Free tool · For venues
BEO template: build a banquet event order
Fill in the event, the timeline, the menu and who does what, and download a one-page banquet event order as a PDF or a Word file.
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Northwind Labs: 120 guaranteed guests on May 14, 2027 in The Mill Room, 6 timeline steps.
The Larkspur
Banquet event order
BEO-2041
- Issued
- May 3, 2027
- Event date
- May 14, 2027
- Venue contact
- events@example.com, (555) 010-2048
Event details
- Client
- Northwind Labs
- Event
- Spring team summit dinner
- Date
- May 14, 2027
- Room
- The Mill Room
- Guaranteed guests
- 120
- Client contact
- Ana Ortiz, ana@example.com
- Day-of contact
- Ana Ortiz, (555) 010-0199
- Load-in
- 3:00 PM, loading dock
Timeline
| Time | Activity | Notes |
|---|---|---|
| 3:00 PM | Load-in and room setup | Client signage arrives 3:30 PM |
| 5:30 PM | Doors, welcome drinks | Passed hors d’oeuvres |
| 6:30 PM | Seated dinner | Three courses, then coffee |
| 7:45 PM | Remarks | Podium mic, slides on the screen |
| 10:00 PM | Last call | Bar closes |
| 11:00 PM | Event ends | Breakdown begins |
Menu
| Course | Items |
|---|---|
| Passed | Stuffed mushrooms; tomato-basil crostini; chicken skewers |
| First | Little gem salad, shaved fennel, lemon vinaigrette |
| Main | Herb roast chicken or braised short rib or roasted cauliflower steak (vegan) |
| Dessert | Seasonal fruit tart; coffee and tea |
Dietary counts
- Vegetarian
- 12
- Vegan
- 4
- Gluten-free
- 6
- Nut allergy
- 2
Beverage
Hosted bar 6:00–10:00 PM: beer, wine, two signature cocktails. Wine poured with dinner.
Room setup
15 rounds of 8, registration table at the entrance, stage and podium on the north wall.
AV and equipment
Two wireless handheld mics, podium mic, projector and screen, laptop HDMI input.
Staffing
| Role | Staff | Notes |
|---|---|---|
| Banquet captain | 1 | On site from 3:00 PM |
| Servers | 8 | In by 5:00 PM |
| Bartenders | 2 | |
| Setup crew | 3 | Setup, AV check and breakdown |
Billing reference
- Proposal / contract
- PRO-1042
- Deposit
- Received
- Billing notes
- Final guest count due 14 days before the event. Balance per the signed proposal.
Approvals
Please review this order and sign to confirm the event details.
Client signature
Date
The Larkspur manager signature
Date
A banquet event order records event details for the team and the client. It is not a contract or an invoice.
Made with VenueDirector
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In VenueDirector
Event operations Coming next
VenueDirector already tracks each event from lead to confirmed. Turning a confirmed event into a banquet event order your kitchen and floor team can work from is coming next, so the details do not have to be retyped into a form.
Get early accessWhat goes on a banquet event order?
- Event details. Who the client is, the date, the room, the guaranteed guest count and who to call on the day.
- Timeline. What happens when, from load-in to breakdown, so the kitchen, the floor team and the bar work to the same clock.
- Menu and dietary counts. The menu by course, and how many guests have each dietary need. A count of 0 is left off the page.
- Beverage, room setup and AV. Free-text sections for what the bar, the setup crew and the AV technician each need to know.
- Staffing. Roles and headcounts for the event.
- Billing reference and approvals. A pointer to the proposal or contract (prices stay there), and signature lines for the client and the venue.
Any section you leave empty is left out. The layout is dense on purpose so a typical order prints on one US Letter page. The preview, the PDF and the Word file are rendered from the same document, so what you see is what you send.
What is in the example, and what is yours?
The generator opens with an invented example so the page is never blank. The Larkspur and Northwind Labs are not real businesses, the dates are fixed example dates, and the menu, headcounts and timings are placeholders to replace, not recommendations. Replace all of it:
- Example event: 120 guaranteed guests in The Mill Room on May 14, 2027, with 6 timeline steps and 4 courses.
- Example staffing: 14 people across 4 roles. Your own team and your own ratios replace it.
- Example billing reference: a proposal number and a deposit status. There are no prices on a BEO here, and the order says it is not a contract or an invoice.
