The Banquet Event Order (BEO) is a detailed document that contains important details about the event, from the timeline, menu items, contact information and more. Within Releventful, the BEO is generated within the event and is attached to the client's existing proposal/invoice.
The following tutorials and information below explains how to create BEOs and share them with your clients.
BEO Tutorials
Click the thumbnails below to navigate to the following two tutorials around the BEO functionality.
Video #1
Video #2
Create a BEO Layout
To generate a BEO for a given event, you will need to first start by creating your desired BEO layout. The BEO layout is how you determine which information from the client's event and invoice are reflected on their BEO.
You can have multiple BEO layouts showcasing different points of view. For example, you can have separate BEO layouts for your back of house and front of house teams, as well as have a layout that is client facing that the client can review and sign electronically.
To create a BEO layout, follow the steps outlined below:
Open the client's existing invoice to be brought to the quick-close invoice screen.
Select "BEO" from the left-hand menu above the client visibility settings.
Select the blue "+" icon or select the “Add a New BEO Template” hyperlink on the page.
Give the layout a name and optional description.
Check the boxes for the BEO sections of information that you want reflected on the BEO. Review the information below for more information around the BEO sections and the data they bring in from the event and invoice.
BEO Sections
The BEO sections are the available data fields that can be brought into the BEO layout. The grids below will explain the available options, where the data is generated from, and where they are displayed on the BEO if included.
Add E-Signature
BEO Section | Description | Data Location | BEO Placement |
Add E-Signature | Include an E-Signature for your client to sign this BEO | The signature is generated within the BEO when the client signs electronically | Bottom of the BEO in preview mode and client view |
Event Details
BEO Section | Description | Data Location | BEO Placement |
Event Details | Include the event day, time, and other event info | Event Edit Screen > Event Info Tab | Top of BEO |
Event Notes | Include the internal event notes from the event edit screen | Event Edit Screen > Event Info Tab > Event Details (staff only) | Event Notes box at the bottom of the BEO |
Event Timeline | Include event timeline section | Event Edit Screen > Portal Tab > Timeline | Timeline box on BEO |
Venue Details | Include venue name | Event Edit Screen > Event Info Tab > Venue Details | Top of BEO |
Venue Contact Info | Include the venue email and phone number | Event Edit Screen > Event Info Tab > Venue Details | Top of BEO |
Client Details
BEO Section | Description | Data Location | BEO Placement |
Client Details | Include client name and business name | Client profile details | Top of BEO |
Client Contact Info | Include the client email, phone number, and address | Client profile details | Top of BEO |
Invoice Details
BEO Section | Description | Data Location | BEO Placement |
Audio Visual (A/V) Items | Include Audio Visual section | Package and Add-On > BEO Category > Audio Visual (A/V) | Audio Visual box on BEO |
Beverage Items | Include beverage items section | Package and Add-On > BEO Category > Beverage | Beverage box on BEO |
BOH (Back of House) Notes | Includes all BOH notes for all included packages and add-ons | Package and Add-On > BOH (Back of House) Notes | Reflected in the assigned BEO category box |
Invoice Pricing | Includes prices for all invoice line items | Invoice line items | Reflected in the assigned BEO category box |
Menu Items | Include menu items section | Package and Add-On > BEO Category > Menu Item | Menu box on BEO |
Setup Details | Include setup notes from packages, add-ons, and invoice | Package and Add-On > Setup Notes | Setup box on BEO |
Show Item Descriptions | Include description details | Package and Add-On > Description | Reflected in the assigned BEO category box |
BEO Categories
To have items appear in the Menu, Beverage, and Audio Visual boxes on the BEO, the packages and add-ons need to have the BEO Category identified. Each package and add-on has a field within its settings to identify the BEO Category it falls within. To populate the BEO Category for a package or add-on, follow the instructions outlined below:
Select the "Templates" icon in the left-hand navigation bar.
Select "Package Templates" for packages and "Add-On Templates" for add-ons.
