Free template
Banquet Event Order (BEO) Template
A BEO doesn't need to be complicated to be useful - it needs to have every field your staff will actually look for on event day. Copy the fields below into a document, spreadsheet, or your own template, fill them in per event, and hand it to whoever is running the room. New to BEOs? Start with What Is a BEO?
The template
Fields marked Required should be filled in for every event, no exceptions - staff will look for these first. Fields marked Optional apply when relevant to the specific event.
Event basics
- RequiredEvent name
- RequiredEvent date
- RequiredVenue open / setup start time
- RequiredGuest arrival time
- RequiredEvent end / teardown complete time
- RequiredRoom or space assigned
- RequiredGuest count (confirmed)
- OptionalGuest count (guaranteed minimum, if applicable)
Contact information
- RequiredClient / host name
- RequiredClient phone number
- RequiredClient email
- OptionalOn-site day-of contact (if different from client)
- RequiredInternal event manager / coordinator
Food & beverage
- RequiredMenu / package selected
- RequiredBeverage package or bar setup (open bar, cash bar, drink tickets, beer/wine only)
- OptionalFood and beverage minimum (if applicable)
- RequiredAllergies / dietary restrictionsMark 'none reported' rather than leaving blank
- OptionalCake / dessert service details
- OptionalCourse timing (when each course should be served)
Room setup & AV
- RequiredTable layout (rounds, banquet-style, cocktail rounds, etc.)
- OptionalSeating chart or assigned seating notes
- OptionalAV equipment needed (mic, speaker, projector, screen)
- OptionalDecor restrictions (candles, confetti, adhesives on walls)
- OptionalVendor access (DJ, photographer, florist) - arrival time and load-in notes
Staffing
- RequiredServers / bartenders assigned to this event
- RequiredManager on duty
- OptionalKitchen lead for this event
Payment status & internal notes
- RequiredDeposit paid (amount, date)
- RequiredBalance due and due date
- OptionalInternal notes (VIP flags, past issues, manager reminders)Staff-only - never shown to the customer
Example: filled-out BEO
Here's what a completed BEO looks like for a taproom birthday buyout, using the template above:
Pre-event checklist
Run through this before finalizing and distributing the BEO:
- ✓Guest count reconfirmed with the client within the last week
- ✓Menu and bar package match what's in the signed contract - no last-minute changes missed
- ✓Allergies and dietary restrictions confirmed with the kitchen directly, not just noted on paper
- ✓Room setup matches what the client walked through or approved
- ✓AV/equipment tested if the event depends on it (mic, speaker, screen)
- ✓Staffing assigned and confirmed - not just scheduled, but told what this specific event needs
- ✓Deposit and balance-due amounts match your records exactly
- ✓BEO distributed to every team involved (kitchen, bar, floor, management) - not just the manager
Skip the manual template
VenueSprocket's BEO builder generates a BEO like the one above automatically from the event details you've already entered - food, beverage, staffing, AV, and timeline sections included, with PDF export and a mobile view your staff can pull up on event day.
See BEO software →