The Cvent team has booked hundreds of events around the country at hotels and unique venues. A key part of the process is the agreement with the venue for the meeting – often called a BEO (Banquet Event Order).
Below are Cvent’s Top 5 BEO Tips for Meeting Planners
- Always double check all dates and times listed on the BEO. Make sure that the set-up time is at least 30 minutes prior to the start time of your function so that last minute changes to the room set-up can be accommodated. If you are holding a multi-day or multi-session event, make sure that all breaks are included in the BEO and allow enough time for F&B to be refreshed.
- Read the fine print. This could prevent you from missing important guarantee deadlines and paying more than you budgeted.
- Include more details than necessary in writing. Even if you are hosting an event where you will obviously not need piped in music, make sure that you include that you do not want piped in music on your BEO. Other details you may want to include are wrap leftovers to-go for host, centerpieces to be delivered by florist, please use house linens etc.
- Make sure that pricing is accurate. If your negotiated price is inclusive of tax and gratuity, do not assume that the price listed on the BEO is inclusive of tax and gratuity unless this is written down. Look for extra fees like service fees or bartender fees. If you have not agreed to additional fees upfront, discuss these fees with the venue up front before signing the BEO.
- Review contact information and make sure that BEO has the correct posting information for your event. If the name you have marketed your event by does not match the name on the signage the day of the event, attendees may be confused and will struggle to find the correct room. Lock down the room that you have reserved and make an agreement with the venue to change the meeting rooms that you reserved.
Following these simple tips can make your meeting more successful and less stressful
