BANQUET EVENT ORDER

(
(BEO)
)
CreatingBEOs

EventPlanner
Sales Coordinator
SalesCoordinator
CateringManager

Approving
Approving
BEOs

DirectorofCatering

Distributionof
Distribution
of
BEOs

BEOMeetingwithall
related Staff
relatedStaff

What is a BANQUET EVENT ORDER (BEO)

BanquetEventOrder(BEO)isacontractualagreement,whichexpressestheobjectivesand
detailsofafunctionbetweentheguest(s)andtheclubortheCateringfacility.

AbanqueteventorderisadocumentusuallypreparedbyaneventplannerortheCatering
A
b
t
t d i d
t
ll
db
t l
th C t i
Managerinacluborcateringfacility.Theformincludesallthespecificsoftheeventinvery
intricatedetail.Theformwillevolveandchangeduringtheplanningstagesandevendownto
thedayoftheevent.Informationincludedontheformneedstobeasaccurateaspossibleto
ensure the best results
ensurethebestresults.
BanquetEventOrderisincludedfollowinginformation:

FunctionDay/DateofScheduledFunction
Startingtime/Endingtime
G
GroupName/GuestsName
N
/ G t N
CustomerCode(MarketSegments)
ContactInformation:Address,PhoneNumber,Emailaddress
FunctionType
Location
ExpectedAttendance
Guaranteed:Thenumberofguestsconfirmed.
MenuRequirements
BarRequirements
S U
SetUpandArrangements
dA
OtherRevenue
SpecialInstructionifnecessary.

NECESSARY STEPS and PROCEDURES

NECESSARYSTEPSandPROCEDURES
1. Preparation
a. Format:AllBEOsshouldprovidethesameessentialinformationwiththeobjective,layout,
spaceallowedforinformation,etc.
b. Timing:BEOsshouldnotbepreparedmorethanthirtydaysinadvanceofafunction.
D
Dependingonthetypeoffunction,size,specialarrangement,etc.,theymaybepreparedand
di
th t
f f ti
i
i l
t t th
b
d d
distributedanywherefrom10 30daysinadvance.
c. Responsibilities
Thesalesassociatetowhomthefunctionisassignedhastheresponsibilityforgathering
Th
l
i
h
h f
i i
i
dh h
ibili f
h i
alloftheinformationnecessarytowritetheBEOandmustapproveandinitialtheBEO
beforeitgoestotheCateringManager.
CateringManagerwillapproveBEOspriortotheirdistribution.Specialattentionshould
be paid to any conflicts food and wine pairing service times and overall financial yield
bepaidtoanyconflicts,foodandwinepairing,servicetimesandoverallfinancialyield
managementfortheevent.

HowtoWriteBEOs
1.
2.
3.

Filloutallinformation.Ifthereismorethanonecontact,listallnames.
Ensurethatthecorrectguarantee/setnumbersareinplace.
ClearlystatetheCustomersObjective.Thisallowsthemeetingplannertoknowthatthegoaloftheireventorfunctionis
understood.
4. Accuratelyidentifystartingandendingtimes.
y
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5. Thetimingforeachseparatepartoftheprogramshouldbeindicated,e.g.,reception,dinner,dance,program,invocation,
etc.
6. Informationofthesetupshouldbeclearandspecific.Specifytable,stageanddancefloor,sizeandcoloroflines.Ifpiano
orotherlargeequipmentisneeded,specifylocation.ItshouldbestandardpracticetoattachdiagramstotheBEOforevery
function,regardlessofitssize.
, g
7. UnderfoodorMenusection,
Menuitemsshouldbelistedintheordertheyareserved.Informationdescriptionofeachitemsishighly
recommendedsothatthecustomwillknowexactlywhatwillbeserved,andthefoodproductionstaffwillknow
exactlywhattheguestexpectstobeserved.
Indicatetheapproximatedentreservingtimeoranagreeupontimelinewhichhasbeendiscussedwiththe
Indicate the approximated entre serving time or an agree upon timeline which has been discussed with the
customer.
8. UnderBeverageService,specifythetypeofservice(e.g.,hosted,open,cash,selfserve,butler).
Hosted/openorCashBar:listthenumberofbarsrequired,numberofcashiersandbartendersneeded.
ButlerService:indicatethenumberofbutlersaccordingtostaffingstandards.
Indicatethetypeofbeveragewhichshouldbeavailable.
Indicateanyspecialrequestsfromguests.
9. Besuretolistallequipmentorothertypesofitems (suchasflowers,lines,chaircovers,etc.)whichthefacilityistoorder.
BespecificoneachitemandensurethatthecorrectpriceislistedonBEO
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i.e.,,
10. Anyspecialservicesrequiredofthefacilitysotherdepartmentsshouldbedetailed,alongwithspecificcharges
electricalpower,telephone,audiovisual,shippingandreceiving.
11. Allpackageorinclusivepricingshouldindicateaninternalbreakdownofchargesforaccountingpurposes.

