BANQUET EVENT ORDER

( ) (BEO)
Approving Distribution of
CreatingBEOs
Approving
BEOs
Distributionof
BEOs
EventPlanner
Sales Coordinator
DirectorofCatering BEOMeetingwithall
related Staff SalesCoordinator
CateringManager
relatedStaff
What is a BANQUET EVENT ORDER (BEO)
BanquetEventOrder(BEO)isacontractualagreement,whichexpressestheobjectivesand
detailsofafunctionbetweentheguest(s)andtheclubortheCateringfacility.
A b t t d i d t ll d b t l th C t i AbanqueteventorderisadocumentusuallypreparedbyaneventplannerortheCatering
Managerinacluborcateringfacility.Theformincludesallthespecificsoftheeventinvery
intricatedetail.Theformwillevolveandchangeduringtheplanningstagesandevendownto
thedayoftheevent.Informationincludedontheformneedstobeasaccurateaspossibleto
ensure the best results ensurethebestresults.
BanquetEventOrderisincludedfollowinginformation:
FunctionDay/DateofScheduledFunction
Startingtime/Endingtime
G N / G t N GroupName/GuestsName
CustomerCode(MarketSegments)
ContactInformation:Address,PhoneNumber,Emailaddress
FunctionType
Location
ExpectedAttendance
Guaranteed:Thenumberofguestsconfirmed.
MenuRequirements
BarRequirements
S U d A SetUpandArrangements
OtherRevenue
SpecialInstructionifnecessary.
NECESSARY STEPS and PROCEDURES NECESSARYSTEPSandPROCEDURES
1. Preparation
a. Format:AllBEOsshouldprovidethesameessentialinformationwiththeobjective,layout,
spaceallowedforinformation,etc.
b. Timing:BEOsshouldnotbepreparedmorethanthirtydaysinadvanceofafunction.
D di th t f f ti i i l t t th b d d Dependingonthetypeoffunction,size,specialarrangement,etc.,theymaybepreparedand
distributedanywherefrom10 30daysinadvance.
c. Responsibilities
Th l i h h f i i i d h h ibili f h i Thesalesassociatetowhomthefunctionisassignedhastheresponsibilityforgathering
alloftheinformationnecessarytowritetheBEOandmustapproveandinitialtheBEO
beforeitgoestotheCateringManager.
CateringManagerwillapproveBEOspriortotheirdistribution.Specialattentionshould
be paid to any conflicts food and wine pairing service times and overall financial yield bepaidtoanyconflicts,foodandwinepairing,servicetimesandoverallfinancialyield
managementfortheevent.
HowtoWriteBEOs
1. Filloutallinformation.Ifthereismorethanonecontact,listallnames.
2. Ensurethatthecorrectguarantee/setnumbersareinplace.
3. ClearlystatetheCustomersObjective.Thisallowsthemeetingplannertoknowthatthegoaloftheireventorfunctionis
understood.
4. Accuratelyidentifystartingandendingtimes. y y g g
5. Thetimingforeachseparatepartoftheprogramshouldbeindicated,e.g.,reception,dinner,dance,program,invocation,
etc.
6. Informationofthesetupshouldbeclearandspecific.Specifytable,stageanddancefloor,sizeandcoloroflines.Ifpiano
orotherlargeequipmentisneeded,specifylocation.ItshouldbestandardpracticetoattachdiagramstotheBEOforevery
function,regardlessofitssize. , g
7. UnderfoodorMenusection,
Menuitemsshouldbelistedintheordertheyareserved.Informationdescriptionofeachitemsishighly
recommendedsothatthecustomwillknowexactlywhatwillbeserved,andthefoodproductionstaffwillknow
exactlywhattheguestexpectstobeserved.
Indicate the approximated entre serving time or an agree upon timeline which has been discussed with the Indicatetheapproximatedentreservingtimeoranagreeupontimelinewhichhasbeendiscussedwiththe
customer.
8. UnderBeverageService,specifythetypeofservice(e.g.,hosted,open,cash,selfserve,butler).
Hosted/openorCashBar:listthenumberofbarsrequired,numberofcashiersandbartendersneeded.
