BEO software
Banquet event orders, built from the signed proposal
Schedule, catering, room setup, staff and vendors on one sheet. The client, your vendors and your team each get their own version, always current.
Who sees what in the BEO?
Section by section, you choose what the client, vendors and your team see. Each one gets their own link.
The client
They review the schedule, fill in what is missing and approve the BEO online.
- A prefilled form for their timings and needs
- "Approve the BEO" in one click, dated
- Staff without hours or internal notes
Vendors
Each vendor sees their part, confirms it and suggests changes.
- "Got it, I confirm" from their link
- A menu or detail suggested, for you to accept or not
- Never the internal remark or hidden sections
Your team
The full BEO, hours and internal remark included, readable on a phone.
- A team link, on mobile or as a PDF
- The internal remark stays with the team
- Who read the latest version, and who did not
The internal remark is never shown to the client or vendors, whatever the settings.
Which banquet event order (BEO) software for an event venue?
Joinways is banquet event order (BEO) software for event venues (independent hotels, banquet halls, wedding estates, restaurants with private dining rooms, coworking spaces) that builds the BEO from the signed proposal. Schedule, catering, room setup, AV, staff and vendors carry over with no retyping, including the lines of a booking platform's quote read from its PDF. The client, your vendors and your team each get their own version. When an amendment changes a time or a headcount, the affected line is flagged and you see who read the previous version. The BEO lives in the same tool as your inquiries, proposals and space calendar.
How does the signed proposal fill in the BEO?
Each proposal line lands in its section: catering, AV, schedule, staff. When an amendment changes a quantity, the line is flagged "Changed" and updates in place.
Every line in its section
Lunch under catering, the projector under AV, timings in the schedule.
Amendments tracked
A quantity or time changed on the proposal is flagged, next to the value already carried over.
Your edits kept
What your team changed by hand stays. The new version is added beside it, with a warning.
How does the client fill in their part?
You send a form prefilled with what the BEO already holds. The client gives their timings, the room setup for each part of the day and their needs. Their answers land in the BEO with no retyping.
Timings and schedule
Arrival, departure and each part of the day, one time per line.
Room setup by time slot
Theater for the general session, banquet for lunch, checked against the room's capacity.
Answers carried over
An answer the client corrects is flagged and updates in the same place.
How do vendors confirm their part?
Each vendor gets a link to their part: on-site hours, what they deliver, access and instructions. They confirm, fill in their details or suggest a change. You see where each one stands.
Confirmed, opened or not opened yet
Each vendor's status on the BEO, with the version they confirmed.
Menus and details suggested
The caterer suggests a menu. You keep the current one or accept theirs.
What needs handling, in orange
Pending requests show on the event tab and in the events list.
How does the BEO stay accurate?
Each section has its order and its audiences, every version is kept, staff is tracked and each part of the day has its room setup.
- BEO section visibility per audience: client, vendors, teamSections
You decide who sees what
One order for the whole BEO and, for each section, three boxes: client, vendors, team. A section you don't use is switched off without losing its content.
- One order for the editor, links and PDFs
- Each section shown or hidden, per audience
- The internal remark kept for the team
- BEO version history with line-by-line changesHistory
Every version is kept
Each save that changes something creates a version: what moved, who did it, who had read it. A vendor who read the previous version is flagged.
- Line-by-line differences
- "Changed since they read it" for each recipient
- Back to a previous state in one click
- BEO staff section and the team version on a phoneStaff
The day's staff, and who read it
Who is on site, their role and their hours, plus the positions still open. You see who read the latest version, and who did not.
- A staff directory shared across your venue
- Open positions flagged
- Who read the latest version
- Room setup for each part of the day in the BEO schedule, with each room's capacityRoom setup
A room setup for each part of the day
The general session in theater style, lunch in banquet, workshops in cabaret. Each schedule line carries its setup, checked against the room's capacity.
- Theater, classroom, banquet, cabaret, reception, U-shape, boardroom
- The room's seats in that setup
- A warning when headcount goes over
What else does the BEO handle?
Per-room PDFs, a default schedule, multi-day events, vendor invoices and an API.
Full or per-room PDF
One PDF for the team, one per room for the kitchen or AV.
Default schedule
Your venue's standard run of the day shows until the schedule is filled.
Multi-day events
One schedule per day, or the same one for every day.
By room view
The day in chronological order, or room by room.
Two people, one BEO
If a colleague saved in the meantime, nothing is overwritten without asking you.
Vendor invoices
Invoice received, invoice paid: tracked per vendor and sent to your accounting.
Overlaps flagged
A time slot that runs into the next one is flagged, with the time that fixes it.
API and MCP
Read and update the BEO from your own tools, or from Claude and ChatGPT.
What is BEO software?
BEO software prepares the banquet event order your teams follow on event day: schedule, catering, room setup, AV, staff and vendors. It starts from what was sold and gets it to everyone, with no file to retype and email around.
In Joinways, the BEO lives inside the event: a corporate meeting, an offsite, a private event or a company party. It carries over the lines of the signed proposal, including those of a booking platform's quote read from its PDF, the client's answers and your venue's default schedule. Each audience has its version: the client approves, vendors confirm, your team sees everything.
When something changes (an amendment, a time, a headcount), the BEO flags it on the line concerned and shows who read the previous version, so you can notify the people who need to know.
From signed proposal to event day, in four steps
- 01
The proposal is signed
Its lines land in the BEO's sections, alongside your venue's default schedule.
- 02
The client fills in
They get a prefilled form and give their timings, room setup and needs.
- 03
Vendors confirm
Each one gets their part, confirms it or suggests a change.
- 04
The team has the latest version
Team link or PDF: the BEO is current for everyone.
Why not a Word or Excel template?
A template works for one event. It doesn't follow amendments, doesn't know who read which version and gets retyped from the proposal every time. That is where gaps appear: 80 covers on the BEO, 95 on the proposal.
If you want to start from a template, ours is a free download. Joinways then fills it in from the proposal for you.