Open the desired item from the page that appears. Use the search bar to locate the package or add-on quickly.
Scroll halfway down the page to the "BEO Category" field.
Open the drop-down menu and select Menu, Beverage, and Audio Visual to categorize the item properly for the BEO builder.
Price Descriptor
The price descriptor is listed inside the settings of the package and add-on and is used on the BEO to describe how this item is priced. Here are some example descriptors:
If price is per person, descriptor should be per person
If price is for each item, descriptor should be each
If price is for each bottle, descriptor should be per bottle
Enter your desired text into the field to have the item listed as such on the BEO display.
Customize Invoice Line Items
If you need to modify a specific field within a package or add-on for a client's proposal or invoice, these types of edits can be done within the line item on the client's proposal or invoice.
For example, if you need to update the Back of House notes field within a package on a proposal to correctly make a note for the specific event, you can do so by opening the client's proposal and editing the line item. The edit that you make on the client's proposal or invoice will make the change to this item for their event only, and will not impact the data stored within the original package or add-on within the templates menu.
Reusing BEO Layouts
Once a BEO layout is created and saved in the system, you can reuse it for any event! When creating a BEO for an event, instead of creating a BEO layout, select from a saved layout by opening the available drop-down menu.
Updating and Deleting BEO Layouts
If you need to make an update to a BEO layout after the BEO layout has been applied, select the settings gear on page and select "Update BEO Layout." This action will bring up the pop-up window editor and allow you to add or remove sections as needed.
In the same area, select "Remove BEO Template" to permanently remove an existing layout. This action is permanent and will remove the layout from your entire account and not just from the event you are reviewing.
Hover over the fields on the BEO to see the quick edit button in the upper right-hand corner of the field. When selected, you will navigate directly to the source of the data to make any needed modifications.
Client Access to the BEO
You can choose to share the BEO with the client and even request your client to sign the BEO to keep an electronic signature on file.
Share BEO with the Client
To share the BEO with the client, open the BEO and select the person icon in the upper right-hand corner. When selected, select "Share BEO with Client" from the list of settings that appears. When selected, the BEO will be available for the client within their portal and attached to the invoice.
When shared with the client, the client will have a tab at the top of their invoice access for the BEO (as shown in the screenshot below):
Request Client Signature on BEO
To request a client signature on the BEO, ensure that you have added the "Add E-Signature" section to the BEO layout. For more information on how to do this, refer to the instructions here.
Select the edit pencil in the upper right-hand corner of the BEO and select, "Request E-Signature" to require the client to sign the BEO.
ℹ️ Note: When BEO sharing with the client is turned on, it will make the BEO visible to the client, but the client will not be notified until the "Send to Client" button is pressed on the quick-close invoice screen. The same workflow is applied to the e-signature request; the e-signature request will not be sent to the client until the "Send to Client" button is pressed.
When E-Signature is requested on the BEO, a yellow notification bar will appear at the top of the BEO indicating that the BEO signature is pending. Once the client has signed the BEO, the notification bar will change to green and say, "BEO Signed."
If you need to remove the signed BEO for any reason, open the BEO and select the button at the top of the page for, "Remove Signed BEO."
Swap Shared BEO
Do you need to change the layout of the BEO that was shared with the client? No problem! Open the BEO and change the layout with the available drop-down menu. Once changed, if you would like to share the newly selected layout with the client instead of the current one shared with them, select the "Swap" icon at the top of the page. When selected, the client will see the new layout you have selected.
Print and Download the BEO
To print and/or download the BEO, open the BEO from the quick-close invoice screen and select the print icon in the upper right-hand corner of the page. When selected, a new web browser tab will open and display the printable version of the BEO. Print or download directly from this page.
The client will also be able to print and download the BEO from their view. On the BEO tab, they can choose to download or print the file to keep their own copy for their records.
Hover over the invoice on the "Invoices" tab of the edit event screen to see the quick download options for the BEO, Invoice, Contract and Event Detail Report (as shown in the image below). Easily access the file you need with these available icons.
