Banquet Event Order (BEO)
A detailed document from the venue outlining all agreed-upon event specifications including room setup, catering, AV equipment, and timing.
Definition
A Banquet Event Order (BEO) is the definitive contract between an event planner and venue detailing every aspect of the event: room layout diagrams, food and beverage selections with quantities, service timing, audio-visual requirements, special requests, and total costs. It serves as the working document for venue staff executing the event and the legal agreement for services and charges.
The BEO is typically finalized 7-14 days before the event after several rounds of revisions as details are confirmed. Once signed, it becomes binding—changes may incur additional fees, and both parties are expected to deliver exactly what's documented.
Why It Matters
The BEO prevents the nightmare scenario where you show up to an event and find the wrong room setup, incorrect catering, or missing AV equipment. It's your legal protection: if something goes wrong and it was specified correctly in the BEO, the venue is responsible. Without a detailed, signed BEO, disputes about what was promised become he-said-she-said arguments.
Reading BEOs carefully is critical because costs can easily exceed budgets if you're not watching details. Venues might include standard assumptions (like 18% service charge on top of 8% sales tax) that significantly increase final costs. Catching these details in the BEO review stage prevents surprise bills after the event when it's too late to negotiate.
Examples in Practice
A wedding reception BEO specifies: Ballroom A setup for 150 guests with round tables of 10, dinner service beginning at 7:30 PM with specific menu items and timing, open bar from 6-11 PM with premium liquor, uplighting in blue and pink, dance floor with DJ area, and wedding cake service at 9:30 PM with coffee. Total detailed breakdown shows $18,500 before service charges and tax.
A corporate conference BEO details: Main ballroom theater-style seating for 300, stage with podium and confidence monitors, wireless lavalier microphones, continental breakfast at 8 AM with specified items, morning coffee break at 10:15 AM, lunch buffet at 12:30 PM, registration desk outside ballroom with specific setup requirements.
An event planner reviews the BEO and notices the bar timeline shows "open bar until 11 PM" but the contract specified 10 PM close. Catching this before signing prevents being charged for an extra hour of service—a potential $1,500-2,000 difference.