MarketSegments

DetailedmarketsegmentsareidentifiedinindividualGarrisonMarketingPlans.
Segmentationistheprocessofdividingbasicdemographicsintospecificgroups(orsegments)
thatarelikelytoneedspecificproducts,programs,andservices.
Onceanentirepopulationisbrokenintomarketsegments,aparticularbusinessmost
promisingsegmentsareknownastargetmarkets.
EventMastercanbesetuptoautomaticallyissueaCustomerCodebyenablingthe
Maintenance/SiteInformation/DefaultsButton/OtherOptionstab/AutoGenerateCustomer
CodeCheckBox.
Thiscodeidentifiesthecustomerandisusedfortrackingthecustomer
This code identifies the customer and is used for tracking the customerssbookings.
bookings
SampleCustomertypeandSalestypearebelow:
SalesType
CustomerType:
A=ActiveArmy
B=Business
C = Civilian
C=Civilian
C = Command
C=Command
D=DoDCivilian
E=Ethnic Based
F=MilitaryFamily
F=Fraternal Based
G=Reserve/Guard
M=OtherMilitary
M=ActiveOther
i Oh
O Oh
O=Other
R=Retirees
P=Private
R=Religion Based
S=Sports Based
W=Wedding
X=Offpremise
Y=Youth Based

DistributionofBEOs
1. ToWhom

Thespecificdistributionshouldbeestablishedbyeachclub,basedontheirsize,organization,etc.It
isimportantthatallcateringsalesmanagersreceiveacopyofeachBEOtoincludeintheir30day
file.Thishelpsimmenselyincoordinatingshorttimemenuplanning.

2. ResponsibilityforReading
AllrecipientsoftheBEOsshouldreviewthemimmediatelyuponreceiving,toidentify
unusual and special arrangements well in advance of the function. Any questions about
unusualandspecialarrangementswellinadvanceofthefunction.Anyquestionsabout
understandingtheBEOshouldbedirectedtoitsauthorassoonaspossible.
3. TheBoard
TheBoardshouldbelocatedinornearthebanquetcaptainsoffice.Thereshouldbe
sevenclipboards(oneforeachday)uponwhichallBEOs,conventionprogramsand
guaranteeslipsareposted.
Aschangesoccur,theyshouldbenotedonthesecopiesbythepersonmakingthe
change,including,his/herinitials,thetimeanddate.

AsampleBanquetEventOrderisincludedonthefollowingpage.

BANQUETEVENTORDER
DATE:___________________________
POSTING:_______________________
CONTACT:_______________________
FUNCTION:______________________
ADDRESS:_______________________
LOCATION:______________________
PHONE:_________________________
EXPECTED ATTENDANCE
EXPECTEDATTENDANCE:______________
MENUREQUIREMENTS
$______perguest

+BARREQUIREMENTS
$______perguest

WINES_________________________________
$______perguest
______________________________________________________________________
SETUPANDARRANGEMENTS

$______costs
______________________________________________________________________
TOTALAMOUNTDUE:_____________
FINALPAYMENTDUE:__________________
DEPOSITREQUIRED:_____________DATERECEIVED:______________________
DATEDEPOSITRECEIVED:________RECEIVEDBY:________________________
PHONE:_________________________FAX:_________________________________

Banquet/EventChangeOrder
1 Changeinformationiscategorizedintwoways:
1.
Change information is categori ed in t o a s
Changestorevenue theseincludepriceincreases,guaranteerevisions,additionalitemsaddedto
menu,extrahoursofopenbar,etc.
SetUp/LogisticalChanges meetingroomsetup,timechange,cancelonebreakoutroom,etc.

2. Changesinanydetailofaneventmayoccuratanytimethroughoutthesalescycle.
Allchangesshouldbeexpeditedquickly.
Whenchangesoccur,awrittenchangeorderMUSTBECOMPLETEDANDDISTRIBUTED.
Thisformproperlyidentifiesthechangeanddocumentscommunicationtoalldepartmentsaffected
byit.
Distribution:Manager,Chef,Staff,Clientfile,etc.
Iftherearemultiplechanges,eachnewchangeformshouldbeattachedontopofthepriorone.It
ismoreeasilyidentifiedifitisonadifferentcolorpaperthantheBanquetEventOrder.

3. UsetheBanquet/EventChangetonotifyallpersonnelofguaranteenumbersasquicklyas
theyarereceived.
4.

LastMinuteChanges:
AlllastminutechangesshouldbenotedonthecopiesoftheBEOitselfbythepersonmakingthe
change These changes should be initialed timed and dated
change.Thesechangesshouldbeinitialed,timedanddated.

AsampleofaBanquet/EventChangeOrderisshownonthefollowingpage.

ATTENTION
BANQUET/EVENTCHANGE
FunctionTitle_______________________________________________Date_________
RoomScheduled_________________________________________________
Directions
__________________________________________________________________
____________________________________________________________________
____________________________________________________________________
_________________________________________________________________
____________________________________________________________________
AuthorizedBy___________________________________________________

BEO Meeting
BEOMeeting
DailyBEOMeeting

EachdaytheCateringManagerconductsameetinginhis/herofficeoranotherconvenientlocationtogo
overallofthedetailsofeachBEO.Themeetingisattendedbythecaptain,banquetchef,cateringservice
manager,andaudiovisualrepresentative.

Asanexample:
OnMonday,eventsforMondayeveningandforTuesdaydayfunctionswouldbediscussed.
ThisprocedurewouldfollowforTuesday,WednesdayandThursday.
Thi
d
ld f ll f T d W d d
d Th d
OnFriday,weekendbusinessforSaturdayandSundaywouldbediscussed,andforMonday
functions.
Th
Themeetingshouldbeshort,butneededtocoverfollowinginformation:
ti
h ld b h t b t
d dt
f ll i i f
ti
Guarantee/Sets
Changes
Time/Locations
SpecialNotes

WeeklyBEOMeeting

Purpose

Wh
Whoneedtoattend:
d t tt d

ThepurposeoftheBEOmeetingistodiscusstheinformationcontainedintheBEOsinorderto
properlyplanforasuccessfulevent.TheinformationinaBEOleadstoactionwithinnumerous
departmentsthatultimatelyeffectstheprofitabilityofthefacility.Fromorderingfoodandbeverage
items,toschedulingstafftosetupandservetheevent.

Themeetingtimeshouldbesetasaregularweeklymeeting.
Thenext10daysofBEOsshouldbereviewed.
Attendance,ataminimumincludes,theChef,BanquetManager,Setupstaff,Warehousestaff,and
DirectorofCatering.

Changes:

Ourcustomersalwayshave,andalwayswill,makechangestotheirevents.Ourgoalofgetting
informationinadvanceoftheevent,causesustohavetomanagermanychangesthatoccursbefore
theeventbegins.Howwemanagechangeinformationisthekeytoanaccuratebanquetcheck,
andultimatelyaprofitableBanquetandCateringDepartment.
Changeinformationshouldbetreateddifferentlybasedonwhenitisreceivedcomparedtowhen
the event occurs The following chart illustrates the appropriate resources to communicate change
theeventoccurs.Thefollowingchartillustratestheappropriateresourcestocommunicatechange,
basedonthispriority.

