What Should a BEO Include?

BEOs should detail everything that’s required to execute the event properly. This includes:
 Contact info
 Space usage
 Event date
 Set-up and start/end times
 Number of guests

More specifically, the following items are likely to be thoroughly outlined.

Food & Beverage

A BEO should include all food and beverage details such as:
 Menu – All menu items should be listed in the order in which they will be served,
including optional children’s meals. If there is a buffet, all menu items should be
listed along with the station and set position.
 Dietary concerns – Any dietary requests such as vegetarian options, gluten-free
items, or nut-free meals should be included in the BEO.
 Service times – Service times should be clearly listed for all meals as well as
additional requests, such as a champagne toast.
 Special service items – This includes special requests such as wine or sparkling
water on each table.
 Food prices – A price breakdown for each item should be included along with a
quantity for each item selected.
 Room rental fees – This is the charge for using the function space.
 Headcount details – The BEO will detail how many guests are expected,
guaranteed, and the number of guests a room will be set for.
 Beverage details – This includes a list of beverages to be served during the event
such as coffee, tea, soda, or alcohol. When alcohol is served, a list of brands is
provided as agreed to by the planner.

Parking & Transportation

These logistics need to be detailed in advance in the BEO to ensure an orderly flow of
guest arrivals. Services such as valet parking and guest shuttles should be outlined so that
guests know where to go. If there are self-parking areas, these need to be specified in the
BEO as well as at the time of the event.

Room Set-Up
The room setup section will include details on the equipment required but will not include
placement directives for that equipment.
 Table setup – This includes the number and type of tables to be included as well as
the timeframe allocated for setup activities.
 Décor, linens, and lighting – Décor and accessory details (types and quantities)
should be listed in the BEO.
 Podium or audio/video (AV) – If a podium or AV is required, it should be specified
ahead of the event. If AV is required, the vendor should be listed as well.
 Microphones, screens, and speakers – Any AV equipment that is required should
be listed in the BEO.

Event Diagram

The loyal companion to any BEO is an event diagram, which is a broader explanation of
the room setup. This is where you’ll outline the placement of tables, equipment, lighting,
tablecloths, etc. From here, you’ll be able to visualize, for your team as well as your client,
how an event will look.

Schedule & Order of Events

Some events require an organized timeline right down to the minute. Usually this is for
complicated events or celebrations, like a wedding. In this instance, a BEO may include a
schedule section that details the uses for each space during the event while the order of
events should be detailed in the cover page of a BEO packet.

Staffing Requirements

If an event is expected to be very complex, you may choose to add staffing requirements
to an internal version of the BEO. This can include wait staff, bartenders, security staff,
coat check attendants, and parking attendants.

Signature Lines for Customer and Property

Standard on any contract are the signature lines. Don’t forget to include them for both the
meeting planner and a representative from your property.
An Example of a BEO

Terms & Conditions

Generally, a BEO will have a footer with basic terms and conditions items like:
 Tax and gratuity
 Guarantees
 Service fees

There is a signature line on the BEO for agreement on the food, room set up, and timing.
Some simple events may include a basic terms and conditions section in the BEO while
complex events would list these in a master services agreement (MSA) or general contract
signed at the beginning of the engagement.