ButlerService:indicatethenumberofbutlersaccordingtostaffingstandards.
Indicatethetypeofbeveragewhichshouldbeavailable.
Indicateanyspecialrequestsfromguests.
9. Besuretolistallequipmentorothertypesofitems (suchasflowers,lines,chaircovers,etc.)whichthefacilityistoorder.
BespecificoneachitemandensurethatthecorrectpriceislistedonBEO
10. Anyspecialservicesrequiredofthefacilitysotherdepartmentsshouldbedetailed,alongwithspecificcharges i.e., y p q y p , g p g ,
electricalpower,telephone,audiovisual,shippingandreceiving.
11. Allpackageorinclusivepricingshouldindicateaninternalbreakdownofchargesforaccountingpurposes.
MarketSegments
DetailedmarketsegmentsareidentifiedinindividualGarrisonMarketingPlans.
Segmentationistheprocessofdividingbasicdemographicsintospecificgroups(orsegments)
thatarelikelytoneedspecificproducts,programs,andservices.
Onceanentirepopulationisbrokenintomarketsegments,aparticularbusinessmost
promisingsegmentsareknownastargetmarkets.
EventMastercanbesetuptoautomaticallyissueaCustomerCodebyenablingthe
Maintenance/SiteInformation/DefaultsButton/OtherOptionstab/AutoGenerateCustomer
CodeCheckBox.
This code identifies the customer and is used for tracking the customers bookings Thiscodeidentifiesthecustomerandisusedfortrackingthecustomer sbookings.
SampleCustomertypeandSalestypearebelow:
CustomerType: SalesType
A=ActiveArmy B=Business
C = Civilian C = Command C=Civilian C=Command
D=DoDCivilian E=Ethnic Based
F=MilitaryFamily F=Fraternal Based
G=Reserve/Guard M=OtherMilitary
i O h O O h M=ActiveOther O=Other
R=Retirees P=Private
R=Religion Based
S=Sports Based
W=Wedding
X=Offpremise
Y=Youth Based
DistributionofBEOs
1. ToWhom
Thespecificdistributionshouldbeestablishedbyeachclub,basedontheirsize,organization,etc.It
isimportantthatallcateringsalesmanagersreceiveacopyofeachBEOtoincludeintheir30day
file.Thishelpsimmenselyincoordinatingshorttimemenuplanning.
2. ResponsibilityforReading
AllrecipientsoftheBEOsshouldreviewthemimmediatelyuponreceiving,toidentify
unusual and special arrangements well in advance of the function. Any questions about unusualandspecialarrangementswellinadvanceofthefunction.Anyquestionsabout
understandingtheBEOshouldbedirectedtoitsauthorassoonaspossible.
3. TheBoard
TheBoardshouldbelocatedinornearthebanquetcaptainsoffice.Thereshouldbe
sevenclipboards(oneforeachday)uponwhichallBEOs,conventionprogramsand
guaranteeslipsareposted.
Aschangesoccur,theyshouldbenotedonthesecopiesbythepersonmakingthe
change,including,his/herinitials,thetimeanddate.
AsampleBanquetEventOrderisincludedonthefollowingpage.
BANQUETEVENTORDER
DATE:___________________________ POSTING:_______________________
CONTACT:_______________________ FUNCTION:______________________
ADDRESS:_______________________ LOCATION:______________________
PHONE:_________________________
EXPECTED ATTENDANCE EXPECTEDATTENDANCE:______________
MENUREQUIREMENTS +BARREQUIREMENTS
$______perguest $______perguest
WINES_________________________________ $______perguest
______________________________________________________________________
SETUPANDARRANGEMENTS
$______costs
______________________________________________________________________
TOTALAMOUNTDUE:_____________
FINALPAYMENTDUE:__________________
DEPOSITREQUIRED:_____________DATERECEIVED:______________________
DATEDEPOSITRECEIVED:________RECEIVEDBY:________________________
PHONE: FAX: _________________________ _________________________________
Banquet/EventChangeOrder
1 Change information is categori ed in t o a s 1. Changeinformationiscategorizedintwoways:
Changestorevenue theseincludepriceincreases,guaranteerevisions,additionalitemsaddedto
menu,extrahoursofopenbar,etc.
