Quick answer: A BEO (banquet event order) is the venue’s written work order for one function at your event. It lists the date, room, times, setup, menu, guaranteed headcount, audiovisual, staffing, and charges. The banquet, kitchen, and setup teams work from it, so review every line before you sign. Once signed, it can bind you to those charges.
What does BEO stand for? BEO stands for banquet event order. Hotels and conference venues also call it an event order (EO) or a function sheet. The names differ, but the document is the same.
Your 120-person sales kickoff lunch is tomorrow. The hotel sent the BEOs two weeks ago, you skimmed them, and you signed. On site, the room is set classroom instead of rounds, the vegetarian count is missing, and the invoice later shows a service charge nobody budgeted. Every one of those mistakes was sitting on the BEO.
This is for corporate meeting planners, whether in-house, association, or agency, who get BEOs from hotels and conference venues and have to approve them. It explains what a BEO controls, when it usually arrives, and how to check it. It isn’t legal advice. Your signed contract and the venue’s terms govern.
What is a BEO?
BEO stands for banquet event order. The Events Industry Council’s APEX glossary defines it as a form most often used by hotels to give details to the staff handling a specific food and beverage function or event room setup. You’ll also hear it called an event order (EO) or a function sheet.
The venue’s catering or convention services manager writes it, based on your contract, your menu choices, and your event specs. Then it goes to everyone who touches that function: the kitchen, banquet captains, the setup crew, and often the in-house AV team. Each BEO covers one function, such as Tuesday’s breakfast, the general session, or the awards dinner, and carries its own BEO number. A multi-day meeting can easily produce a packet of 20 or more.
If something isn’t on the BEO, the banquet staff probably won’t do it.
What’s on a BEO
Formats vary by venue, but most BEOs cover the same ground:
- Function details: organization name, event name, function name, BEO number, date, and the on-site contact.
- Room and setup: the assigned room, setup style (rounds, classroom, theater, U-shape), head table, stage, registration tables, and linens.
- Timing: setup time, doors, service start, break refreshes, and end time.
- Menu and quantities: each item, priced per person, per dozen, or per gallon, with dietary and allergy counts.
- Beverage: bar type, hours, and whether it’s billed per drink, per hour, or on consumption.
- Counts: expected, guaranteed, and set numbers.
- AV and staffing: microphones, screens, power, bartenders, attendants, and any labor fees.
- Billing: unit prices, service charge, tax, and the master account the charges post to.
Text version of the infographic: Anatomy of a BEO. 1) Function details: right date, day, and BEO number. 2) Room and setup: room name and setup style match your agenda. 3) Timing: setup, doors, service, and end times. 4) Menu: items, quantities, and dietary counts. 5) Counts: expected, guaranteed, and set numbers. 6) AV: on this BEO or a separate order? 7) Staffing: labor or small-group fees. 8) Billing: service charge, tax, and master account. Review timeline: BEOs back (APEX suggests no later than two weeks out); expected count (10 business days out in Hilton’s terms); final guarantee (3 business days out in Hilton’s terms); invoice matched against signed BEOs after the event.
Sample BEO template (example)
A filled-in banquet event order can look like the example below. Every name, time, and count below is made-up example data, and prices are left blank on purpose so nobody mistakes them for real rates. Use it as a BEO template to see the layout, or as a form to sketch your own specs before the venue’s version arrives. Your venue’s BEO form will look different.
SAMPLE BANQUET EVENT ORDER (EXAMPLE DATA, FICTIONAL) Venue: Example Hotel & Conference Center BEO #: 1042 Organization: Example Corp Event: Q3 Sales Kickoff Function: Working lunch Post as: Master account Date: Tuesday, March 9 Room: Ballroom B On-site contact: J. Rivera (planner) Venue contact: Catering manager TIMING Setup complete: 11:00 AM Doors: 11:45 AM Lunch service: 12:00 PM Function ends: 1:15 PM SETUP Rounds of 8, 15 tables, 120 seats Head table: none Stage: 8 x 12 ft, 1 lectern Registration table: 1 x 6 ft outside entrance COUNTS Expected: 125 Guarantee: ____ (due by ____, venue time) Set: ____ (per venue terms) MENU Qty Price Plated chicken lunch ____ $____ per person Vegetarian entree 8 $____ per person Gluten-free entree 4 $____ per person Nut allergy (labeled plate) 2 included Iced tea and water per guest $____ BEVERAGE No bar AV (separate order? Y / N) Wireless handheld mic x 1, lectern mic, screen and projector STAFFING / LABOR Servers per venue standard Labor fee: $____ BILLING Subtotal: $____ Service charge: ____% Tax: ____% Authorized signers for add-ons: J. Rivera, M. Chen Approved by (organization): ____________ Date: ____ Approved by (venue): ____________ Date: ____
Read it the way the banquet captain will. Is the room set for the people you expect, does the vegetarian count appear as a number, and would finance recognize every billing line? If the answer to any of those is no, fix it before you sign.
