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There’s nothing more enjoyable than attending an event featuring food, music, and socializing. Whether it’s a wedding or something else, it’s something that you can look forward to and treasure afterward. On the other hand, it can be a logistical challenge if you are the person organizing or hosting it. It’s one thing to seek meal planning tips for your travels and another to entertain potentially hundreds of guests at one location.
Hotels and other venues frequently use banquet event orders (BEO’s) to outline all the details and directions for their upcoming events. If you wish to find out more about this subject, this article will provide you with an easy guide.
BEO’s – The Basics
A banquet event order is a tool that can be used to provide detailed and accurate information. This can be given to caterers or other vendors you might be working with on your celebration so they have all the necessary details ahead of time. By creating a BEO, you can help avoid any confusion or miscommunication that could lead to problems with your event.
A Banquet Event Order should include all the particulars of your event (from the start time and end time, to what food and drinks will be served and how they will be presented). It’s also important to include information on any special requests or accommodations you might have, as well as contact information for key players in the planning process. Specialist websites can help clarify who creates a BEO, as well as when and how. You can discover all the vital elements it will contain – including food and drinks, room setup, parking, staffing, vendor contact information, the order of events, pricing, and more.
Food And Drink Requirements
If you’re working with a caterer, your BEO would include menu selections, delivery/set-up times, table arrangements, linens & napkins, silverware, bar service, etc. When it comes to drinks, specify whether your attendees will only have access to non-alcoholic beverages or whether they can have alcohol too. Remember that not everyone will be wanting alcoholic drinks on the day.
If there are any specific food allergies or dietary restrictions that need to be accommodated, let your catering company know. This way they can adjust the food menu accordingly.
This will dictate where each element of your event will be placed – the head table, buffet tables, bar, etc. Be sure to confirm with your catering company how many people they can expect at each table. If you have specific requests (e.g. wanting the bar in a certain spot), be sure to note those on your banquet event order.
Your catering company will also need to know what type of room you’re working with. Tell them if it’s round or rectangular and what’s the shape of the head table. Let them know if there will be a dance floor too. If you’re opting for a buffet dinner, you’ll need to decide on how many tables you’ll need. Typically, each buffet table can hold between 60 to 80 items.
Many venues have restrictions on how many guests can be parked – and for how long in the lot or garage. If your event is going to exceed its capacity or last longer than the parking limit, you’ll need to secure additional parking facilities.
If any of your guests require special accommodations and parking, make sure you let the venue know ahead of time. Most venues are happy to help elderly or disabled guests (e.g. by providing wheelchair ramps and special access), but they need to be aware of peoples’ needs ahead of time.
The staffing needs for your banquet event order will be based on the headcount that you provide to your catering company. Make sure to account for all of your guests so you can acquire sufficient servers, bartenders, and chefs, etc.
Your catering company can help you determine the appropriate staffing levels required for your event. It’s better to have more helpers rather than less, as this can help cover sicknesses and other unexpected events.
All food and drink vendors should provide their own menus and drinks lists. The data could include anything from alcohol brands to dinnerware or serving equipment. You should note what time they need to show up and how long it will be until the event ends.
Some key information to collect includes:
- the company name
- the location address
- contact numbers
- product lists
- delivery times
- the end time of the vendor’s shift
The Order Of Events
The event schedule is a very important element in any banquet event order because it can help ensure that everything goes smoothly from start to finish without any delays or issues. You must have your timetable ready and available for when the guests arrive so they know what comes next during the day. If possible, each guest has their own copy to help reduce any potential confusion about where they need to be and when (e.g. for the cutting of the cake or speeches).
The order of events will typically include the following:
- Welcoming remarks and introduction of honored guests
- Opening prayer or blessing
- The meal (or buffet)
- Awards, recognition, and speeches
- Closing remarks and thank yous
- Dancing (optional)
Pricing And Billing Information
The pricing will vary depending on the items you’re interested in and the type of event they’re being ordered for. Additional financial factors include how many people are attending and if there are any special requests. Make sure to communicate all details upfront so the vendors can provide an accurate price quote. Once everything has been communicated, request a formal invoice that will include all pricing and billing information.
As you can see, a banquet event order is a vital document that can help ensure the day is successful. Whilst a lot of time and effort will go into creating the Banquet Event Order it will be worth it for the peace of mind that it brings. Both the guests and hosts will be happy with the outcome and everything will remain within the required budget.