Technology to Manage BEOs: How Tripleseat Streamlines Events

A well-structured BEO ensures private events run without a hitch, but creating one can be daunting and make you wonder about available technology to manage BEOs.

The private events industry thrives on precision, efficiency, and fluidity, and the BEO is a big part of the process. For those who’ve been in the business, the term “Banquet Event Order” (BEO) isn’t just jargon—it’s a lifeline. A BEO is an in-depth document that outlines the specifics of an event, encompassing everything from the type of chairs to be used to the timeline and menu.

This is where Tripleseat comes into the picture, offering a seamless solution to manage BEOs and much more.

The Importance of a BEO

A BEO is not just a checklist; it’s a communication tool. It ensures everyone, from the kitchen staff to the audio-visual team, is on the same page. Without a comprehensive BEO, the risk of misunderstanding or miscommunication surges, which can be a recipe for disaster. Some of the items a well-designed BEO encompasses are:

• Event Timing: The start and end time of the event, along with a detailed itinerary.
• Menu and Dietary Requirements: A detailed menu, including provisions for guests with dietary restrictions.
• Room Setup: Descriptions and layouts for how each space should be arranged.
• Equipment Needs: Lists of all the technical equipment, from microphones to projectors.
• Staffing Requirements: Specific roles and responsibilities for the staff involved.

When managing multiple events or even single but complex events, having a BEO system in place streamlines the event process, eliminates redundancy, and minimizes the risk of errors.

How Tripleseat Can Help

Tripleseat takes the hassle out of BEO creation by offering customized BEO templates that can automatically generate based on information inputted from lead forms and existing databases. Here’s how it can streamline the process:

1. Cloud-based

Tripleseat is digitally on the cloud and not on your hard drive or computer, making it easy for users to access all event-related info they need from their phone, tablet, laptop, or desktop, no matter where they are. Simply log in to view team communications, documents, menus, and statuses and immediately update details or address items that need attention whether you’re in or out of the office.

2. Real-Time Updates

The days of emailing multiple versions of a Word document are over. Tripleseat, technology that manages BEOs, allows real-time updates of event orders that all relevant parties can see in each event’s Guest Portal, avoiding confusion and keeping everyone in sync.

3. Built-in Communication

Tripleseat’s communication tools and chat history logs ensure that you’re in constant contact with your staff, chefs, managers, suppliers, and clients, so everyone stays informed and in the loop. You can even tag specific team members if there’s something that needs their particular, immediate attention. Want to let your staff know details about an event that you don’t want to be seen by the client (such as a surprise Champagne toast)? You can use our internal notes feature. These can be added in the same place as your other event notes and will appear on the chef BEO document.

4. Error Minimization

Human error is inevitable, but the automated process reduces the likelihood of mistakes. Tripleseat ensures that once the data is inputted correctly, the resulting BEO will be accurate.

5. Customization

Every event is unique, and Tripleseat creates BEO digital templates that can be easily modified to reflect specific needs. Whether it’s a corporate gathering with intricate technical requirements or a simple private event, Tripleseat has you covered.

6. Efficiency and Time-Saving

Time is of the essence in the event management industry, and Tripleseat helps you save it by automating a labor-intensive process. There’s no comparison between having to manually update documents that then have to be reprinted and placed into a binder when an event detail changed, and simply logging on to Tripleseat to quickly update a food allergy alert for a menu, a guest count, or a cost estimate. This extra time can then be invested in enhancing other aspects of the event.

Use the Best Tool for BEOs

A robust BEO is an indispensable tool for any successful event manager. Tripleseat makes creating and managing BEOs efficient with modern technology, accurate, and customized. Our platform is an invaluable asset for anyone in the event management field.

Book a demo with us to see how you can streamline processes and enhance your guests’ experience with one platform.