Print Banquet Event Orders (BEO) | HotelKey Knowledge Base

Generating & Printing Banquet Event Orders (BEOs) and Version Management

Category: 🖥️ Manage Events

Target Roles: Event Managers, Catering Directors, Banquet Captains, System Administrators

Last Updated: 2026-09-27

Executive Overview

The Banquet Event Order (BEO) generation workflow in EventKey enables operational teams to generate, version-control, and print detailed execution sheets for scheduled functions. BEOs serve as the official contract between the hotel and the client, detailing function room setups, guest counts, catering service schedules, AV requirements, and billing structures. Built-in version management ensures that operational teams always track historical revisions (e.g., BEO Version 1, BEO Version 2 with F&B) whenever event details change.

Configuration Guide: Generating & Printing a BEO

System Navigation Path

Home > Event Management > Select Event > Actions > Print BEO

Step	Action	Platform Guidance & Operational Details
Access BEO Menu	On the active event record screen, click the Actions dropdown menu in the top-right header and select Print BEO.	Opens the BEO Versions modal window.
Create Initial Version	Click the blue Create New BEO button inside the BEO Versions overlay.	Opens the Print BEO layout configuration window.
Configure Format	Accept or edit default BEO Name (e.g., BEO Version 1), select Language (English [United States]), and pick Orientation (Landscape or Portrait).	Choose export mode: Print as PDF or Print as XLSX.
Generate Document	Click the blue Continue button.	System generates the document, logs creation timestamp, and adds the record to the BEO Versions table.
Print / Preview	In the BEO Versions modal, click the blue Print button next to the desired version row.	Launches the formatted BEO preview/print view in a new browser tab.
Manage Revisions	When event changes occur, reopen Actions > Print BEO, click Create New BEO, customize the BEO Name (e.g., BEO Version 2 with F&B), and click Continue.	Saves a new version record alongside previous revisions for clear audit tracking.

📷 VISUAL CALLOUT:

BEO Versions Overlay & Print Configuration Modal

(Left) The BEO Versions modal showing historical version rows and timestamp logs; (Right) The Print BEO setup modal capturing custom version naming, Portrait/Landscape selection, and output format controls.

Image 9-27-26 at 7.23 PM.png — Historical Versions and Timestamp Log

Detailed Configuration Field Breakdown

BEO Layout & Language Options

BEO Name: System defaults to sequential numbering (BEO Version 1, BEO Version 2). Field accepts custom text labels (e.g., BEO Version 2 with F&B) to clearly distinguish revised operational sheets.
Select Language: Choose preferred language template (English [United States]).
Select Orientation:
- Landscape: Horizontal page orientation suited for complex multi-column room setup and timeline layouts.
- Portrait: Vertical page orientation suited for standard single-column function listings.
Print BEO Format Options:
- Print as PDF: Renders an immutable document ideal for client signatures, kitchen printing, and banquet board displays.
- Print as XLSX: Exports raw tabular data to spreadsheet format for custom internal editing or external system imports.

BEO Versions Table Attributes

BEO Name: Title of the generated version record.
Created At: Exact date and timestamp when the BEO version was compiled by the system.
Action (Print Button): Launches the selected BEO version in a new browser window for direct printing or download.
Create New BEO: Compiles a fresh snapshot of current event data without overwriting historical version entries.

📷 VISUAL CALLOUT:

Banquet Event Order (BEO) Printed PDF File

The generated BEO document compiles live event parameters into structured operational sections: