# Banquet Event Order: [Event name]

> A banquet event order (BEO) for one function at a hotel, venue or
> caterer: the single sheet that tells every department what to deliver,
> when and where. It covers the client and contacts, guarantee numbers,
> timeline, menu and dietary needs, room set-up, audio-visual (AV),
> staffing and billing. Based on common hotel and catering event
> practice. Replace every `[bracketed]` value and every row marked
> *Example*. Commercial terms come from the signed contract; this is not
> legal or financial advice.

<!--
Guidance: How to use this template
- Issue one BEO per function (a three-day conference has one BEO per
  meal and per meeting room). Distribute it to kitchen, banqueting,
  AV, front office, housekeeping, security and accounts at the weekly
  BEO meeting, and have the client sign it.
- The contract sets prices, cancellation and attrition. The BEO
  records how the event will run; when they disagree, raise it before
  the event, not at the bill.
- Common pitfall: a late change by phone that reaches the kitchen but
  not banqueting. Every change gets a new revision number and is
  redistributed (section 9).
- Allergen and dietary meals come from the allergen matrix
  (`hospitality/allergen-matrix`). The client's own planning sits in
  `personal/event-plan`.
-->

## Document control

<!-- Guidance: The BEO number links the order to the contract, the room diary and the bill. Keep the revision number visible on every printed copy. -->

| Field | Value |
|---|---|
| BEO number | [BEO-YYYY-NNNN] (*Example:* BEO-2026-0318) |
| Revision | [0] |
| Contract or booking reference | [Reference] |
| Event date | YYYY-MM-DD |
| Venue and room | [*Example:* Corvelle Quay Hotel (fictional), Harbour Ballroom] |
| Event manager | [@events-manager] |
| Issued | YYYY-MM-DD |
| Client signature and date | [Signature] YYYY-MM-DD |

## 1. Client and contacts

<!-- Guidance: Name one on-site decision maker who can approve changes and extra charges on the day. -->

| Role | Name | Phone | Email |
|---|---|---|---|
| Client organisation *(Example)* | Quillmere Consulting (fictional) | | |
| Booker | [Name] | [Phone] | [Email] |
| On-site decision maker | [Name] | [Phone] | [Email] |
| Venue event manager | [Name] | [Phone] | [Email] |
| Duty manager on the day | [Name] | [Phone] | n/a |

## 2. Event summary and guarantee

<!-- Guidance: The guarantee is the number the client pays for even if fewer attend. Write the deadline and the over-set policy so the kitchen knows how many covers to prepare. -->

| Item | Detail |
|---|---|
| Event type | [*Example:* Annual awards dinner] |
| Expected attendance | [*Example:* 120 to 122] |
| Guaranteed number | [*Example:* 120, final guarantee due 72 hours before the event] |
| Set for | [*Example:* 124 (guarantee plus 3% over-set, rounded up)] |
| Room access | [*Example:* Client from 16:00, guests from 18:30] |
| Dress code, theme | [Detail] |
| Post on signage and screens as | [Exact event name as the client wants it shown] |

## 3. Timeline

<!-- Guidance: One line per activity with an owner department. Include set-up and strike, not only the guest-facing times. -->

| Time | Activity | Department |
|---|---|---|
| 14:00 *(Example)* | Room set, linen, staging | Banqueting |
| 15:30 *(Example)* | AV install and sound check | AV |
| 16:00 *(Example)* | Client access, décor | Events |
| 18:30 *(Example)* | Drinks reception, foyer | Banqueting, bar |
| 19:30 *(Example)* | Guests seated, welcome speech | Events |
| 19:45 *(Example)* | Starter served | Kitchen, banqueting |
| 20:30 *(Example)* | Main course served | Kitchen, banqueting |
| 21:15 *(Example)* | Awards, 30 minutes, service paused | Events, AV |
| 21:45 *(Example)* | Dessert and coffee | Kitchen, banqueting |
| 22:30 *(Example)* | Bar package ends, cash bar opens | Bar |
| 23:30 *(Example)* | Event ends, strike | Banqueting, AV |
| [HH:MM] | [Activity] | [Department] |

## 4. Menu and beverages

<!-- Guidance: Name each dish as on the menu and give its allergens from the matrix. Pre-ordered special meals need a guest name and a table number so the server can deliver them without asking aloud. -->

| Course | Dish | Allergens (from matrix) | Covers |
|---|---|---|---|
| Starter *(Example)* | [Dish] | [List] | 124 |
| Main *(Example)* | [Dish] | [List] | 112 |
| Main, vegetarian *(Example)* | [Dish] | [List] | 10 |
| Main, gluten-free *(Example)* | [Dish] | [List] | 2 |
| Dessert *(Example)* | [Dish] | [List] | 124 |

Special meals: [*Example:* table 4, guest name, nut allergy; table 9,
guest name, coeliac]. Each plated in the kitchen and named on the
ticket.

