7 Mistakes to Avoid on Your BEO for Organizing an Event

The BEO (also called “banquet event order, “brief” or “summary”...) is a central element, essential for the smooth running of an event. It is a document (digital or paper) that summarizes all the information about the upcoming event.

As a group and event manager or manager of receptive venues, it is most often up to you to create it. In reality, it is a powerful asset for the good management of each project, as well as for smooth communication between all parties (the various teams in the place, the customer, external service providers, etc.).

Let's see together which mistakes should not be made with the function sheet to ensure the success of an event.

The function sheet: definition

This data sheet is a document that compile:

• critical information, and,

• The chronology

of the organization of an event.

It is a kind of comprehensive summary, where all aspects are covered. The creation of this sheet begins well before the big day and can evolve until it is put into practice when the event itself is set up.

In summary, the function sheet is at the same time clear, precise, exhaustive and legible. It is also aimed at to you and your teams than to your external partners (catering, accommodation, entertainment...), and sometimes even at your customer. So everyone can coordinate easily.

In Booking Shake, it is also possible to Generate automatically a digital or printable function sheet using the event information noted in the tool, as the exchanges progressed. This allows you to have a clear vision of each stage of the event.

This frame is 100% customized to match Your needs. The digital version is also synchronized in real time as soon as there is the slightest change. As a result, all information (including billing) is in one place. You save time, increase efficiency and avoid mistakes.

The 7 mistakes to avoid with your event organization function sheet

The fact sheet is the reference document for everyone involved in organizing an event. It is therefore essential to make it also complete and structured as possible to quickly find useful and up-to-date information.

At the time of writing or as it is being filled out, there are many mistakes to avoid!

Mistake 1. Give readers no context

Even if the function sheet has an important operational scope, that is not everything. Indeed, to carry out a successful and meaningful event, you should not hesitate to include context elements, for example:

• What is thepurpose of the event?
• What is the Expected audience ?
• The organizer's fears?
• ...

This information, to be inserted at the beginning of the sheet in order not to pollute the process, allows us to work together for the same objective for the success of this event. Thanks to the context, your teams know where they should take customers where they should take customers or where they should be particularly attentive.

Mistake 2. Do not give the contacts of the various actors of the event

In a function sheet, your teams must find important information about your contacts (customers, service providers, etc.). It is essential to Please fill in all the useful information fields such as phones, email, WhatsApp... Especially if you are not always in person at the events.

If you are in a relationship with businesses, it is important to identify the precise interlocutor on site (the bride and groom are usually always present at their wedding), with whom you will have to coordinate the process. Have at hand all the information to reach this person but also that of your initial contact (with their hours and working days for example, their direct telephone line, or another contact in case of absence, etc.) especially if they are not there on the day.

Booking Shake already includes a CRM so you can easily manage all of this information. A real gain in energy to subsequently have a complete function sheet.

Finally, think about the contact of service providers and anyone involved in the event.

Mistake 3. Forget points in the organization of your event

Of course, if there's one thing you need to be on very Precise, these are practical details for organizing your event :

• decoration, floral arrangements,
• sound, light, control room,
• welcoming guests,
• layout of the premises, placement of tables,
• necessary equipment,
• planned animations...

The function sheet also shows all The chronology of your event, whether it's the timing on the big day or even beforehand: assembly, deliveries, etc. This Retro-planning makes it possible to effectively coordinate everyone's work and to sift through each element not to be forgotten.

It is not very common in France to share your function sheet with the organizer but it is nevertheless a practice that would benefit from being put in place. In other countries, it is perfectly normal to do so and for good reason: the organizer can thus alert you to an oversight or a misunderstanding on their part, which is easier to manage in advance than on D-Day.

Mistake 4. Do not sort information by department

Slipping between the need for a microphone and the cabaret format that there is a gluten-free option is the assurance of having a small problem at lunchtime...

Catering can be a key and complex part of organizing an event in your establishment. In this case, we invite you to set up a segment special for kitchens, linked to the remains of your data.

Menu, product delivery, timing, special diets, is there a seating plan... It is easier to manage these very important aspects when the information is not polluted by too much information.

To increase efficiency, we recommend using one (or more) model (s) of standardized function sheet for your needs and the type of events you are hosting. This will make it easier to fill out, duplicate, or send. Of course, this document must still remain flexible in its operation to meet the needs that go beyond your usual services.

In Booking Shake, it is possible to generate several models of function sheets in one click, for the same file, for example by service (kitchen, bar, accommodation...), with only the operational information relevant for each one.

Attention, a global function sheet remains essential for some members of the organization who are used to absorbing all the information and will be the conductors of the event.

Mistake 5. Do not update the function sheet in real time

The organization of an event evolves almost from day to day, if not from hour to hour! Since your job description is a central document in the management of everyone's work, this information relay must be kept up to date. That's why we do not recommend using a handwritten paper file, which is tedious to complete, share, or consult.

On Booking Shake, we of course suggest exporting the function sheet of an event in PDF and printing it (not everyone has their nose on a computer, especially on the big day!). But it is also possible to share the form as a web page. Thus, each recipient of the function form has access to An up-to-date web version, up to the minute It's automatic!

Mistake 6. Keep the function sheet for yourself or not do it!

Organizing an event involves a lot of people. The job description is not intended to remain a personal document. It is the preferred tool to share for the smooth running of this mission.

This element should be kept in mind when filling out your job form. This brief should be available in clear language, also for the uninitiated. Information is prioritized and structured in a clear manner. In short, understandable by everyone and in the blink of an eye! The ideal is for all stakeholders to use the same document template. Because if everyone makes their own little personal summary on their own, it's the door open to misunderstandings and misunderstandings...

The best tool to successfully distribute the function sheet remains the weekly meeting to present the function sheets to each department manager:

• so you can explain them in person,
• focus on the points that are important for everyone,
• answer questions from colleagues.

It is ideal to schedule this meeting 1 week in advance of upcoming events.

Mistake 7. Do not include a “post-event” part

An event does not end when the guests have left and the bill sent. It may be a good idea to include a “sticky note” - for your teams and yourself - in the function sheet, indicators on which you will rely for measure the success of this project and customer satisfaction.

These elements are the extension of the objectives of the event defined in the first place (which we mentioned in error 1). For example:

• Is it a successful project for the customer?
• Did the coordination with all partners go well?
• Were there any shares and relays of this event on social networks?

Writing it down means thinking about it and you will thus have more easily feedback from teams and customers to evaluate and measure.

These questions should be accompanied by precise and objective evaluation criteria. But everyone's feelings, especially with regard to satisfaction or customer experience, are also welcome! After all, an event is a moment of sharing, one An experience that can be lived and felt.

It is entirely possible to schedule a 10-minute meeting once a day to debrief the events of the day before and collect all this hot feedback. WhatsApp groups are also very successful for this type of communication.

In Booking Shake, you can also create custom fields in each event folder/project to enter this information and keep it carefully or insert it into the history and show your teams how to do it directly.

Whether you are preparing for a simple or complex event, planning remains an essential ingredient for its success. La function sheet is an integral part of this process, from A to Z. This document must be adapted to the specific needs of the project and it will prevent you from making mistakes in your event organization.