Pre-Event Preparation and Setup
BEOs and ROSs
A Banquet Event Order (BEO) is a comprehensive document that (ideally) serves as a blueprint for planning, executing, and evaluating an event. It lists specifications, including details on vendors, setup, and staffing. A manager is responsible for creating and circulating the BEO to all relevant departments.
Aims
There are several aims of a BEO.
A BEO communicates the client’s vision to the culinary team, service professional team, and all other relevant individuals. It ensures alignment across all teams.
A BEO serves as a legally binding document for the client that documents services, costs, and deliverables. It ensures client expectations and resources match.
A BEO details information that ensures the proper setup of an event.
This often includes an equipment or rental list. A rental list is a document that provides the inventory of equipment and materials a given vendor supplies for an event. It lists items including furniture, linens, tableware, station equipment, and décor. It details those items with item descriptions, item quantities, vendor information, delivery details, condition notes, setup and/or usage requirements, and return instructions.
Key Components
There are several key components of a BEO. Each component is crucial to the effective execution of an event.
Event Overview
Client Information
May include: Client name, client contact details, special preferences, and/or VIP notes.Event Details
May include: Event name, date, start time, end time, venue name, venue location, anticipated guest count.
Schedule and Timeline / Run of Show (ROS)
The Run of Show (ROS) is a document that provides the chronology of an event (from setup to breakdown). It lists specifications on how an event will proceed, including transitions between service types and service areas. The ROS may be included in the BEO or may be an independent document.
Setup Time
May include: Staff and vendor setup time.Event Flow
May include: Event service types, service areas, and timing for each.Breakdown Time
May include: Staff and vendor breakdown time.
Menu and Service Details
Food and Beverage Offerings
May include: Menu, menu items, dietary restrictions and/or allergens, and service styles.Beverage Service Details
May include: Bar items and pouring sequences.
Setup and Layout
Seating Chart
May include: Table arrangements, guests per table, and head tables.Equipment
May include: Equipment inventory.Decor and Ambiance
May include: Lighting, decor, and themes.
Additional Services
Third-Party Vendors
May include: Vendors (e.g., AV equipment, entertainers).Special Requirements
May include: Additional offerings (e.g., coat check, valet parking).
Best Practices for Managing a BEO
There are best practices for managing a BEO.
1.Review Thoroughly
Review all of the details of the BEO. Give special attention to the key components of a BEO listed above.
Confirm
Confirm all of the details of the BEO with the client. Ensure the client is satisfied with every aspect of the BEO.
Review with BOH
Review the BEO with the BOH, including the culinary team. Discuss all matters relevant to coordination with the kitchen, including ordering times, course firing times (which is a way of signaling to the BOH that a course is ready to be prepared), food safety concerns and preferences, and communication channels.
Review with FOH
Review the BEO with the FOH, focusing on the service team. Discuss all matters relevant to coordination of service, including service standards, safety concerns, guest preferences, guest interactions, and any specific client requests.
Request Clarification
After reviewing the BEO with all relevant members, request additional clarity on any points of confusion. Communicate with the client or supporting team prior to the event.