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. That means that business is looking up. It also means that competition will be strong as more and more businesses move into this space. To make yourself stand out from the pack, you need to show your customers that you are professional and highly organized, on top of making great food and beverages.

When planning a big event at a hotel, hall, or other large venue, it can be a real challenge to keep everything organized. There are dozens of factors to consider from client information, menu requirements, staffing needs, and more. To keep everything organized and clearly explained in one place, you should always look at creating a BEO. 

What is a BEO in catering? This is a banquet event order, also known simply as an event order, and it’s a detailed document produced by the catering company providing services for an event. It’s a comprehensive summary that outlines crucial details of the event, such as the event date, time, location, and contact information of the client. So, let’s look at what a BEO includes in detail so that you never miss a thing.

In this article, you’ll learn:

• What a BEO is in catering

• Everything the event order should include

• The benefits of using BEOs for your business

Importance of BEO in catering

There are lots of different ways to plan out and keep track of the events your company will cater. You can scribble notes on your agenda or draw a big schedule on your whiteboard. But if you want to keep your important information organized efficiently, a BEO is the way to go. By creating one for each event, you can centralize information and make sure that nothing is missed or lost. The BEO serves as a detailed summary of a client’s event, ensuring that everyone involved in the planning process is on the same page. This helps to provide clear expectations for the client and the catering team during the event.

The BEO is essential to the catering team's planning process. It helps them prepare adequately for the event by knowing the expected guest count, menu, and staffing requirements. It also details any specific setup requirements, including table layout and decor. Whether you’re a catering veteran or just starting out, following the BEO format can help you keep everything highly organized and under control.

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.

Elements of a BEO in catering

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. Most BEOs will include these standard sections:

Event Date and Time

The date and time of the event are one of the most important items to be included in the BEO. This information helps the catering staff to plan accordingly and ensure that all the set-up, serving, and other necessary details are completed on time. Most catering businesses organize their files by date and this helps to link your BEOs to your schedule through a spreadsheet or team calendar app.

Event Location

This information helps the catering team to adequately prepare in terms of logistics, including knowing what equipment to bring to the venue, how to access the venue, and ensuring that the right staff members are assigned to the event.

It can be useful to include a map or even a planned route to the location here so that you’re not rushed to find your way on the day of the event. You may choose to record transport information here (such as the number of vehicles and equipment to bring) or to include this information in a separate Logistics section of the BEO.

Client Information

The client's information should also be taken into account, including the name, contact information, and billing details. While you may think that this information is only relevant to the management team and accounting, there are reasons for your whole team to know the client’s name and contact information. 

Your team manager may need to have a phone number to contact the client throughout the day if details need to be finalized. Having your whole team know the name of the client can add a personal touch, especially at weddings, birthdays, and other individual-focused events.

Chosen Catering Menu

This section is, pardon the pun, the meat and potatoes of the BEO. The event menu should include details such as the courses, drinks, and any dietary restrictions or preferences. If you are making standard dishes that your team knows, you might not need recipe details here. But, if you’re offering new or customized menu items, you can put the recipes right into this document. 

A chosen catering menu also helps with planning things like purchasing the right ingredients and estimating the number of staff needed to handle the event. It will also let you know the equipment you will need to have for food and beverage preparation, holding, and service at the event. After all, each event will require different equipment and this planning will let you present unique items customized for each catering customer.

Timeline

Most caterers choose to lay out the full timeline of the event right in the BEO. It should provide details on when the setup, cocktail hour, dinner, and other elements of the event will take place. Some companies go a step further and include everything related to the event, like prep, travel time, clean-up, and even billing and payment collection right in this timeline. Or they create a full timeline and a separate event timeline to help staff understand the overall workflow and the specific schedule of the event for guests.

Staffing Requirements

The BEO should also outline staffing requirements and details, such as the number of servers, chefs, bartenders, and other staff members needed to execute the event for the expected guest count. Though this count will normally be standardized according to the number of guests, additional staff needed for special circumstances will be highlighted here. Also, specific duties can be assigned here, as well as staff names for better organization.

What is a BEO in Catering? The One Document to Rule Them All!

While there are plenty of ways to organize your catering business, some are a lot more organized than others. With a banquet event order format, you will be centralizing all of the crucial information for each event in one place. This can greatly improve your team’s efficiency as well as the effectiveness of your data management. 

When you set up your BEO format, you will decide what details are necessary and how they should appear so that anyone on your team can quickly and easily refer to this document. In the coming years, as the catering industry booms, it will be your professionalism and organization as much as your food that will set you apart from the competition and help your business thrive.