SetUp/LogisticalChanges meetingroomsetup,timechange,cancelonebreakoutroom,etc.
2. Changesinanydetailofaneventmayoccuratanytimethroughoutthesalescycle.
Allchangesshouldbeexpeditedquickly.
Whenchangesoccur,awrittenchangeorderMUSTBECOMPLETEDANDDISTRIBUTED.
Thisformproperlyidentifiesthechangeanddocumentscommunicationtoalldepartmentsaffected
byit.
Distribution:Manager,Chef,Staff,Clientfile,etc.
Iftherearemultiplechanges,eachnewchangeformshouldbeattachedontopofthepriorone.It
ismoreeasilyidentifiedifitisonadifferentcolorpaperthantheBanquetEventOrder.
3. UsetheBanquet/EventChangetonotifyallpersonnelofguaranteenumbersasquicklyas
theyarereceived.
4. LastMinuteChanges:
AlllastminutechangesshouldbenotedonthecopiesoftheBEOitselfbythepersonmakingthe
change These changes should be initialed timed and dated change.Thesechangesshouldbeinitialed,timedanddated.
AsampleofaBanquet/EventChangeOrderisshownonthefollowingpage.
ATTENTION
BANQUET/EVENTCHANGE
FunctionTitle_______________________________________________Date_________
RoomScheduled_________________________________________________
Directions
__________________________________________________________________
____________________________________________________________________
____________________________________________________________________
_________________________________________________________________
____________________________________________________________________
AuthorizedBy___________________________________________________

BEO Meeting BEOMeeting

DailyBEOMeeting
EachdaytheCateringManagerconductsameetinginhis/herofficeoranotherconvenientlocationtogo
overallofthedetailsofeachBEO.Themeetingisattendedbythecaptain,banquetchef,cateringservice
manager,andaudiovisualrepresentative.
Asanexample:
OnMonday,eventsforMondayeveningandforTuesdaydayfunctionswouldbediscussed.
Thi d ld f ll f T d W d d d Th d ThisprocedurewouldfollowforTuesday,WednesdayandThursday.
OnFriday,weekendbusinessforSaturdayandSundaywouldbediscussed,andforMonday
functions.
Th ti h ld b h t b t d d t f ll i i f ti Themeetingshouldbeshort,butneededtocoverfollowinginformation:
Guarantee/Sets
Changes
Time/Locations
SpecialNotes
WeeklyBEOMeeting
Purpose
ThepurposeoftheBEOmeetingistodiscusstheinformationcontainedintheBEOsinorderto
properlyplanforasuccessfulevent.TheinformationinaBEOleadstoactionwithinnumerous
departmentsthatultimatelyeffectstheprofitabilityofthefacility.Fromorderingfoodandbeverage
items,toschedulingstafftosetupandservetheevent.
Wh d t tt d Whoneedtoattend:
Themeetingtimeshouldbesetasaregularweeklymeeting.
Thenext10daysofBEOsshouldbereviewed.
Attendance,ataminimumincludes,theChef,BanquetManager,Setupstaff,Warehousestaff,and
DirectorofCatering.
Changes:
Ourcustomersalwayshave,andalwayswill,makechangestotheirevents.Ourgoalofgetting
informationinadvanceoftheevent,causesustohavetomanagermanychangesthatoccursbefore
theeventbegins.Howwemanagechangeinformationisthekeytoanaccuratebanquetcheck,
andultimatelyaprofitableBanquetandCateringDepartment.
Changeinformationshouldbetreateddifferentlybasedonwhenitisreceivedcomparedtowhen
the event occurs The following chart illustrates the appropriate resources to communicate change theeventoccurs.Thefollowingchartillustratestheappropriateresourcestocommunicatechange,
basedonthispriority.
ADDON
Afunctionisbookedwithintendaysofthefunctiondateandisenteredintothesystemlate.
Itrequirestoppriority.
Thesalespersonshouldattempttoselltheaddonclientamenualreadybeingservedatthefacilityon p p y g y
thatday.
Thesalespersonmustnotifythebanquetcaptainatthefacilityassoonasspaceisbookedfortheevent.
