Banquet Event Order (BEO) Generator
Create a complete function sheet for conferences, weddings and parties — pax, setup, menu, AV, decor, timeline and billing — for every department.
What is a banquet event order?
A banquet event order (BEO), also called a function sheet, is the single document that tells every department what to do for an event. Sales agrees the details with the host, then the BEO goes to banquets, kitchen, F&B service, engineering, front office and accounts. If something is not on the BEO, it usually does not happen — which is why a clear, complete BEO is the backbone of every successful conference, wedding or party. This free BEO generator creates a printable function sheet in minutes.
What a BEO should contain
- Event basics — BEO number, event name and type, host and contact, date, time and venue.
- Numbers — guaranteed and expected pax. Most hotels set up about 5% over the guarantee.
- Setup — theatre, classroom, U-shape, cluster, banquet rounds or cocktail.
- Menu and beverages — every course and drink, with timings.
- AV and decor — projector, mics, sound, stage, backdrop and flowers.
- Timeline — minute-by-minute flow so the kitchen and service team are ready.
- Billing — package rate, hall rental, other charges, GST, advance and balance.
- Sign-off — each department head and the host sign to confirm.
Guarantee and billing
The guarantee is the minimum number the host will pay for, even if fewer guests attend. If more guests come, the bill is on actual numbers. Fix the final guarantee 48 to 72 hours before the event. GST on banquet and catering depends on your hotel's room tariffs and the type of supply, so confirm the rate with your CA.
Tips for smooth events
- Issue the BEO at least a week before and hold a short pre-event meeting with all departments.
- Any change goes on a revised BEO with a new version number — never by phone only.
- Cost each menu with the food cost calculator so the package rate stays profitable.
- For events with room blocks, quote rooms with the group booking quote calculator.
Frequently asked questions
What is the difference between guaranteed and expected pax?
Guaranteed pax is the minimum number the host agrees to pay for. Expected pax is the likely attendance. The hotel bills on the guaranteed number or the actual number, whichever is higher.
Who receives a copy of the BEO?
Every department involved: banquets, kitchen, F&B service, engineering, front office, security and accounts. Each head signs to confirm they have read it.
Which GST rate applies to banquets?
It depends on the hotel's room tariffs and how the service is supplied. The tool lets you choose 5% or 18%; confirm the correct rate with your CA.
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