Banquet Event Orders (BEO): Tips & Templates to Future-proof Your Events

A banquet event order (BEO) form is a one- or two-page document that catering and special events teams use to communicate all the relevant details about an event service. BEO is the common term used in special events, restaurants, and hotels, even for non-banquet events, though some independent caterers may simply call it an “event order.”

This form provides a quick reference in the heat of service, so you and all the teams collaborating on an event know exactly what time various tasks need to be performed, what food and beverages will be served, what items are rented, and who to contact in case something goes wrong.

Whatever your operation’s size or style, you can configure a free banquet event order template to fit your needs.

Why BEOs are essential in event planning

For restaurant owners, particularly those looking to start a catering business or brand, and established hotels, caterers, and event planners, banquet event orders are indispensable tools for operational efficiency and client satisfaction. 

A well-crafted and organized BEO format ensures seamless event execution by providing an immediate overview of all critical elements. It dictates task timings, specifies food and beverage details, outlines rented items, and lists key contacts for any issues that may arise. 

This level of detail guarantees that every collaborating team member, from the chef preparing the meals to the server delivering them and the setup crew arranging the space, understands their role and the event’s precise requirements. 

Without a BEO form, the complexity of managing an event’s numerous moving parts — from dietary restrictions to AV setups — would lead to chaos, miscommunication, and, ultimately, a compromised guest experience.

Key components of a banquet event order form

A banquet event order should include the following to effectively communicate all important event details across your staff, event collaborators, and client.

• Event details: This foundational section outlines the core information about the event.
  • BEO number: A unique identifier for tracking versions and changes.
  • Event name/occasion: Such as “Smith-Johnson Wedding Reception” or “Annual Corporate Gala.”
  • Day and date: The specific day and date of the event.
  • Start and end times: Precise timing for the event, including guest arrival, service, and departure.
  • Event type: For example, banquet, buffet, cocktail reception, plated dinner, etc.
  • Event location/venue: The specific room or area within the establishment.
  • Client’s on-site contact: The individual representing the client who will be present at the event, along with their contact number.
• Client information: This includes details for the paying client, distinct from the on-site contact if applicable.
  • Client name
  • Contact person and phone number
  • Billing address
  • Email address
• Food and beverage selections: This is a comprehensive breakdown of all culinary and drink provisions.
  • Detailed food item descriptions (e.g., specific dishes, preparation methods)
  • Serving style (e.g., plated, buffet, family-style)
  • Dietary restrictions and food allergies for guests (e.g., vegetarian, gluten-free, nut allergies)
  • Beverage details: Soft drinks, bar packages (open bar, cash bar), specific wines, beers, or spirits
• Room setup and audiovisual needs: The details the physical configuration and technical requirements for the event space.
  • Furniture/fixture configuration (e.g., round tables, classroom style, cocktail tables, etc.)
  • Decor instructions (e.g., centerpieces, linens, theme elements)
  • Service timeline (e.g., specific times for toasts, speeches, dessert service, last call)
  • Audiovisual equipment (e.g., projector, screen, microphones, sound system, lighting)
• Staffing and vendor contacts: These are the details for on-site personnel and external partners involved.
  • Assigned staff roles, names, and clock-in/out times.
  • External vendor information (e.g., florist, photographer, entertainment, cake supplier) with their contact details and arrival times
• Billing and payment terms: This is a clear financial overview of the event.
  • Overview of estimated costs for all services and items
  • Details of payments made (e.g., deposit amount and date)
  • Final balance due and payment deadline
  • Information on service fees, gratuities, and applicable taxes
• Legal clauses and signatures: This includes a formal agreement and acknowledgement of the terms of service.
  • Specific terms and conditions relating to cancellations, changes, liability, and force majeure
  • Signature lines for both the organizer/venue representative and the client/representative, confirming understanding and agreement of the terms

How to create a BEO form: A step-by-step guide

Creating a comprehensive and accurate banquet event order should be systematic so that no detail is overlooked. The biggest thing to remember is to keep everything on one or two pages, even if that makes the writing very small. 

Step 1: Gather essential event details
Begin by collecting all fundamental information about the event. This includes the BEO number for tracking purposes, the official event name, the exact date and start/end times, and the specific event location or room. 

Obtain the client’s full contact information, including their name, billing address, phone number, and the name and contact details of their on-site representative. This initial data forms the backbone of your BEO.

Step 2: Outline food, beverage, and service needs
List all food items with precise descriptions, including any specific preparation instructions. Clearly state the serving style (plated, buffet, etc.). Importantly, record all known dietary restrictions and food allergies to ensure guest safety and satisfaction. 

