How does the event staff make a club event look smooth and seamless? The BEO sheet brings it all together.
A successful event has many moving parts, and everyone at the club must be on the same page once the celebration kicks off. This is where the BEO sheet—or Banquet Event Order—comes into play. The events, banquet, or catering manager at a club or resort will use the BEO sheet to clarify the schedule, headcount, menu, and all the supporting details of an event with both the member and staff.
The BEO makes an appearance right at the beginning of the event-planning process. The event planner and member will begin by discussing all the options the club can provide for their event. After this initial planning phase, the manager will write up a preliminary BEO which includes the quote for the event and all the details discussed during the meeting.
On the day of the event, everyone involved in making the day a success will receive a finalized BEO. This document will often include:
- Basic details of the event such as the date and important contact information
- The schedule of the day, including the timing of meals for the kitchen
- Final headcount of guests
- Menu and bar items, often with budgeting details
- Audio and visual equipment, contact, and setup instructions
- Vendor contacts and their planned time of arrival
- Additional notes for staff members
- Breakdown information for the end of the night
This crucial document ensures that everyone at the club—from the kitchen to the maintenance staff—are aware of the event plan. This also gives the hosts an opportunity to flag any issues or last-minute changes to the agreed-upon schedule for the day.
A great BEO will include as much detail as possible, including down-to-the-minute instructions of the transition stages of an event. This is particularly important for events with many moving parts such as weddings or galas. The BEO keeps the event staff in close communication throughout the day to ensure the event looks smooth and professional at all times.