ADDON

Afunctionisbookedwithintendaysofthefunctiondateandisenteredintothesystemlate.
Itrequirestoppriority.
p
p
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y
Thesalespersonshouldattempttoselltheaddonclientamenualreadybeingservedatthefacilityon
thatday.
Thesalespersonmustnotifythebanquetcaptainatthefacilityassoonasspaceisbookedfortheevent.
TheDailyEventScheduleforthatdaymustreflecttheaddon.
Becauseaddonsarenotalwayspossible,anyunbookedmeetingspacewhichmayhavebeengiven
awayasfreespaceafterthedistributionoftheweeklycontractsmustbeblockedandthecatering
officenotified.
Ifthisgrantingofspaceisnotcommunicated,andanaddonoccurs,adoublebookingmayresult.

GUARANTEES

Aneffectiveguaranteesystemmustbeusedinordertocontrollaborhours,foodcost,andwaste.Tobe
effective,thesystemmustbeenforceable.
IntheCateringPoliciesStatement,theinhousepolicyforGuaranteesmustbestated.
y
y p
g
Thewayeachfacilityoperatesdetermineshowguaranteenumbersarecollectedanddisseminated.
Eachsalesmanagermaycollecttheirownnumbersbycontractingtheclient48hoursout.
OR
Thesecretarymaycall.
It is the clientssresponsibilitytosupplytheguarantees,eachsalespersonshouldtaketheresponsibilityfor
Itistheclient
responsibility to supply the guarantees each sales person should take the responsibility for
obtainingguaranteenumbers.
Iftherearechangeswithin48hoursoftheevent,thesalespersonmustcheckwiththeCateringManager,
Chef,andBanquetCaptainbeforecommunicatingthatitisokaytotheclient.
Not all F&B events require a guarantee. All events with a standard menu require a guarantee. Events that
NotallF&Beventsrequireaguarantee.Alleventswithastandardmenurequireaguarantee.Eventsthat
arebasedonfixedQuantitiesarenottiedtoaguarantee.
Examplesare:200Shrimp/3dozencookies/2bottleofhourswhitewineateachtableetc.

Thepriceperpersonwillbebasedontheguarantee
numberortheactualnumberofpeopleserved,whichever
ishigher.

OtherRevenue

ThereissignificantrevenueassociatedwiththecategoryofOtherrevenue.TheBEO
SpecialInstructionsandArrangementsisdesignatedtoincludesuchinformation.

IntheEventMaster,youcanaddOutsideServicesandVendorinformationwithinEvent
InformationandMaintenancefield.

OutsideServices
Outside
Services
OutsideServicesareservices,tasks,orfunctionsthatareneededforyoureventandrequire
youtohireanoutsideprovider.Forexample,limousineservice,band,bagpipes,photographer,
fireworks,andvaletparkingattendants.
,
/
WithintheEventInformationscreen,selecttheEventDetails/OutsideServicemenu

Vendors
UsetheVendorMaintenancetoadd,update,orremovevendors.Vendorsarelistsofbusiness
y
thatrentorsellyoumaterialsandservices.
Toeasilyviewyourvendorinformation,clickthe<PRINT>buttonwithintheVendor
Maintenancescreen.TheVendorListingreportdisplays.
WithintheMaintenancescreen,selecttheVendors menuoption.

OtherRevenue

Cont

Thefollowinglistincludesthetypesofotherrevenuesthatshouldappearinthissectionof
theBEO.

Department

RevenueType

HowtoCommunicate

IT (IM)

PhonesandPhoneLines
Phones and Phone Lines
HighSpeedInternet

LaborFees

Rental Items

Piano,Tables/Chairs,China,
i
bl / h i
hi
Linen/Napkins
Transportation,LiftTrucksetc.

Sundry Items

Flowers, Centerpieces,Props,
Cakesetc.

ThirdPartyVendors

General LaborFees
BuffetMinimums
Bartender Fee
BartenderFee
CashiersFee
PreSetFee
CarverFee
IceSculptures
SetupChangeFee
CoatCheck
CorkageFees

Telephoneorder
Telephone order
Requestviaemail.

To beincludedontheBEO,intheSpecial
InstructionsandArrangementssection.

ThirdPartyVendors
hi d
d

ClientPreFunctionReview

Thesalespersonshouldcheckwiththeclientandconductadetailedprefunctionreview,goingoverall
thedetailsofthefunction,discussingeventheminorpointsandhavingthecustomersignoffoneach
decisionmade.
If changes are made, a Change Order Form should be completed and distributed appropriately.
Ifchangesaremade,aChangeOrderFormshouldbecompletedanddistributedappropriately.