For beverages, specify bar packages, soft drink selections, and any special requests. Also, define the service timeline, noting specific moments like cocktail hour, dinner service start, toast timings, dessert presentation, and last call.

Let’s say a corporate client requests a seated dinner for 100 guests, with 10 vegetarian meals and three gluten-free options. The BEO would specify “100 guests, 10 V (Vegetarian), 3 GF (Gluten-Free)” under the menu section, ensuring the kitchen prepares appropriately.

Step 3: Specify room setup and AV requirements
Translate the client’s vision for the event space into actionable instructions. Detail the desired furniture configuration (e.g., number and type of tables, chair arrangements, stage placement). Include all decor instructions, such as linen colors, centerpiece details, and special lighting needs. 

Document all audiovisual equipment required, including projectors, screens, microphones, and sound systems, along with their setup times and technical support needs.

Step 4: List vendor coordination and staffing needs
Identify all external vendors involved (e.g., florists, photographers, DJs, entertainment). Include their contact information, specific services, and scheduled arrival and setup times. 

For internal staffing, outline the roles required (e.g., number of servers, bartenders, chefs, event managers), the names of assigned staff, and their clock-in/out times. This ensures adequate personnel are available for every phase of the event.

Step 5: Finalize with pricing, legal terms, and approval
Compile a clear overview of all costs, including food, beverage, equipment rental, staffing, service fees, gratuities, and taxes. 

Clearly state any deposits paid and the final balance due, along with the payment deadline. Include important legal clauses such as cancellation policies, liability disclaimers, and force majeure provisions. 

Finally, provide signature lines for both the event organizer/venue representative and the client. Obtaining both signatures is crucial, as this transforms the BEO from an internal document into a binding agreement, aligning both parties on all event details and terms. 

Complete the BEO as soon as the contract is finalized, and promptly adjust it for any changes, numbering versions for clear tracking.

Step 6: Share your BEO with staff

When your BEO is complete, you can print paper copies to distribute to staff or upload your BEO to a cloud service like Google Docs or Dropbox so your team can access it from smartphones. 

If you’ll be working at an off-site event that doesn’t have strong cellular reception, paper copies make the most sense. If you don’t want to run the risk that a client or event guest will accidentally see a BEO copy, cloud access is a better option.

BEO forms vs other event documents 

Know the differences between a BEO, a formal contract, a catering contract, a proposal, and itinerary to ensure clear communication and legal accuracy.

• Proposal: This is the initial document sent to a prospective client. It outlines the preliminary ideas, services, and estimated costs based on their inquiry. It’s an exploratory document, designed to win the business, and is not legally binding.
• Formal contract: This is a legally binding agreement between the client and the venue or caterer. It covers high-level terms and conditions, including financial obligations, cancellation policies, liability, and the scope of services. The contract sets the overarching legal framework for the event.
• BEO: The BEO is an operational document that details the specifics of the event that were agreed upon in the contract. It translates the contract’s broad terms into actionable instructions for the operational teams. While it typically derives from and references the contract, the BEO itself can become legally binding if it includes signature lines for both parties and is formally signed. Without signatures, it often functions as an internal operational guide, reflecting the underlying agreement.
• Itinerary: An itinerary is a schedule or timeline, typically client-facing, that outlines the sequence of events and activities for the guests or attendees. It focuses on the flow of the event from a participant’s perspective (e.g., 6 PM – Guests Arrive, 6:30 PM – Cocktail Hour, 7:30 PM – Dinner Served). While the BEO contains service timelines, the itinerary is often a simplified, high-level version of the event flow.

When a BEO becomes legally binding

A BEO becomes a legally binding contract when it includes specific terms and conditions, financial details, and signatures from authorized representatives of both the client and the venue or caterer. Even if it’s not explicitly signed as a contract, its accuracy is paramount, as it represents the specific details agreed upon in the master event contract.

The role of BEOs in preventing event disputes

BEOs are instrumental in preventing disputes because they provide a highly detailed, clear, and shared understanding of every aspect of the event. By meticulously documenting menu choices, setup specifics, timelines, and payment terms, they leave little room for misinterpretation or disagreement. 

When both parties sign off on the BEO, it serves as irrefutable proof of what was mutually agreed upon, thereby minimizing the chances of misunderstandings that could lead to costly and time-consuming disputes.

