How do you prepare a banquet event order (BEO) that meets client expectations?

Clarity on Minimum Guarantee of number of people, additional surcharge if applicable. Service charge and taxes as applicable. Outside food if there, then disclaimer

Understand the client's needs and expectations. with clear expectations the operations team (a properly trained -banquet or event team, can easily meet and exceed expectations). A well trained team can deliver the dream event.

One thing I've found helpful as well, is educating the client, gently, on expectations which means being transparent about costs. (I've had to have specific education sessions on how much bacon costs for an event menu). Often clients believe they have provided a large budget because it is a big budget for them but it may not go as far as they imagine it will. Be transparent about actual costs as you go. Also, find out who their most influential stakeholder is going to be early. Get a clear picture of what that stakeholder likes/dislike, pet-peeves from previous events, etc. Knowing the "why" they want something a certain way, can help you get creative in problem solving around budgeting issues to provide a satisfactory solution.

Proofreading and double checking the BEO only shows your commitment to excellence and profesionalism. Mainly shows your committment to deliver a flawless event that covers all their expectations and needs.

Be transparent - Give your constituents an honest cost breakdown and make sure they understand the "why" for said costs. Be proactive - Collect as much information about the event as early as possible. Ask about previous experiences, what works, and what does not work for the constituent. Be reactive - You're bound to occasionally run into last-minute requests the day of the big event. Maintain composure and confidence to assess the constituent's needs, and delegate tasks to staff as needed while you find a solution. Be creative - How many banquets have you been to with the same "chicken or fish" spread? Provide unique options catered specifically toward the theme of the event. Be human - Build those connections and have fun doing it!

... and keep up with the "last minute changes" which are huge part of our event business. Signed BEO keeps us all "committed" and specially "informed" with the latest changes.

Making the deadline date clear and well defined helps in avoiding last minute revisions. I make sure all BEO's are finalized and confirmed with adjustments 14 business days prior to the start of the event date. Last minute changes are always going to occur and I have found that adding on additional fees after the BEO is finalized helps 'control' the client and forces them to be firm on their final numbers and decisions. Putting the pressure back on the client does make a difference.

I love this contribution Training and PRESHIFT meetings are a must. Training of your events team, is key to the success of any event. Teams must invest in training their teams, if the talent knows what to do and how to do it, will only give you amazing results. PRESHIFTS are a must. Invest and plan in having the team coming a bit earlier for a proper Preshift meeting. A properly communicated preshift will give a clear picture of the client expectations and talent assignments (before, during, and after the event). A well-trained talent, that has a great preshift can easily Exceed Guest Expectations. Invest and plan for those.

I make sure to have a resume that includes the groups agenda, breaks, food & beverage along with the floor plan. Having a clean resume that has all the important details about the event makes for a smooth execution by all team members involved.

Also meet up with decorator, photographer,event management company. Ensure there is clarity of timelines, cleaning charges and other ancillary things

Our team does an excellent job of communicating changes as soon as we hear about them. Whether that is a significant increase/decrease in attendees count, adjusted menu items or serve times, or last minute “pop up” or canceled events, we send out a revised BEO and walk it to all departments to ensure prompt receipt and notification.

If the ratings are great... congratulate your teams ! if the ratings are now so great. Focus on improving on the feedback. be trasnsparent and share it with your team (all front line), and together come up with the posible solutions for improvement. when you involve your team in the solutions, the team will be more committed to improve those results. The team will have the best suggestions to improve service (always with Guest Experience and satisfaction in mind). Solution suggestion can only improve guest experience.. solutions cannot be shortcuts.