Breadcrumbs

Print Banquet Event Orders (BEO)

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Introduction: What is a Banquet Event Order (BEO)?

A Banquet Event Order (BEO) is a critical document used in the hospitality industry to communicate all the essential details of an event to the operational teams responsible for executing it. Often referred to as the “roadmap” for an event, the BEO ensures that everyone—from banquet staff and kitchen teams to setup crews and AV technicians—is aligned on the client’s expectations and the event requirements.

The BEO outlines key information such as:

  • Event name and date

  • Client or group name

  • Event space and time

  • Setup style (e.g., theater, banquet, classroom)

  • Expected guest count

  • Menu selections

  • Package selections

  • Special notes or instructions

BEOs serve as a contract between sales and operations, providing a single source of truth to reduce miscommunication and ensure a smooth, professional guest experience. They are usually distributed prior to the event date and reviewed during pre-event meetings or daily line-ups.

Navigate to Home > Event Management
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EventKey Dashboard (Home Screen)

To begin, navigate to the Dashboard and use the Search box to locate the event.

Enter the full or partial Event Name into the search field. The system will display a list of matching events, or, if there is an exact match, it will appear directly.

Once you’ve identified the correct event, simply click on the event name to open it.
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Event Search Field
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Event Search Results

Banquet Event Orders (BEOs) can be generated for events that are in Tentative, Confirmed, or Started status.

To print a BEO:

  1. Navigate to the desired Event Record (reservation).

  2. In the upper-right corner, click the "Actions" dropdown menu.

  3. Select "Print BEO" from the list of options.

This will generate the Banquet Event Order for review, printing, or distribution to the appropriate operational teams.
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Actions Menu - Print BEO


A new Print Setup window will appear.

  • If your property has BEOs available in multiple languages, use the Select Language dropdown to choose the language for printing.

  • Choose the page orientation: Landscape or Portrait.

  • Choose the file type: Print as PDF or Print as XLSX.

  • Click the blue Continue button to proceed with printing.
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Print BEO Setup Screen

Print as PDF

The BEO will open in a PDF viewer. From here, you can choose to either:

  • Print the BEO directly by clicking the print icon in the PDF viewer toolbar.

  • Download the BEO to your computer by clicking the download icon (usually represented by a downward arrow). Save the file in a location you can easily access later.

Once downloaded, you can attach the BEO to an email and send it to the client from your email inbox.

Tip: When saving the PDF, use a clear file name that includes the event name and date to help with future reference.


Print as XLSX

The BEO will download to your computer. Open the Excel file from your downloads folder. Once opened in Excel, you can make any necessary edits or print the BEO.
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BEO PDF Viewer
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BEO XLSX File


Document Visibility Toggles

Clicking the Gear Icon opens a settings menu with two key toggles designed to protect sensitive pricing details across your communications:

  • Hide DDR Breakdown on Event Quotation Letter: What it does: Dynamically removes the itemized breakdown table from the Event Quotation Letter output.

  • Hide DDR Rates on BEO: What it does: Dynamically hides the rates table across all formats of the Banquet Event Order (BEO), including both PDF and XLSX exports.

Why Use This Feature?

đź”’ Professional Flexibility: Enabling these toggles ensures that granular breakdown details and pricing are only shared when necessary, allowing you to present a cleaner, more simplified summary to clients while maintaining full internal visibility.

How to Change These Settings

  1. Navigate to the Event Details screen for your desired event.

  2. Click the Gear Icon in the top section.

  3. Toggle the desired visibility rules On or Off.

  4. Generate or export your Event Quotation Letter or BEO as normal; the outputs will dynamically adapt to your choices.
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Configure Pricing Details for Stationery Documents