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.

Click the thumbnails below to navigate to the following two tutorials around the BEO functionality.

Video #1

Video #2

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:

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.

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:

Do you have invoice items that don't fit into the existing categories of Menu, Beverage, and Audio Visual, and need a custom category box on the BEO layout? You can add your own BEO categories and display these on the BEO layout! Follow the steps below to create your own custom BEO categories:

You can modify any existing category names by selecting Edit next to the BEO category within the list.

After creating your additional BEO categories using the steps provided, you can start associating your packages and add-ons with these categories. Refer to the steps above to edit your packages and add-ons and specify the BEO category they should be linked to.

In the BEO Category drop-down field for a given package or add-on, your new custom BEO Category options will now be available for selection.

To display your custom BEO Category boxes on a BEO, utilize the outlined steps above to Create and Update a BEO Layout to update the information displayed within the BEO.

All custom BEO Categories will be listed under the Choose Invoice Details section of the layout editor. Check the box alongside each custom BEO Category that you would like to display on the BEO layout.

ℹ️ Note: As you create new BEO Categories, a checkbox will become available for the category within the BEO layout editor.

You have the ability to reorder the layout of information on the BEO. To change the order of what is displayed, follow the steps outlined below:

ℹ️ Note: The only sections that cannot be reordered are the event and venue details. These will remain at the top of the BEO page.

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:

Enter your desired text into the field to have the item listed as such on the BEO display.

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.

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.

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.

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.

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):

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.

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.

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.