What is a Banquet Event Order (BEO)?

A banquet event order (BEO), also called a function sheet or event order, is a venue's internal document listing everything needed for an event, from room set-up and timings to food, drink and AV. It turns what was agreed with the client into clear instructions for every department. BEOs are standard in hotels, conference centres and venues that host private and corporate events.

How a BEO works

A BEO is built and used in five steps:

  1. Agree the details: the events or sales team confirms numbers, menus, timings and technical needs with the client.
  2. Write the BEO: every detail is listed on one document per event or function.
  3. Get sign-off: the client checks and signs the BEO, confirming what they will receive.
  4. Distribute: copies go to kitchen, bar, set-up, AV, front of house and finance teams.
  5. Deliver and invoice: teams work from the BEO on the day, and final numbers and extras are invoiced afterwards.

BEOs change often and must reach every team, which is why venues keep event documents in one shared place with documents in Crescat.

BEO vs contract

The contract or hire agreement sets the commercial and legal terms: fees, deposits, cancellation and liability. The BEO sets out the operational detail of what happens on the day. A contract may cover several events, each with its own BEO.

What a BEO usually includes

  • Client name, event name, date and contact details
  • Room or space, layout and guest numbers
  • Timings: access, arrival, service, speeches and finish
  • Food and drink: menus, dietary needs and bar arrangements
  • AV and technical needs, such as screens, microphones and staging
  • Staffing, including the duty manager
  • Prices, deposit paid and billing instructions

Frequently asked questions

Who writes the BEO?

Usually the venue's events, sales or conference coordinator, who agreed the details with the client. Department heads may add their own sections, such as the chef confirming menus.

When should a BEO be finalised?

Typically a few days to a week before the event, once final guest numbers are confirmed. Late changes should be issued as a revised BEO with a clear version number.

Is a BEO used for concerts?

Rarely by that name. Live music shows use an advance, day sheet and riders instead, though venues that host both gigs and private hires often use BEOs for the hires.

Related terms