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How the best event teams keep event days running smoothly.
If you’ve worked in events long enough, you’ve probably seen how quickly a “good enough” Banquet Event Order (BEO) can fall apart at the seams. Most event issues are a result of misalignment: outdated details, last-minute changes not shared, or information scattered across emails, spreadsheets, and PDFs.
A high-performing BEO is a living document that keeps sales, operations, catering, and AV moving in sync. This guide breaks down what strong BEOs do differently, and how to build ones your team can rely on.
If you want to skip the build and get straight to business, get your free BEO template below.
What separates an average BEO from a great one?
Experienced planners know what goes into a BEO. The challenge lies in:
- Keeping details accurate as changes roll in
- Making sure everyone is working from the same version
- Reducing back-and-forth and last-minute clarifications
The best BEOs are clear, structured, and easy to scan, especially under pressure.
What makes a good Banquet Event Order (BEO)?
1. Event snapshot (not a data dump)This section should give teams instant context. What works best:
If someone can’t understand the event in 10 seconds, your BEO is doing too much (or not enough). |
2. Timeline that matches the event paceA strong BEO timeline mirrors real-time operations. Include:
A mismatched timeline is where small gaps often turn into big problems on event day. |
3. Food & beverage details that reduce guessworkPlanners know F&B changes happen. Great BEOs make them easy to spot. Best practices include:
The goal is fewer clarification calls and fewer surprises during service. |
4. Room setup that’s impossible to misreadIf teams need to interpret the setup for rooms, something’s missing from your BEO. Strong BEOs include:
This supports consistent execution across shifts and departments. |
5. Roles, handoffs, and accountabilityOne of the most common breakdowns happens during handover. A reliable BEO:
This is critical when teams are stretched or covering for each other. |
6. Details that usually get missedCommon (sometimes obvious) event details often get overlooked These are the notes that save the day:
These details are often the first things clients notice if they go wrong. |
Why good event teams treat BEOs as live documents
The most effective event teams use BEOs as a single source of truth, updated as changes happen and visible to everyone involved. That’s how teams handle last-minute adjustments and keep events running smoothly, even when plans shift
Free banquet event order template for event teams
If your team is rebuilding banquet event orders every time something changes, your process is working against you. Use our free BEO template below to get more time back in your day and keep every department aligned from confirmation to event day.