BEO vs. banquet contract vs. F&B minimum
Planners often confuse these three documents, and the confusion can be expensive.
| Document | What it does | When you see it |
|---|---|---|
| Contract | Sets the commercial terms: dates, space, rates, F&B minimum, attrition, cancellation | At booking |
| F&B minimum | The spending floor you’ve agreed to hit on food and beverage | In the contract |
| BEO | The work order for one function: exactly what gets set, served, and charged | Weeks before the event |
How the BEO and the contract fit together depends on the paperwork. For a small standalone function, the BEO may be the agreement itself. Hilton’s published standalone BEO terms say the BEO plus those terms, once both parties sign, are the entire agreement. For a larger group contract, read your contract’s own clause on how BEOs relate to it. Don’t assume either way. For the minimum math, see our guide to F&B minimum vs. meeting room rental.
The BEO timeline
There’s no single industry deadline, so treat these as reference points and confirm the dates in your own agreement.
- Contract signed. Space, minimum, and attrition are locked.
- Menus and specs sent. APEX guidance says to send your event specifications guide to venues and vendors at least four weeks before the event.
- BEOs back. The same guidance says completed BEOs should come back no later than two weeks out. Expect a round or two of revisions.
- Expected count. Hilton’s published terms ask for an expected number by noon local hotel time, 10 business days before the event.
- Final guarantee. Under the same terms, it’s due by noon, three business days out, and can’t be reduced after that.
- Pre-con meeting. Walk through every BEO with the venue team, usually a day or two before.
- Invoice reconciliation. Match each charge on the final bill to a signed BEO or a signed additional-spend record.
If you haven’t signed a venue yet, read how to book a corporate event venue step by step.
Business days, noon cutoffs, and the venue’s local time zone all trip people up. I’d put every guarantee deadline in your calendar in the hotel’s time zone the day the BEOs arrive.
BEO review checklist
Copy this and run it against every BEO in the packet, including the sample above if you want a practice run.
BEO REVIEW CHECKLIST Event: ____________ BEO #: ____ Function: ____________ BEFORE SIGN-OFF [ ] Date and day of week are correct [ ] Room name matches the agenda and signage [ ] Setup style, head table, stage, and registration tables are right [ ] Setup, doors, service, and end times match the run of show [ ] Break refresh times are listed (AM and PM) [ ] Menu items and quantities match what you approved [ ] Dietary and allergy counts are written in, by type [ ] Bar type, hours, and billing method are clear [ ] AV is on this BEO, or you have the separate AV order [ ] Labor, setup, or small-group fees are shown [ ] Unit prices, service charge, and tax lines are shown [ ] Correct master account and authorized signers [ ] BEO due date (option date) is in your calendar GUARANTEE DEADLINE [ ] Expected count sent by: ____ (venue local time) [ ] Final guarantee sent by: ____ (venue local time) [ ] Guarantee confirmed in writing, and the set count noted DAY OF [ ] Room walked against the BEO before doors [ ] Dietary meals labeled and counted [ ] Add-ons approved only by named signers AFTER THE EVENT [ ] Every invoice line traced to a signed BEO or add-on record [ ] Billed count = guarantee or number served, as your terms say [ ] Service charge and tax calculated on the right base
Common BEO errors and how to catch them
Wrong date or room. Copy-paste errors happen when a venue builds 20 BEOs from one template. Check the day of the week, not just the date.