Digital BEOs and event management software

Paper BEOs, while traditional, come with inherent limitations. They’re prone to being lost, damaged, or misfiled, updates can be cumbersome, and real-time dissemination to multiple teams is challenging. Digital BEOs, on the other hand, offer clear advantages.

• Real-time updates: Changes can be made instantly and are immediately accessible to all authorized personnel, ensuring everyone is working with the most current information.
• Enhanced collaboration: Multiple team members can view and even edit BEOs simultaneously from different locations, fostering seamless coordination.
• Accessibility: Staff can access BEOs from smartphones, tablets, or computers, whether on-site or off-site, eliminating the need for physical copies.
• Reduced errors: Automation features can minimize manual data entry mistakes, and standardized templates ensure consistency.
• Sustainability: Eliminating paper reduces waste and aligns with eco-friendly business practices.
• Data analytics: Digital platforms can track BEO history, performance metrics, and client preferences, offering valuable insights for future events and business growth.

Best BEO software solutions for automation

A range of event management software platforms now offer robust BEO functionalities, automating creation, distribution, and updates. Popular solutions for hospitality businesses include Tripleseat and Toast.

• In-house POS/CRM vendors like Toast are integrating or partnering with event management modules, allowing for seamless data flow from sales leads to BEO execution. Toast’s Catering and Events module for its flagship POS that can help you create BEOs, see events on a calendar, and sync event menus from Toast menus.
• Tripleseat is a comprehensive sales and catering management platform widely used in hotels and restaurants, known for its intuitive BEO generation and CRM capabilities.
• CaterTrax is specifically designed for catering operations, offering robust menu management, order tracking, and BEO creation tools.
• EventPro is a versatile solution for various event types, providing detailed scheduling, resource management, and customizable BEO templates.
• Caterease is another popular choice for catering businesses, offering powerful BEO customization, reporting, and client management features.

These platforms often include features like automated reminders, inventory management integration, and financial reporting, significantly streamlining the event planning process.

How AI is improving event logistics and guest experiences

Artificial intelligence (AI) is beginning to revolutionize event logistics and elevate guest experiences beyond traditional digital BEOs.

• Predictive analytics: AI can analyze past event data (e.g., popular menus, guest counts, busiest times) to help predict future trends, optimize resource allocation, and inform pricing strategies.
• Personalized recommendations: AI-driven tools can suggest customized menus, decor options, or entertainment based on client preferences, past event history, and demographic data.
• Automated communication: AI-powered chatbots or virtual assistants can handle routine client inquiries, provide instant BEO status updates, and even assist with initial booking requests, freeing up staff for more complex tasks.
• Dynamic resource allocation: AI can optimize staffing levels, equipment deployment, and kitchen production schedules based on real-time event changes, minimizing waste and maximizing efficiency.
• Enhanced guest experience: AI can facilitate personalized check-ins, provide interactive event navigation, and even analyze guest feedback to suggest improvements for future events, leading to higher satisfaction.

Sustainability in BEOs

Positioning your event business as eco-friendly can attract a new demographic of clients and future-proof your operations as environmental consciousness grows.

Eco-friendly catering choices

A BEO can also serve as a commitment to sustainable culinary practices by detailing how the event will reduce its environmental impact. This can include sourcing ingredients locally, creating seasonal menus, and offering plant-based options.

Waste reduction strategies such as portion control, composting, and recycling should be outlined, along with plans to donate safe, unserved food to local shelters or food banks.

Sustainability can also extend to specifying responsibly sourced seafood certified by groups like the Marine Stewardship Council (MSC) and minimizing single-use plastics by eliminating items like straws, stirrers, and excessive packaging. By incorporating these details, the BEO helps ensure the event is executed responsibly while aligning with modern sustainability goals.

Reducing paper waste with digital contracts

The transition to digital BEOs and contracts reduces reliance on paper and physical storage. Using event management software for BEO creation, sharing, and approvals cuts paper consumption. Secure electronic signature tools replace the need for printing, mailing, or faxing contracts, further minimizing waste.

Storing all event documents in cloud-based systems ensures easy digital access for both staff and clients, eliminating physical filing and enabling more efficient collaboration.

Sustainable venue and decor practices

A BEO can also outline sustainable practices for the event space itself. Energy efficiency measures such as LED lighting, natural light use, and efficient HVAC systems help cut energy waste, while water-efficient fixtures and careful kitchen practices support conservation.

Décor can be made eco-friendly by choosing reusable centerpieces and linens, sourcing local organic flowers, and incorporating recycled or up-cycled materials.

Green transportation options like public transit and carpooling can be encouraged for both guests and vendors. Finally, working with partner vendors who demonstrate strong sustainability commitments ensures the entire event reflects environmentally responsible practices.

