller boutique hotels, this responsibility may fall on the general manager or even the front desk team.
Whoever assumes responsibility must handle the initial planning, refine the event details, and ensure everything aligns with the guest’s expectations. Once finalized, they communicate the instructions clearly to the staff to ensure seamless execution.
Event execution spans multiple departments, from catering and décor to sales and operations. A BEO is the single source of truth that keeps everything aligned and ensures seamless coordination among staff.Â
Here’s why every hotel needs an effective BEO:
A BEO helps hotels allocate resources efficiently, from event space management (room allocation) to determining the right number of staff for conference and banquet services. This prevents overstaffing or understaffing and improves cost efficiency.Â
A food and beverage (F&B) order form within the BEO specifies menu details, dietary restrictions, serving times, and bar services. This helps the catering team monitor details, avoid last-minute errors, and ensure a smooth dining experience. Why? Because food can make or break an event!
With all event details in one place, there’s no room for confusion between departments. The BEO keeps sales, catering, event, and operations teams aligned so everyone knows exactly what’s expected.
A well-executed BEO can increase event revenue by up to 20% through strategic upsells like extended venue hours, premium F&B packages, and customized add-ons. It also cuts operational mistakes—one study found that miscommunication in event planning leads to 30% of service errors.
With 93% of travelers checking reviews before booking, flawless events matter. A BEO increases event success, from perfectly timed dinner service to seamless décor setup —leading to positive reviews, repeat business, and new bookings.
First things first—every BEO needs to outline the basics. This includes the date, time, venue, and type of event. The last thing you want is a mix-up on when or where things are happening.
How many people are coming? What’s the seating arrangement? Having an accurate headcount and layout plan helps with everything from food prep to staffing.
A well-planned timeline keeps everything running smoothly. The BEO should outline when key moments—like speeches, dinner service, or entertainment—are happening so vendors and staff can stay prepared.
Food and drinks are a big deal at any event. The BEO should list the full menu, beverage options, and any dietary restrictions to ensure every guest is accommodated.
Beyond the venue’s team, many events rely on outside vendors for catering, décor, entertainment, and equipment rentals. The BEO should list all vendor contacts and their roles, along with the number of servers, bartenders, and coordinators needed.
The room setup should clearly outline how the space will be arranged. If the layout is anything other than a standard setup, a diagram should be attached to the BEO for clarity. This includes the placement of major furniture pieces, décor, and any AV equipment needed for the event.Â
Every event has unique needs, from specific champagne brands to custom playlists. Noting these details in the BEO ensures nothing gets missed and vendors know exactly what to deliver.Â
A BEO isn’t just a plan—it’s a contract. Most venues include terms and conditions, plus a spot for signatures, names, titles, and dates. It only becomes official once both parties sign and lock in the details.
If you’re on the hunt for software that can handle your BEOs, here is the top solution for you: Pxier: Perfect for streamlining venue management with seamless BEO integration.Â
Alternatively, if you’re looking for a straightforward way to manage event details, an event function sheet is another excellent option. These handy sheets help hotels organize events smoothly by giving a clear outline of all the important specifics. While they might not provide the same in-depth detail and coordination as a BEO, they’re still a fantastic option for managing your event plans!
RoomRaccoon’s property management system (PMS) includes an easy-to-use function sheet feature that allows hotels to generate event function templates, outline detailed agendas, and add menus or service items—all in one centralized system.Â
Here is a real-world example of an event function sheet for a company hosting a business seminar at the hotel’s conference venue.
**”RoomRaccoon PMS includes a built-in hotel event function sheet for seamless event planning and coordination.”**
Hoteliers and revenue managers are increasingly embracing RevPAM (Revenue Per Available Square Meter) to maximize profitability beyond room bookings. By optimizing spaces like parking areas, conference rooms, and event venues for weddings, birthdays, and corporate gatherings, properties can unlock new revenue streams.
With RoomRaccoon’s intuitive reservation calendar, managing alternative space bookings is seamless. Plus, its integrated event function sheet streamlines organization, invoicing, and guest coordination—ensuring every event runs smoothly. Start making the most of your property’s full potential with RoomRaccoon today!
Nicky is RoomRaccoon's Senior Content Manager, combining a love for travel with a practical approach to improving hotel performance through tech and insightful tips. Join her journey where travel, hospitality, and technology meet.
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