Banquet event order template
Every section a proper BEO needs — and a generator that fills the template from your notes instead of making you fight a Word file.
- Complete section-by-section structure
- Used by kitchens & captains
- Generator included below
What a complete BEO template contains
| Section | What goes in it | Why it matters |
|---|---|---|
| Header | BEO #, revision #, company, contacts | The rev # is how you prove which version the client approved |
| Event block | Date, venue, room, guest count, service style | Guest count drives every per-person quantity |
| Timeline | Delivery, setup, service times, teardown | Captains staff the floor from this |
| Menu & beverage | Items by course, qty, unit, unit price, totals | The math section — where template errors cost real money |
| Staffing | Roles, headcount, hours, rates | Labor is priced and scheduled here |
| Setup & rentals | Tables, linen, equipment, floor plan notes | What ops must bring and build |
| Dietary flags | Allergies and restrictions, highlighted | The section you never want buried in an email thread |
| Totals | F&B + labor + service charge % + tax | Client-visible money summary |
| Signatures | Client approval + chef/manager, dated | Makes the BEO an approval document |
The generator above produces exactly this structure — start from your notes rather than a blank page.
Frequently asked questions
Is there a free Word or Excel version?
You can print the generated BEO to PDF free of watermark for $9.95, but drafting and previewing the full structure is free — most caterers find they never go back to editing table layouts in Word.
What's the standard revision convention?
Start at rev 1; bump the number every time anything changes after the client has seen it, and re-send for initials. Venues typically lock the BEO 72 hours before the event.
Service charge vs gratuity?
A service charge is a mandatory percentage added to the invoice (often 18-22%) and is revenue to the business; gratuity is voluntary and goes to staff. Many states tax service charges — set the tax % accordingly.