Monitoring The Function

MonitoringTheFunction

Normally,theSalespersonwhoworkswiththeclientduringthesalescyclewillmonitorthefunction.If
thisisnotpossible,theCateringManagermustbenotifiedandsomeoneelseassignedtobepresent.
Failuretohaveasalesrepresentativemonitoringthefunctionsignalsthecustomerthatyourorganization
ismuchmoreinterestedinsellingtheeventthatmakingcertainitsucceeds.
Lackofmonitoringweakenstheevaluationandfollowupactivities.

Itisalwaysimportanttoseeaneventfromtheinitialbookingtothefinalproduct.

SalesOfficeFunctionFollowUP
1. PostFunctionReport

ThePostFunctionReportispreparedbytheBanquetCaptainondutyafterthebanquetcheckis
p
p p
y
q
p
y
q
completed.

Theformrequestsinformationwhichwillbeveryusefulincreatingarecordforthemasteraccount
file;madeupofobjectivedataandsubjectiveimpressionsofthefunction

ThecommentsintheNOTES sectionshouldbecandidandprovideinformationwhichwillimprove
banquetorothercateringfunction.

Banquet
Captain

Chef

Banquet
Staff

AcopyofthePostFunctionReportisshownasfollowingpage.

PostFunctionReport
Organization____________________________________________Date____________________________
O
i i
D
TypeofFunction_________________________________Room___________________________________
GuaranteedNumber_____________________________ActualNumber____________________________
ScheduledStartofMeal__________________________ActualStartofMeal_________________________
BanquetCaptain/Manager______________________ActualEndMealTime_______________________
FoodServer________________________________________________________________________________
Bartender_________________________________________________________________________________
NOTES
RoomSetUp_______________________________________________________________________________
Food______________________________________________________________________________________
Beverage__________________________________________________________________________________
Other_____________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

CC: Catering,FacilityManager,KitchenPreparedBy:
CC:
Catering Facility Manager Kitchen
Prepared By :
___________________________________

2.ChecklistforSuccessfulEvents
BeforetheEvent
Allrequirementofclientobtained(useprofessionalsalesprocess,clearlanguage,completesaleskit.)
Plansinplacetograciouslyhostmeetingplannerswhensiteinspectionsaredone.
Eventspaceassignedinfunctionbook(onepersonauthorizedtomakeentries;spaceassignedappropriate
togroupsize).
Detailsconfirmedwithclientthroughbookingarrangement.
Writtencommunicationsofdetailsdirectedtokeystaffmembersusingfunctionssheets,changenotices,
weekly,anddailylistingoffunctions.
Entriesmadeondailyscheduleoffurnishingsandequipmentusage.
Staffmeetingconductedwithkeypersonnel.
Proceduresinplacetohandlepreshippedmaterials,messages,duplicatingrequests.
Adequateschedulingofstafftoservicemeeting.
ClientconsultedpriortomeetingtoensureallarrangementsareOK.

DayofEvent
Systeminplaceforcommunicatingtoservicestaffthescheduleoftaskstobeperformed.
System in place for communicating to service staff the schedule of tasks to be performed.
Salespersonorcoordinatorscheduledtogreetclientsrepresentativeonarrival,togiveinformation
packet,toshowmeetingroom,andtoconductbrieforientationofproperty.
Salespersonorcoordinatorscheduledtocheckonclientsrepresentativeduringtheday.

Cont

2.ChecklistforSuccessfulEvents
AftertheEvent
Clientsrepresentativeprovidedwithwrittencritiqueform.
Completedcritiqueretrieved;usedtoimproveservicesandtofollowupwithphonecalltoclient.
Clientthankedinwriting.
OnGoing
Trainingtodevelopaskilled,serviceorientedstaff.
Staffmembersthatmakeeventssuccessfulthankedorrewarded.
Conditionsoffurnishing,risers,skirting,tablecloths,andtablewarechecked.
Variedandenticingfoodandbeverageofferingsdeveloped.
o ces a d p ocedu es o p o d g e e s e / se ces
PolicesandproceduresforprovidingextensiveA/Vservices.
Physicalfeaturesrefurbishedtoaddressclient'sneeds.