What Is A BEO In Catering And How Will It Boost Business?

Great news! The outlook for the US catering industry is really strong. This market reached $72.67 billion in 2023 with projections to follow a 6.2% compound annual growth rate for the next eight years, the industry is poised for consistent growth. However, this growth comes with increased competition, which means that success in the catering world will depend not just on the quality of your food but also on your ability to provide exceptional organization, precision, and attention to detail. This is where Banquet Event Orders (BEOs) come in—they act as a roadmap to ensure your event meets and exceeds client expectations.

Planning a large event, especially in venues like hotels, convention centers, or private halls, can quickly become overwhelming with so many moving parts to track. From food preferences to seating arrangements, staffing needs, and equipment, a lack of clear organization can lead to last-minute issues or even failures. A BEO keeps every crucial piece of information organized and easily accessible, ensuring seamless communication between your team and the client.

A Banquet Event Order (BEO) is a detailed, centralized document that outlines every aspect of the event—such as timing, menu items, guest count, staffing needs, and logistical considerations. It not only provides clarity for your catering team but also serves as a key reference point for clients and vendors, aligning all parties with the same expectations and timelines. In this article, we’ll explore the components of an effective BEO, its benefits for your business, and how technology can streamline the process.

In this article, you’ll learn:

• What a BEO is in catering
• Everything the event order should include
• How to create a BEO step-by-step
• The benefits of using BEOs for your business
• How BEOs can help with cost management and profitability
• How to leverage technology to simplify BEO creation and management
• How to use BEOs to enhance client collaboration and trust

ABC and Food Network chef Carla Hall reminds us to consider that “In catering, you’re always changing; the client is always dictating you in terms of their wishes.” Every BEO you create should be laid out in the same consistent format to allow your staff to follow it effectively. At the same time, each event is different, and the BEO allows you to highlight each unique client’s needs and customize details according to their preferences.

Step-by-Step Guide to Creating a BEO

What should you include in your standard BEO format? While you can start with Toast’s BEO template, each management team will choose a layout that makes sense for them and includes all the details relevant to their specific services. 

Crafting a BEO from scratch can feel like a daunting task, especially if you’re new to this type of documentation. However, with a systematic approach, you can easily develop a comprehensive and effective BEO that becomes second nature for every event. Here’s a detailed breakdown:

1. Gather Key Event Information: Start by collecting all essential details about the event, including the client’s name, contact information, event date, time, location, and guest count. If it’s a multi-day event, ensure each day’s activities are clearly outlined. This step is vital because any ambiguity here can lead to cascading issues later, such as incorrect staffing levels or menu miscalculations.

2. Finalize the Catering Menu: Collaborate with the client to lock down the menu. Make sure to include any dietary restrictions, preferred courses, and beverage selections. Don’t just list food items—detail portion sizes, preparation methods, and presentation preferences. This ensures consistency and helps your kitchen staff prepare exactly what’s needed.

3. Build an Event Timeline: Create a minute-by-minute schedule, noting critical stages like setup, guest arrivals, cocktail service, dinner, and dessert. The timeline should also include “buffer times” for unexpected delays, ensuring that you can adjust on the fly without disrupting the flow of the event.

4. Determine Staffing and Equipment Needs: Based on the guest count and event type, calculate how many chefs, servers, bartenders, and event coordinators are required. Outline any special equipment needed, such as chafing dishes, bar setups, or AV equipment for presentations. By factoring in not just the number of staff but their roles and responsibilities, you avoid confusion on the day of the event and ensure every team member knows their specific duties.

5. Review with the Client: Share the draft BEO with your client for approval. This is not just a formality—it’s an opportunity to confirm all the details and build client trust. Encourage clients to provide feedback, clarify their expectations, and make necessary adjustments.

6. Distribute to Your Team: Once finalized, circulate the BEO to all team members involved in the event, including any third-party vendors, if necessary. A centralized, shared document (whether digital or printed) helps ensure everyone is aligned, avoiding costly mistakes or misunderstandings during the event.