Guarantee, expected, and set counts confused. These are three different numbers. The guarantee is what you pay for. The set is how many places the room is set for. Hilton’s published terms say the hotel prepares food only to the guarantee and won’t guarantee setting more than 3% over it. If you need extra seats for walk-ins, ask for them in writing.
Dietary counts missing. “Vegetarian available” isn’t a count. Write the number for each dietary need on the BEO itself.
Service charge or tax left off the estimate. Hilton’s terms describe the service charge as a charge based on the event’s food and beverage total, plus any applicable state or local taxes, that belongs to the hotel and isn’t a gratuity. Rates and tax treatment vary by venue and state, so ask how both are calculated before you budget. Our per-attendee corporate event cost guide shows how those lines add up.
AV on a separate order. Many venues route AV through an in-house provider with its own order. If your BEO says “AV per separate order,” get that order and review it too. Our hybrid event venue guide covers what to spec.
Break refresh timing. A coffee refresh listed for 10:00 when your session breaks at 10:30 means cold coffee or a staffed station sitting idle. Line it up with the agenda.
Labor and setup fees. Hilton’s terms list supplemental surcharges for things like early sets, late end times, resets, and refreshes, plus setup charges for extensive room sets. Ask what triggers each fee, especially for small groups or room changes between sessions. If your meeting space is priced separately, see our breakdown of company meeting room rental costs.
Unauthorized add-ons. Hilton’s terms ask you to name, in writing, the people who can approve extra spending on site, and they bill for anything requested beyond the BEO. Keep that list short. If you also manage sleeping rooms, our guide on how to book a hotel room block covers that side of the contract.
Next step on greatEvent
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Research and sources
Research reviewed October 16, 2026. Hilton’s terms are one brand’s published example, not an industry-wide rule. Your venue’s terms and your signed contract govern.
Events Industry Council, APEX Industry Glossary: “Banquet Event Order (BEO)” (insights.eventscouncil.org/Full-Article/banquet-event-order-beo). Definition of a BEO.
Events Industry Council, APEX Event Specifications Guide Template (insights.eventscouncil.org/Portals/0/APEX_Event_Specifications_Guide.pdf, file dated 2008). Recommended timing: ESG sent at least four weeks out; completed BEOs returned no later than two weeks out; the contract can override.
Hilton, Banquet Event Order Additional Terms and Conditions (U.S.A., Canada, and Puerto Rico) (hilton.com/en/p/hilton-distributions/standalone-beo-addlterms/). Expected count 10 business days out; final guarantee three business days out by noon; billing on guarantee or number served; set no more than 3% over guarantee; service charge, gratuity, and supplemental surcharge definitions; additional-spend signers; amendments and entire agreement.
Westin (Marriott), The Event Planning Glossary (westin.marriott.com, PDF). BEO details include final menus, room setups, timing and agendas, and staffing; also called an EO.
Frequently Asked Questions
Who signs a BEO?
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Whoever is authorized to commit your organization to the charges, usually the planner or the meeting owner, plus the venue’s catering or convention services manager. Hilton’s published BEO terms make the BEO binding once both parties sign it. If someone else holds signing authority at your company, get their sign-off before you return it.
Can a BEO change after it’s signed?
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Yes, but don’t assume the venue has to accept the change. Hilton’s published terms say the hotel may accept or reject changes at its sole discretion, and that amendments must be in writing and signed by both parties, with one exception: the final guarantee may be given by phone. Ask for a revised, re-signed BEO for anything that matters.
Is the guarantee the same as my attendance?
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No. The guarantee is the number you commit to pay for. Under Hilton’s published terms you’re billed for the guarantee or the number of guests served, whichever is greater, so a no-show doesn’t lower the bill and a walk-in raises it.
What’s the difference between a BEO and an event specifications guide?
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The event specifications guide (ESG), sometimes called a resume, is the planner’s document: your full event narrative and function-by-function needs, sent to the venue and vendors. The BEO is the venue’s answer for each function. APEX guidance suggests sending the ESG at least four weeks out and getting completed BEOs back no later than two weeks out.
Do non-hotel venues use BEOs?
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Many conference centers and full-service venues use a BEO or a similar event order. Smaller venues and caterers may call it an event order, a function sheet, or just a catering order. Whatever the name, ask for one written document per function and review it the same way.
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