Beverages: [*Example:* 4-hour package 18:30 to 22:30: house wine,
beer, soft drinks; then cash bar]. Responsible service of alcohol
applies; staff may refuse service.

## 5. Room set-up

<!-- Guidance: Attach the floor plan. Check that the layout keeps fire exits, aisles and accessible routes clear and stays within the room's licensed capacity. -->

| Item | Detail |
|---|---|
| Layout | [*Example:* 12 rounds of 10, plus 1 round of 4 for the set-for over-set; head table none] |
| Linen and colours | [Detail] |
| Stage and lectern | [*Example:* Stage 6 m x 3 m, lectern with microphone, steps with handrail] |
| Registration desk | [*Example:* 1 x 1.8 m table in foyer, 2 chairs] |
| Accessibility | [*Example:* Wheelchair space at tables 3 and 7, step-free route from lift] |
| Floor plan reference | [Attachment] |

## 6. Audio-visual

<!-- Guidance: List equipment, the operator and who provides it. Client-supplied equipment needs a safety check and a contact. -->

| Item | Qty | Supplier | Operator |
|---|---|---|---|
| Projector and screen *(Example)* | 2 | In-house | AV technician 15:30 to 23:30 |
| Wireless microphone *(Example)* | 2 | In-house | AV technician |
| Laptop with slides *(Example)* | 1 | Client | Client contact |
| [Item] | [Qty] | [Supplier] | [Operator] |

## 7. Staffing and other departments

<!-- Guidance: Ratios depend on service style; record what you planned so the debrief can compare. -->

- Banqueting: [*Example:* 1 captain, 12 servers (about 1 per 10
  guests for plated service), 2 bartenders].
- Kitchen: [chef in charge, pass, plating team].
- Front office: [room block, VIP arrivals, late check-out].
- Security: [door, cloakroom, ends of evening, taxi rank].
- Housekeeping: [toilets checks every [30] minutes].

## 8. Billing

<!-- Guidance: Use the contract prices. Show the basis of each line so accounts can bill without asking. Service charge and tax rules differ by country and state; the example rates are illustrative only. -->

| Line | Basis | *Example* amount |
|---|---|---|
| Dinner, 3 courses | 120 guaranteed x 68.00 | 8,160.00 |
| Beverage package, 4 hours | 120 x 32.00 | 3,840.00 |
| Food and beverage subtotal | | 12,000.00 |
| Room hire | Flat | 1,500.00 |
| AV package | Flat | 450.00 |
| Subtotal before charges | | 13,950.00 |
| Service charge | 20% on food and beverage (*Example* rate) | 2,400.00 |
| Sales tax | 10% on subtotal plus service charge (*Example* rate) | 1,635.00 |
| **Total** | | **17,985.00** |
| Deposit received | YYYY-MM-DD | 5,000.00 |
| **Balance due** | | **12,985.00** |

Extras on the day (cash bar, extra covers above the guarantee) are
billed at contract prices and signed for by the on-site decision maker.
Method of payment: [master account / card on file / invoice, terms].

## 9. Changes and sign-off

<!-- Guidance: Every change after issue gets a revision line and a new distribution. Departments sign that they have the current revision. -->

| Rev | Date | Change | Requested by | Distributed to |
|---|---|---|---|---|
| 1 *(Example)* | 2026-11-10 | Gluten-free mains from 1 to 2 | Booker | Kitchen, banqueting |
| [N] | YYYY-MM-DD | [Change] | [Name] | [Departments] |

Debrief after the event: [what went well, issues, actual attendance
versus guarantee, extras billed, client feedback].

## Standard and licence note

Based on common hotel and catering banquet event order practice. All
text, the fictional client, venue and example figures are original.
Template licence: MIT.