TheDailyEventScheduleforthatdaymustreflecttheaddon.
Becauseaddonsarenotalwayspossible,anyunbookedmeetingspacewhichmayhavebeengiven
awayasfreespaceafterthedistributionoftheweeklycontractsmustbeblockedandthecatering
officenotified.
Ifthisgrantingofspaceisnotcommunicated,andanaddonoccurs,adoublebookingmayresult.
GUARANTEES
Aneffectiveguaranteesystemmustbeusedinordertocontrollaborhours,foodcost,andwaste.Tobe
effective,thesystemmustbeenforceable.
IntheCateringPoliciesStatement,theinhousepolicyforGuaranteesmustbestated.
Thewayeachfacilityoperatesdetermineshowguaranteenumbersarecollectedanddisseminated. y y p g
Eachsalesmanagermaycollecttheirownnumbersbycontractingtheclient48hoursout.
OR
Thesecretarymaycall.
It is the clients responsibility to supply the guarantees each sales person should take the responsibility for Itistheclient sresponsibilitytosupplytheguarantees,eachsalespersonshouldtaketheresponsibilityfor
obtainingguaranteenumbers.
Iftherearechangeswithin48hoursoftheevent,thesalespersonmustcheckwiththeCateringManager,
Chef,andBanquetCaptainbeforecommunicatingthatitisokaytotheclient.
Not all F&B events require a guarantee. All events with a standard menu require a guarantee. Events that NotallF&Beventsrequireaguarantee.Alleventswithastandardmenurequireaguarantee.Eventsthat
arebasedonfixedQuantitiesarenottiedtoaguarantee.
Examplesare:200Shrimp/3dozencookies/2bottleofhourswhitewineateachtableetc.
Thepriceperpersonwillbebasedontheguarantee
numberortheactualnumberofpeopleserved,whichever
ishigher.
OtherRevenue
ThereissignificantrevenueassociatedwiththecategoryofOtherrevenue.TheBEO
SpecialInstructionsandArrangementsisdesignatedtoincludesuchinformation.
IntheEventMaster,youcanaddOutsideServicesandVendorinformationwithinEvent
InformationandMaintenancefield.
Outside Services OutsideServices
OutsideServicesareservices,tasks,orfunctionsthatareneededforyoureventandrequire
youtohireanoutsideprovider.Forexample,limousineservice,band,bagpipes,photographer,
fireworks,andvaletparkingattendants.
WithintheEventInformationscreen,selecttheEventDetails/OutsideServicemenu , /
Vendors
UsetheVendorMaintenancetoadd,update,orremovevendors.Vendorsarelistsofbusiness
thatrentorsellyoumaterialsandservices. y
Toeasilyviewyourvendorinformation,clickthe<PRINT>buttonwithintheVendor
Maintenancescreen.TheVendorListingreportdisplays.
WithintheMaintenancescreen,selecttheVendors menuoption.
OtherRevenue
Thefollowinglistincludesthetypesofotherrevenuesthatshouldappearinthissectionof
Cont
theBEO.
Department RevenueType HowtoCommunicate
IT (IM) Phones and Phone Lines Telephone order IT (IM) PhonesandPhoneLines
HighSpeedInternet
Telephoneorder
Requestviaemail.
LaborFees General LaborFees
BuffetMinimums
Bartender Fee
To beincludedontheBEO,intheSpecial
InstructionsandArrangementssection.
BartenderFee
CashiersFee
PreSetFee
CarverFee
IceSculptures
SetupChangeFee
CoatCheck
CorkageFees
Rental Items
i bl / h i hi hi d d
Rental Items
Piano,Tables/Chairs,China,
Linen/Napkins
Transportation,LiftTrucksetc.
ThirdPartyVendors
Sundry Items Flowers, Centerpieces,Props, ThirdPartyVendors
Cakesetc.
ClientPreFunctionReview
Thesalespersonshouldcheckwiththeclientandconductadetailedprefunctionreview,goingoverall
thedetailsofthefunction,discussingeventheminorpointsandhavingthecustomersignoffoneach
decisionmade.
If changes are made, a Change Order Form should be completed and distributed appropriately. Ifchangesaremade,aChangeOrderFormshouldbecompletedanddistributedappropriately.
