What is the banquet event order form template?
A banquet event order, or BEO, is the document every department works from on the day of a function: the kitchen for the menu and dietary counts, banqueting for the room set-up and timings, the bar for the beverage package, AV for microphones and screens, and accounts for the billing. This template puts it all in one form the client can review and sign.
The form follows the order a BEO is usually read: event and client details with expected and guaranteed numbers; timings and room set-up with a running order and a floor plan upload; service style, menu, dietary requirements and beverages; AV, staffing, suppliers and special instructions; and finally billing, deposit and the client's signature.
The signed BEO is saved to your FileIt vault as a PDF, ready to print for the kitchen and banqueting teams.
- Best for
- Hotels, banqueting venues, caterers and event planners
- Filled in by
- The events or sales manager, with the client reviewing and signing at the end
- Time to complete
- 10–15 minutes
- Includes
- Guest guarantee, running order, set-up style, menu and dietary counts, beverage options, AV checklist, billing, client signature
Who uses a banquet event order form?
- A hotel confirming the details of a 200-guest awards dinner
- A conference venue sending a BEO for a day meeting with lunch
- A wedding venue finalising the menu, timings and drinks with the couple
- An outside caterer confirming a buffet and bar for a corporate party
- An events manager sending a revised BEO after final numbers
- A venue keeping signed BEOs as the record of what was agreed
Questions on this banquet event order form
41 questions over 5 pages · includes signature, file upload, conditional questions, multiple pages, consent checkbox.
1 Event & client
- Event name*
- BEO number
- Event date*
- Event type* Dinner · Lunch · Breakfast · Reception · Conference / meeting · Wedding · Awards / gala · Party · Other
- Client contact*
- Organisation
- Client phone*
- Client email*
- On-site contact on the day, and phone
- Expected guests*
- Guaranteed number
- Final numbers due by
- Event / sales manager
2 Timings & room
- Room or space*
- Room set-up* Banquet rounds · Cabaret (half-rounds) · Long tables · Boardroom · U-shape · Classroom · Theatre · Reception / standing · Other
- Client / supplier access from
- Guest arrival*
- Food service starts*
- Event ends*
- Running order
- Linen, napkins and table décor
- Floor plan or seating plan
3 Menu & beverages
- Service style* Plated · Buffet · Family style · Food stations · Canapés / bowl food
- Menu*
- Dietary requirements and allergies
- Beverages* None · Soft drinks only · Drinks package (per person) · Bar on consumption — charged to the account · Cash bar — guests pay
- Drinks details asked only when it applies
- Bar tab limit asked only when it applies
4 AV, staffing & suppliers
- AV & equipment Projector and screen · Handheld microphone · Lapel microphone · Lectern · PA / background music · Stage or riser · Dance floor · Flipchart · Wi-Fi for guests
- AV notes asked only when it applies
- Staffing
- External suppliers and arrival times
- Cloakroom required?
- Signage and directions
- Special instructions
5 Billing & approval
- Billing* Invoice to organisation · Card on file · Master account (hotel) · Paid in advance
- Purchase order number asked only when it applies
- Deposit received
- Estimated total
- Client approval*
- Client's signature*
The banquet event order form, page by page
1 Event & client
Event name, BEO number, date and type, the client contact, organisation, phone and email, the on-site contact, expected and guaranteed numbers, when final numbers are due, and the event or sales manager.
2 Timings & room
Room, set-up style (rounds, cabaret, long tables, boardroom, U-shape, classroom, theatre, standing), access time, guest arrival, food service and finish times, a running order, linen and décor, and an upload for a floor or seating plan.
3 Menu & beverages
Service style, the full menu, dietary requirements with numbers and tables, then the beverage arrangement — none, soft drinks, package, bar on consumption (with a tab limit) or cash bar — with drinks details when there is one.
4 AV, staffing & suppliers
An AV checklist from projector to dance floor with notes, staffing (servers, bartenders, security and their times), external suppliers and arrival times, cloakroom, signage and special instructions.
5 Billing & approval
Billing method (with a PO number for invoiced events), deposit received and estimated total, a note on taxes, service charges and guarantees, and the client's approval and signature.
Make the template yours
- Replace the set-up styles and rooms with your own venue's
- Change the currency on the deposit, tab and total fields
- Edit the billing note to match your event contract
- Add a revision number next to the BEO number so each re-signed version is easy to tell apart
- Send the form as a request to the client so it's tied to their email
- File BEOs into a folder per month so the week's events are easy to print
Tips for a better banquet event order form
- Send the BEO early and again after final numbers
- Write the running order in times, not 'after dinner'
- List dietary requirements with names or table numbers so they reach the right guest
- Confirm supplier arrival times and access routes in writing
- Get the client's signature before ordering food
- Print the signed PDF for the pre-event briefing
Every response becomes a PDF in your vault
Once the client signs and submits, the BEO is saved as a PDF in the vault folder you chose and the form owner is notified. The client receives a copy if emailed copies are on.
Print the PDF for the kitchen, banqueting and bar teams, or share it from the vault. For changes, send a new BEO — the Responses table keeps each version with its date.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Banquet event order form: frequently asked questions
Is this banquet event order template free?
Yes. It's part of the Forms app on every FileIt account, including the free plan.
What is a BEO?
A banquet event order is the working document for a function — it tells each department what's been agreed for timings, room, food, drinks, AV and billing.
Who fills it in?
Usually the events or sales manager completes it with the client — in a planning meeting or on a shared screen — and the client approves and signs at the end. One submission holds the whole BEO, so the signature is given on the same form rather than added later.
Does it calculate the bill?
No. It records the deposit and an estimated total; pricing and invoicing stay in your usual system.
Can I attach a floor plan?
Yes — up to three files, such as a floor plan and a seating plan.
How do I handle changes after signing?
Send a revised BEO and have it signed again. Each signed version is kept as its own PDF.