Key Components of a Banquet Event Order With Details

A well-structured BEO includes several crucial sections that provide a complete overview of the event’s requirements. Here are the primary components to include in your BEO for your catering operation.

Event Date and Time

The event’s date and time should be highlighted prominently at the top of the BEO. This information dictates when your team will need to begin setup and when specific services (e.g., appetizers, drinks, dinner) will be rolled out. For large events, you may want to include additional timestamps for smaller milestones—such as when the kitchen should begin prep work, when the first course is served, or when the dessert is plated—to keep things on track.

Event Location

The BEO should include precise details about the event venue, including the address, room or hall name, and any special access instructions (e.g., loading dock information, elevator access). Adding floor plans or maps can also help your team prepare for the physical layout, including setup areas, kitchen access, and guest seating arrangements.

Client Information

Clearly list the client’s name, phone number, and email address, along with any additional contacts. If multiple people are involved in decision-making (e.g., a wedding planner, corporate event coordinator), ensure you have all key contacts listed, so there’s no confusion about who to reach in case of questions or changes.

Detailed Catering Menu

A thorough catering menu is essential for ensuring the kitchen staff knows exactly what to prepare and when. Go beyond listing the courses—include notes on ingredient sourcing (especially if the client has requested organic or local products), cooking techniques, and presentation styles. This level of detail will not only impress the client but also ensure consistency across service.

Event Timeline

A successful event hinges on precise timing, so outline the schedule in detail. For instance, indicate when appetizers will be passed, when the main course will be served, and when speeches or toasts are expected to take place. If you’re offering different services (e.g., buffet vs. plated service), be clear about when each begins and ends.

Staffing Requirements

Detail the number of staff required and their specific roles, such as bartenders, chefs, waitstaff, or coordinators. Include shift start and end times, break schedules, and contingencies for backup staff if the event runs late or if there are no-shows. Proper staffing ensures a smooth event experience for guests and helps maintain a high level of service.

Logistics and Transportation

This section should include everything from vehicle requirements (if equipment or food needs to be transported) to setup timelines at the venue. Don’t forget to note parking availability for your team, loading zone access, and any permits that might be required.

Budget and Costs

Include a detailed breakdown of the event’s costs, from food and beverage to staffing, equipment rentals, and service fees. This allows both you and the client to keep track of the financial aspect of the event and avoid any surprise expenses. It also helps with post-event analysis, giving you insights into profitability and areas for cost optimization in future events.

How Technology Can Simplify BEO Creation and Management

The catering industry is increasingly adopting digital tools to streamline operations, and BEOs are no exception. Catering-specific software like Caterease, Total Party Planner, or Planning Pod allows you to create standardized BEO templates, manage real-time changes, and integrate the BEO with your kitchen, staff, and vendors. These tools can also help with inventory management and accounting, ensuring that you’re tracking expenses accurately and billing clients promptly.

For example, using a platform that integrates with your POS system allows you to automatically update the BEO when menu items change or when additional guests are added. This not only reduces human error but also saves time on manual data entry, freeing you to focus on more strategic aspects of your business.

Enhancing Client Collaboration with BEOs

BEOs are more than just internal tools—they’re a powerful way to enhance collaboration with your clients. By presenting a well-organized, detailed BEO, you show clients that you’re fully in control of their event, which builds trust and confidence in your services. Consider holding a final meeting with clients to walk through the BEO point by point, allowing them to ask questions and confirm any last-minute changes. This level of transparency reassures clients that you’re committed to delivering an event that meets their expectations.

Conclusion

Banquet Event Orders are invaluable tools for any catering business. Not only do they bring clarity and structure to the event planning process, but they also help ensure a high level of service and professionalism, which ultimately enhances client satisfaction. By incorporating technology and using BEOs to foster better communication, you can streamline operations, cut down on errors, and run more profitable events.