POLICY
Banquet Event Orders (BEO) are as detailed as possible and written in a logical, standardised sequence and are distributed to the Operational teams in a timely manner.
Food and Beverage (F&B) employees working in Conference and Event Operations (C&E Ops) understand how to read and interpret a BEO and then act accordingly.
PROCEDURE
• A BEO is a document generated by the Sales/Event team to communicate the clients’ event requirements with hotel operations.
• Once details are received from the guest, a BEO is prepared by the Sales/Event team and a PDF version of the BEO is sent to the client for approval.
• The client approved BEO it is then approved by the Sales/Event Manager or Food & Beverage Manager (subject to who is responsible for this task).
• The BEO is then distributed by the Sales/Event team one week prior to the event (or a minimum of 72 hrs prior for short lead bookings) with complete information.
• • Departments to receive the BEO include but are not limited to –
• C&E Ops
• Kitchen
• Stewarding
• Audio Visual (internal or external)
• IT Solutions
• Finance
• Security
• Engineering
• Housekeeping
• Front Office
• Any additional departments who are responsible for any component of the event are also to be included in the distribution list.
• If an event is confirmed within 72 hrs from the actual event date, it is termed a ‘Pop-Up event’. A BEO for such an event is to be released as soon as possible.
• F&B employees working in C&E Ops are to follow all instructions and requests documented in the BEO.
• Any changes to the BEO once it has been distributed are to be clearly communicated by the Sales/Event team via an amendment form to all relevant parties.
• A BEO is to be completed for every function and will contain the following information ¬
ALL events
• Client details – name of organiser, name of host, company name, address, phone number, email
• Event – function room name, room and directional signage, package (if applicable), costs, guest numbers, name of event coordinator (from hotel)
• Timings – start and finish time of event, break times, host arrival time, guest arrival time, speeches.
• Table layout -describes table and seating configurations.
• Staging -staging, catwalks or platforms as required.
• Audio-Visual (AV) Requirements –including complimentary equipment inclusions in the package and any additional requirements.
Food and Beverage Requirements
• Timings -indicate time at which food service should commence. If Western Set, it may stipulate entree, main, dessert timings and matched wines etc.
• Any special dietary requirements including allergies and religious restrictions.
Special Requirements
• Indicates any special requirement to departments associated with the success of the event. Examples include; cloakrooms set-up, valet parking, special service sequences, VIPs, group accommodation details.
• Any additional comments or information that the Sales/Event team feel important and will contribute to the success of the event. Examples include: if a corporate event; the industry the client is in, client history at hotel (e.g. annual event) etc.
Billing Instructions – Subject to the hotel policy, some of these details will be listed on the BEO, others may be recorded in the PMS system
• Bill Breakdown -details each of the items, line by line, for which the client needs to pay.
• Credit Terms – shows agreed payment terms. Examples include, ‘payment at the end of function’, ‘invoice to company’, ‘charge host’s room’.
• Signing the Bill – indicates the person authorised to sign the bill and accept and approve charges for the event.
• Paying the Bill – indicates to whom the bill/invoice should be sent to
• PM account – indicates the account that the charges are to be posted to.
Special Events (dinners/luncheons/cocktail receptions etc)
In addition to items listed above, also consider –
• Linen -specify colour of table and buffet linen, overlays, skirting or napkin fold style.
• Entertainment -indicates whether entertainment is recorded music or live. If live, a brief description of the band style, musician requirements, set up time and timings of music. May also include other forms of entertainment, e.g. dancers, magicians, artists etc.
• Theme -generally describes the theme selected by the client.
• Decoration -flowers, table centrepieces etc.
• Special Table Requirements – VIP tables and head table requirements.
Beverage Requirements
• Timings -indicate time at which beverage service should commence and finish. Indicate any specific timing details for a function (e.g. ‘cocktails for two hours’, ‘white wine with main course’, ‘champagne with dessert’ etc.).
• Beverage Items – list all beverage requirements, including special requests.
Banquet Event Orders (BEO) are as detailed as possible and written in a logical, standardised sequence and are distributed to the Operational teams in a timely manner.
Food and Beverage (F&B) employees working in Conference and Event Operations (C&E Ops) understand how to read and interpret a BEO and then act accordingly.
PROCEDURE
• A BEO is a document generated by the Sales/Event team to communicate the clients’ event requirements with hotel operations.
• Once details are received from the guest, a BEO is prepared by the Sales/Event team and a PDF version of the BEO is sent to the client for approval.
• The client approved BEO it is then approved by the Sales/Event Manager or Food & Beverage Manager (subject to who is responsible for this task).
• The BEO is then distributed by the Sales/Event team one week prior to the event (or a minimum of 72 hrs prior for short lead bookings) with complete information.
• • Departments to receive the BEO include but are not limited to –
• C&E Ops
• Kitchen
• Stewarding
• Audio Visual (internal or external)
• IT Solutions
• Finance
• Security
• Engineering
• Housekeeping
• Front Office
• Any additional departments who are responsible for any component of the event are also to be included in the distribution list.
• If an event is confirmed within 72 hrs from the actual event date, it is termed a ‘Pop-Up event’. A BEO for such an event is to be released as soon as possible.
• F&B employees working in C&E Ops are to follow all instructions and requests documented in the BEO.
• Any changes to the BEO once it has been distributed are to be clearly communicated by the Sales/Event team via an amendment form to all relevant parties.
• A BEO is to be completed for every function and will contain the following information ¬
ALL events
• Client details – name of organiser, name of host, company name, address, phone number, email
• Event – function room name, room and directional signage, package (if applicable), costs, guest numbers, name of event coordinator (from hotel)
• Timings – start and finish time of event, break times, host arrival time, guest arrival time, speeches.
• Table layout -describes table and seating configurations.
• Staging -staging, catwalks or platforms as required.
• Audio-Visual (AV) Requirements –including complimentary equipment inclusions in the package and any additional requirements.
Food and Beverage Requirements
• Timings -indicate time at which food service should commence. If Western Set, it may stipulate entree, main, dessert timings and matched wines etc.
• Any special dietary requirements including allergies and religious restrictions.
Special Requirements
• Indicates any special requirement to departments associated with the success of the event. Examples include; cloakrooms set-up, valet parking, special service sequences, VIPs, group accommodation details.
• Any additional comments or information that the Sales/Event team feel important and will contribute to the success of the event. Examples include: if a corporate event; the industry the client is in, client history at hotel (e.g. annual event) etc.
Billing Instructions – Subject to the hotel policy, some of these details will be listed on the BEO, others may be recorded in the PMS system
• Bill Breakdown -details each of the items, line by line, for which the client needs to pay.
• Credit Terms – shows agreed payment terms. Examples include, ‘payment at the end of function’, ‘invoice to company’, ‘charge host’s room’.
• Signing the Bill – indicates the person authorised to sign the bill and accept and approve charges for the event.
• Paying the Bill – indicates to whom the bill/invoice should be sent to
• PM account – indicates the account that the charges are to be posted to.
In addition to items listed above, also consider –
• Linen -specify colour of table and buffet linen, overlays, skirting or napkin fold style.
• Entertainment -indicates whether entertainment is recorded music or live. If live, a brief description of the band style, musician requirements, set up time and timings of music. May also include other forms of entertainment, e.g. dancers, magicians, artists etc.
• Theme -generally describes the theme selected by the client.
• Decoration -flowers, table centrepieces etc.
• Special Table Requirements – VIP tables and head table requirements.
Beverage Requirements
• Timings -indicate time at which beverage service should commence and finish. Indicate any specific timing details for a function (e.g. ‘cocktails for two hours’, ‘white wine with main course’, ‘champagne with dessert’ etc.).
• Beverage Items – list all beverage requirements, including special requests.
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