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Private event templates & checklists
The documents behind a smooth private event, free to copy, print, or adapt. Use the checklists below to make sure your proposal and contract cover what usually causes disputes - before the night, not after.
Banquet Event Order (BEO) template
Every field your team looks for on event day, marked required or optional, with a filled-out example.
Private event inquiry form template
The fields to ask for on your inquiry form, an example submission, and what to do in the first hour.
Sample proposal & contract
A fictional proposal and signed contract, so you can see the whole document set side by side.
Private event proposal checklist
A proposal should let the host say yes without a follow-up call. If any of these are missing, expect a back-and-forth email.
Event basics
- Host name, phone, and email
- Event type and occasion
- Date, arrival time, and end time (and setup/teardown windows if they matter)
- Room or area being booked, and whether it's a full buyout
- Expected guest count - and the date by which the final count is due
Pricing
- Room fee or buyout fee, if you charge one
- Food and beverage minimum, and whether it's before or after tax and service charge
- What counts toward the minimum (food and drink only? cake or corkage fees?)
- Service charge or auto-gratuity percentage
- Sales tax treatment
- Estimated total, labeled as an estimate
Commitment
- Deposit amount and when it's due
- When the remaining balance is due and how it's paid
- How long the proposal is valid before the date is released
- A clear next step: accept, then sign the contract, then pay the deposit
Private event contract checklist
Use this to review your own contract terms. It's a checklist of topics, not legal language - have an attorney draft or review the actual wording for your state.
Parties and event
- Legal business name of the venue and the host's full name
- Event date, times, room or area, and expected guest count
- Reference to the accepted proposal (or the pricing restated)
Money
- Deposit amount, and that it's applied to the final bill
- Food and beverage minimum and how a shortfall is charged
- Service charge, gratuity, and tax terms
- Balance due date and accepted payment methods
- Who pays for damage, extra cleaning, or overtime past the end time
Changes and cancellation
- Final guest count deadline, and whether the minimum changes if the count drops
- Cancellation schedule: what's refundable, and until when
- Rescheduling: whether the deposit transfers, and for how long
- What happens if the venue has to cancel (closure, emergency, weather)
House rules
- Outside food, cake, and alcohol policy (and any corkage or cake-cutting fee)
- Decor restrictions (confetti, candles, adhesives) and vendor access times
- Responsible alcohol service: ID checks and the right to refuse service
- Music and noise limits, and the hard end time
Signature
- Signer's printed name, signature, and date
- A line confirming the signer has authority to book for their group or company
Run the numbers too
Work out a minimum or a deposit with the free calculators, or see how VenueSprocket turns these documents into one workflow your customer completes on their phone.