BEO tips and best practices

Since a BEO outlines all event details, it’s essential to transfer information accurately and pay close attention to every detail so the catering team, venue staff, and client stay aligned. Here are some practical tips to improve communication and execution.

Draft a BEO ASAP

Draft your BEO as soon as you complete the contract, while the information is fresh in your mind. This is the best way to ensure your BEO details are correct. And anytime the customer requests changes to the contract, adjust the BEO as soon after the conversation as possible. 

This is where numbering your BEOs can be handy. If you have gone through multiple BEO drafts when finalizing an event, you’ll know which is the most recent based on the BEO number.

Keep it to one or two pages

A BEO works best when it’s on as few pages as possible. So use small type or print double-sided, but whatever you do, keep the page count low. Some of the biggest miscommunications I have seen in catering and events happened because a BEO had too many pages, but some staff only saw the first one.

Keep BEOs secure

A BEO contains a lot of sensitive information that’s important to both you and your client. Especially when your client is hosting a large event, like a wedding or conference, they won’t want their attendees to see how much the event costs or other details.

So stress to your event staff how important it is to keep BEOs secured, taped to a service area table or wall, or inside a server book. Alternatively, you can share your BEOs through a cloud-based platform like Google Docs so there are no hard copies to keep track of.

Common mistakes to avoid when drafting a BEO

A BEO is only as effective as its accuracy and completeness. Overlooking critical details or making common mistakes can lead to costly errors, client dissatisfaction, and operational chaos. Vigilance in drafting is key.

	Mistakes	Recommendations
Vague event details lead to miscommunication	❌ Stating “standard bar package” without specifying brands or inclusions ❌ Mentioning “basic sound system” without detailing microphone types or speaker needs	✅ Be hyper-specific. List every brand of liquor, wine, and beer in the package. Specify “2 wireless handheld microphones, 1 podium microphone, and 2 powered speakers.”  ✅ Clearly define every detail, no matter how small it seems, to avoid assumptions.
Not including contingency plans for last-minute changes	❌ A BEO that assumes everything will go perfectly, without accounting for potential issues like inclement weather for an outdoor event, a guest count fluctuation, or an AV equipment malfunction	✅ Add a “Contingency Notes” or “Backup Plan” section.  For example, “Indoor rain backup location: Grand Ballroom C” or “Policy for additional guests on-site: price per person + 10% premium, subject to kitchen capacity.”  ✅ Clearly define procedures for last-minute menu adjustments or staffing needs.
Forgetting service fees, gratuities, or tax details	❌ Presenting a subtotal to the client but failing to clearly itemize and include the mandatory service charges, gratuities, or applicable sales taxes	✅ Provide a transparent breakdown of costs.  ✅ List the per-person or per-item charges, then separately itemize the service charge percentage, suggested gratuity (if not mandatory), and the exact tax rate applied.  ✅ Include a final “Total Estimated Cost” that encompasses all charges, ensuring the client has a complete financial picture from the outset.
Neglecting dietary restrictions and allergies	❌ Presenting a subtotal to the client but failing to clearly itemize and include the mandatory service charges, gratuities, or applicable sales taxes	✅ Dedicate a specific, prominent section for dietary restrictions and allergies.  ✅ List each guest’s name (if known) and their specific need (e.g., “Guest A: Gluten-Free, Nut Allergy”; “Guest B: Vegan”). This ensures the kitchen and serving staff are fully aware and can prevent potentially dangerous situations.
Inadequate staffing or vendor coordination details	❌ Simply listing “staff needed” or “photographer will be there”	✅ Specify the number of servers, bartenders, and managers required, along with their roles and scheduled on-duty times.  ✅ For vendors, include their arrival times, setup requirements, and a primary contact number. Confirm if the venue provides a vendor meal.
Not numbering BEO versions	❌ Making changes to a BEO and simply re-saving it without indicating a new version, causing confusion if multiple copies circulate	✅ Implement a strict version control system (e.g., BEO v1.0, BEO v1.1, BEO v2.0).  ✅ Every time a change is made and approved, assign a new version number and date of distribution, ensuring everyone refers to the most current document.

Frequently asked questions (FAQs)

Last Bite

A BEO keeps catering and special events teams organized. This operational document is the difference between an event that runs smoothly and one that falls apart. 

If you have never used a BEO before, try Toast’s free template to get started. Using a BEO for every event — even the simple ones — can help your team and customers feel confident that everyone is on the same page.