Monitoring The Function MonitoringTheFunction
Normally,theSalespersonwhoworkswiththeclientduringthesalescyclewillmonitorthefunction.If
thisisnotpossible,theCateringManagermustbenotifiedandsomeoneelseassignedtobepresent.
Failuretohaveasalesrepresentativemonitoringthefunctionsignalsthecustomerthatyourorganization
ismuchmoreinterestedinsellingtheeventthatmakingcertainitsucceeds.
Lackofmonitoringweakenstheevaluationandfollowupactivities.
Itisalwaysimportanttoseeaneventfromtheinitialbookingtothefinalproduct.
SalesOfficeFunctionFollowUP
1. PostFunctionReport
ThePostFunctionReportispreparedbytheBanquetCaptainondutyafterthebanquetcheckis p p p y q p y q
completed.
Theformrequestsinformationwhichwillbeveryusefulincreatingarecordforthemasteraccount
file;madeupofobjectivedataandsubjectiveimpressionsofthefunction
ThecommentsintheNOTES sectionshouldbecandidandprovideinformationwhichwillimprove
banquetorothercateringfunction.
Banquet
Captain
Chef
Banquet
Staff
AcopyofthePostFunctionReportisshownasfollowingpage.
Staff
PostFunctionReport
O i i D Organization____________________________________________Date____________________________
TypeofFunction_________________________________Room___________________________________
GuaranteedNumber_____________________________ActualNumber____________________________
ScheduledStartofMeal__________________________ActualStartofMeal_________________________
BanquetCaptain/Manager______________________ActualEndMealTime_______________________
FoodServer________________________________________________________________________________
Bartender_________________________________________________________________________________
NOTES
RoomSetUp_______________________________________________________________________________
Food______________________________________________________________________________________
Beverage__________________________________________________________________________________
Other_____________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
CC: Catering Facility Manager Kitchen Prepared By : CC: Catering,FacilityManager,KitchenPreparedBy:
___________________________________
2.ChecklistforSuccessfulEvents
BeforetheEvent
Allrequirementofclientobtained(useprofessionalsalesprocess,clearlanguage,completesaleskit.)
Plansinplacetograciouslyhostmeetingplannerswhensiteinspectionsaredone.
Eventspaceassignedinfunctionbook(onepersonauthorizedtomakeentries;spaceassignedappropriate
togroupsize).
Detailsconfirmedwithclientthroughbookingarrangement.
Writtencommunicationsofdetailsdirectedtokeystaffmembersusingfunctionssheets,changenotices,
weekly,anddailylistingoffunctions.
Entriesmadeondailyscheduleoffurnishingsandequipmentusage.
Staffmeetingconductedwithkeypersonnel.
Proceduresinplacetohandlepreshippedmaterials,messages,duplicatingrequests.
Adequateschedulingofstafftoservicemeeting.
ClientconsultedpriortomeetingtoensureallarrangementsareOK.
DayofEvent
System in place for communicating to service staff the schedule of tasks to be performed. Systeminplaceforcommunicatingtoservicestaffthescheduleoftaskstobeperformed.
Salespersonorcoordinatorscheduledtogreetclientsrepresentativeonarrival,togiveinformation
packet,toshowmeetingroom,andtoconductbrieforientationofproperty.
Salespersonorcoordinatorscheduledtocheckonclientsrepresentativeduringtheday.
2.ChecklistforSuccessfulEvents
Cont
AftertheEvent
Clientsrepresentativeprovidedwithwrittencritiqueform.
Completedcritiqueretrieved;usedtoimproveservicesandtofollowupwithphonecalltoclient.
Clientthankedinwriting.
OnGoing
Trainingtodevelopaskilled,serviceorientedstaff.
Staffmembersthatmakeeventssuccessfulthankedorrewarded.
Conditionsoffurnishing,risers,skirting,tablecloths,andtablewarechecked.
Variedandenticingfoodandbeverageofferingsdeveloped.
PolicesandproceduresforprovidingextensiveA/Vservices. o ces a d p ocedu es o p o d g e e s e / se ces
Physicalfeaturesrefurbishedtoaddressclient'sneeds.