Build a BEO (banquet event order)

Create a BEO from an event

1. Open the event, choose Overview, and under Quick links press Create BEO. You can also use Start a BEO on the BEOs list.
2. Wait for “Filling this in from the booking…”. It copies the title, date, time, client, guests, location, special requests, the timeline as the schedule, the staff list and the event’s first layout.
3. Work through the eight sections: Event details, Client information, Room setup & layout, Menu & catering, Beverages & bar service, Event schedule, Staffing requirements and Special requests & notes.
4. In Room setup, pick a layout and add setup instructions. In Menu & catering, add items by hand or press Import to bring in a saved menu.
5. Set BEO status to Draft, Pending, Approved or Completed, then press Save BEO. The first save keeps you on the page and a message says “BEO created”.
6. Press Print BEO for the full sheet, or the download icon, Download PDF.

The BEOs list

BEOs, under Events in the left rail, shows how many are not final. Approved and Completed count as final, and Draft and Pending show Finish. Rows group as Coming up, No event date yet and Past. The row menu moves a BEO into a folder or deletes it.

What it does not do

• Print BEO prints every section. Download PDF opens a print page with only the title and status, Event Details, Client Information, Menu & Catering, the schedule, the room layout drawing and Special Requests. It leaves out the bar, staffing and setup instructions. Use Print BEO when the kitchen needs those.
• Saving the event overwrites the BEO’s schedule and special requests when the event’s timeline, description, notes or requirement texts change, even after approval, and leaves no note of it. Menu, bar and room setup stay as written. Staffing is never synced.
• The room picker offers only layouts switched on as Usable in BEOs, a card in the layout builder’s Items tab. The same switch is called BEO Ready under Actions, then Settings. It is a layout switch, not a BEO status. Once you choose a layout there is no control to remove it.
• There is no BEO link for a client. Planners and vendors see sections you share when you invite them with the BEO checkboxes. See Planners and vendors.
• The status select sets a label. Approved does not lock the BEO.
• Import from Menu Template copies each item’s name and description only, not prices, sections or the food or beverage type.
• Nothing stops several BEOs for one event. The Overview shows the newest as View BEO.
• Deleting a BEO is permanent. BEOs do not go to the Trash.
• The event’s door, setup and load-in times have no screen, so a new BEO’s default schedule comes from the event’s Timeline.

Common questions