Function sheet (BEO)

Create and share the function sheet for your events: schedule, operational notes (catering, technical, service), public link and PDF export for your teams.

Function sheet (BEO)

The BEO (Banquet Event Order) is the operational document for your event. It details the schedule, room setups and notes for catering, technical and service. It's the document you share with your field teams and vendors on the day of the event.

Where to find the BEO

Open an event and go to the BEO tab (or Function sheet). The BEO is available from event creation, but is typically filled in after the quote is signed.

The schedule

The schedule is a chronological list of time slots, each with:

Time — start time (and optionally end time).
Label — what happens during this slot.
Category — welcome, food, session, break, technical, entertainment or other.
Room setup — theatre, classroom, U-shape, boardroom, banquet, cocktail or custom.
Notes — additional instructions for this slot.

💡 You can initialize the schedule from a signed quote's line items. Joinways pre-fills the slots with the quote's services.

Operational notes

Three dedicated sections let you write specific instructions:

Catering — menus, allergies, guest count, service timing.
Technical — sound, lighting, projection, stage setup.
Service — reception, cloakroom, signage, coordination.

Share the BEO

You can share the BEO in two ways:

Public link — enable BEO public access to generate a read-only link, shareable with your vendors.
PDF — generate and download the BEO in PDF format.

💡 The BEO public link is separate from the event public link. You can share one without the other.

Best practices

The BEO (Banquet Event Order) is the operational document your on-site team uses on the day. The more complete it is, the fewer last-minute questions arise. Make it a habit to finalize it at least 48 hours before the event and share it with all relevant stakeholders.

One BEO per space — if the event spans multiple rooms, create a separate BEO for each space with its own schedule and technical needs.
Include precise timings — vendor arrival time, doors open, service start, end — every minute counts on event day.
List key contacts — add the client's name and phone, the caterer, and the technical manager to the BEO.

💡 Export the BEO as PDF to print and distribute to each team lead on the event day.

⚠️ Always verify dietary restrictions and accessibility requirements before finalizing the BEO.

Sample BEO schedule

For a 200-guest corporate gala, a typical BEO schedule might look like this:

2:00 PM — Vendor arrival and setup
5:00 PM — Technical check (sound, lighting, video)
6:30 PM — Guest welcome, cocktail
8:00 PM — Seated dinner
10:00 PM — Entertainment and dancing
12:00 AM — End and cleanup

Each slot is documented in the BEO with assigned team leads and specific instructions.

Troubleshooting

BEO not reflecting latest changes?

The BEO is generated from saved event data. Save all modifications before generating or downloading the document.

PDF layout looks different than expected?

Check your browser's print/download settings. The BEO uses your venue's branding (logo, colors) from Settings > Venues > [venue] > Billing.

FAQ

Do I need to fill the BEO manually?

You can initialize it from a signed quote, then adjust slots and notes. Or fill it entirely by hand.

Is the BEO visible from the event public link?

Yes, if the BEO is filled in, it appears on the event's public page.

Can I customize the BEO layout?

The BEO follows a standard layout with your venue branding. You can edit section content (schedule, setup notes, catering details) before generating the document.