Your logo stays in your browser. It is added to the preview and the downloads there, and it is never uploaded to VenueDirector, put in a share link, or kept with an emailed copy.
Worked example
This is the example order above, built by the same code as the generator on this page: one page, with each section in its own box.
The Larkspur
Banquet event order
BEO-2041
- Issued
- May 3, 2027
- Event date
- May 14, 2027
- Venue contact
- events@example.com, (555) 010-2048
Event details
- Client
- Northwind Labs
- Event
- Spring team summit dinner
- Date
- May 14, 2027
- Room
- The Mill Room
- Guaranteed guests
- 120
- Client contact
- Ana Ortiz, ana@example.com
- Day-of contact
- Ana Ortiz, (555) 010-0199
- Load-in
- 3:00 PM, loading dock
Timeline
| Time | Activity | Notes |
|---|---|---|
| 3:00 PM | Load-in and room setup | Client signage arrives 3:30 PM |
| 5:30 PM | Doors, welcome drinks | Passed hors d’oeuvres |
| 6:30 PM | Seated dinner | Three courses, then coffee |
| 7:45 PM | Remarks | Podium mic, slides on the screen |
| 10:00 PM | Last call | Bar closes |
| 11:00 PM | Event ends | Breakdown begins |
Menu
| Course | Items |
|---|---|
| Passed | Stuffed mushrooms; tomato-basil crostini; chicken skewers |
| First | Little gem salad, shaved fennel, lemon vinaigrette |
| Main | Herb roast chicken or braised short rib or roasted cauliflower steak (vegan) |
| Dessert | Seasonal fruit tart; coffee and tea |
Dietary counts
- Vegetarian
- 12
- Vegan
- 4
- Gluten-free
- 6
- Nut allergy
- 2
Beverage
Hosted bar 6:00–10:00 PM: beer, wine, two signature cocktails. Wine poured with dinner.
Room setup
15 rounds of 8, registration table at the entrance, stage and podium on the north wall.
AV and equipment
Two wireless handheld mics, podium mic, projector and screen, laptop HDMI input.
Staffing
| Role | Staff | Notes |
|---|---|---|
| Banquet captain | 1 | On site from 3:00 PM |
| Servers | 8 | In by 5:00 PM |
| Bartenders | 2 | |
| Setup crew | 3 | Setup, AV check and breakdown |
Billing reference
- Proposal / contract
- PRO-1042
- Deposit
- Received
- Billing notes
- Final guest count due 14 days before the event. Balance per the signed proposal.
Approvals
Please review this order and sign to confirm the event details.
Client signature
Date
The Larkspur manager signature
Date
A banquet event order records event details for the team and the client. It is not a contract or an invoice.
Made with VenueDirector
Frequently asked questions
- What is a BEO (banquet event order)?
- A BEO is the working document for one event. It tells the kitchen, the floor team, the bar and AV what is happening, when, for how many guests and in what room. Venues name and lay them out differently, so treat this one as a starting point and change it to match how your team works.
- What does this banquet event order include?
- The event details (client, date, room, guaranteed guests), a timeline, the menu by course, dietary counts, beverage, room setup, AV and equipment, staffing, a billing reference and approval lines. Any section you leave empty is left out of the document.
- Is a BEO a contract or an invoice?
- No. This one says so on the page: it records event details for the team and the client, and it does not set prices. Keep prices, payment terms and legal wording in your proposal, invoice or contract, and use the billing reference to point to them.
- Will it print on one page?
- The layout is dense so that a typical order fits on one US Letter page when printed from the PDF. A long menu or a long timeline can run onto a second page. The Word file is editable if you want to trim it.
- Can I put my own logo on it?
- Yes. Choose an image and it appears on the preview and on both downloads. It stays in your browser: it is never uploaded to VenueDirector, and it is not carried in a share link or an emailed copy.
- Is anything I type sent to VenueDirector?
- Your document stays in your browser, which also remembers it for next time, and the downloads are built there too. We count anonymous events such as “a document was downloaded”, without your text or anything that identifies you. Your document and email are stored only if you ask us to email you a link to it.
Related articles
- What is a BEO? The banquet event order explained (free template)
A BEO (banquet event order) is the one-document plan your whole team works from on event day. What it contains, how to write one, and a free template.