Pre-Event BEO Review Checklist
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A review checklist for the sales lead, chef, and service captain to run through a banquet event order together a few days before the event, so what was sold matches what the team will execute.

[ ] The BEO carries a version number and a last-updated date, and every person in the review is reading that same version, not a printout from last week.
[ ] Client name, day-of contact, and a phone number that will be answered on the day are on the first page, along with the caterer's own on-site lead.
[ ] Venue name, address, room name, load-in and load-out windows, parking, and any access rules (freight elevator, dock hours, insurance certificate) are written down, not assumed.
[ ] The timeline is in minutes, not vague blocks: arrival, setup complete, guest arrival, service start for each course or station, bar close, breakdown start, and departure.
[ ] The guaranteed guest count is stated, the final-count deadline date is stated, and the count the kitchen and staffing plan were built on is the same number.
[ ] The extra-plate buffer above the guarantee is a specific number decided by you and stated on the order, not an unwritten habit.
[ ] Dietary requirements are listed as structured counts by category (vegetarian, vegan, gluten-free, nut allergy, shellfish allergy, kosher, halal, other), not as a free-text note.
[ ] Each special meal has a plan for how it will be marked and delivered to the right guest or seat, and the service captain can describe that plan out loud.
[ ] The menu lists every item with production quantities, portion sizes, and any prep notes the kitchen needs, and matches the menu the client last approved.
[ ] Beverage and bar details (package, hours, signature drinks, who supplies alcohol, licensing responsibility) are on the order or clearly marked as not part of the job.
[ ] Service style is unambiguous for every course (plated, buffet, family style, stations, passed) and the floor plan or table count supports it.
[ ] Staffing is listed by role with call times and end times, and the total hours agree with what the event was priced on.
[ ] The equipment and rental list is complete, the delivery and pickup windows fit the venue access windows, and someone is named to receive the delivery.
[ ] Transport and packing requirements are written down: vehicle, hot and cold holding, number of trips, and anything that must travel separately.
[ ] Every entry in the change log has been applied to the relevant section of the BEO, so the log and the body of the document tell the same story.
[ ] The billing summary matches the signed proposal plus any priced changes, the deposit received is recorded, and the balance due and due date are stated.
[ ] Anything the host mentioned once and clearly cares about (a toast, a surprise, a photo moment, a difficult guest) is captured as a note where the service team will see it.
[ ] Weather, power, water, and trash arrangements for outdoor or unusual venues are addressed, with a fallback if any one of them fails.
[ ] The chef confirms the kitchen can execute the menu at this count with the listed staff and equipment, or the gap is written down with an owner and a deadline.
[ ] The service captain confirms the setup and service plan is workable in the stated timeline, or the gap is written down with an owner and a deadline.
[ ] The client has confirmed the current headcount, menu, and timeline in writing since the last change, or a confirmation request goes out today.
[ ] Every department (kitchen, service, transport, rentals, office) will receive the updated BEO through the same channel, and no one is working from a personal copy.
[ ] A follow-up task is already scheduled for the day after the event: thank the client, ask what went well and what did not, and note the next occasion they mentioned.