Planning Primer: Breaking Down a BEO

This article is one of several available without a free subscription online. For ALL articles from the current issue, please sign up for a FREE digital subscription.

Just as a blueprint is key to building a house, your BEO, or banquet event order, lays out plans for your meeting or event in a concrete fashion. Understanding the BEO will give you a head start on this important foundation.

Meet a BEO
You start a BEO by filling in the basics: the date and time of the event, location, number of guests, names of sales and catering coordinators and financial information (billing, deposits required, method of payment).

The body of the BEO is usually organized into five specific areas: menu and beverage selection, room setup, audio-visual needs and any other special requirements. In addition, "With today's technology, all planners should request a diagram (showing placement of items in the room, direction, etc.) as part of their BEO," advises Traci Scruby-Moore, CMP, convention services manager at the Lansing Lexington Hotel.

Grasping Gratuity and Other Charges
"There should be no confusion about (taxes, service charges and gratuities) as they should be spelled out up front in the contract," says Tim Shelton, director of sales and marketing at the Doubletree Hotel Bay City-Riverfront. Discuss these charges with the facility prior to signing any sort of contract, he recommends, because they will vary from venue to venue. Some facilities impose a service charge on their audio-visual services; others may charge fees for last minute meal guarantee changes.

"One misunderstanding many planners have is that service charges may be taxed where gratuities are not," says Scruby-Moore. "The result could mean underestimating charges and exceeding projected expenses."

What It Is
Put it all together and what do you get? "Your BEO is the ‘go-to' document on the day of the event," says Shelton. "It's the one document the banquet and meeting services staff has to reference to know exactly what your expectations are."

What kinds of things won't be on a BEO? Special housekeeping requirements, parking, luggage assistance and/or storage, shuttle service and VIP amenity delivery are good (but not inclusive) examples. "If it is not spelled out on the BEO, it most likely will not happen," cautions Scruby-Moore.

Get Connected:

Doubletree Hotel Bay City-Riverfront // 989.891.6000

Lexington Lansing Hotel // 877.322.5544