Hotel and Venue Banquet Event Order (BEO) Template for Word
A banquet event order is the one page every department works from on the day: the kitchen reads the menu and counts, banquets read the setup and timeline, AV reads the equipment list and accounting reads the billing. If it is not on the BEO, it does not happen. This template is a finished three-page example for a fictional wedding reception in a hotel ballroom, with a priced menu that calculates itself with Word formula fields and a numbered floor plan of the room.
- Pages:
- 3
- Works with:
- Word for Microsoft 365, Word 2016 or later, Word for Mac (Word for the web can fill in fields)
- Updated:
What you can do with it
- Event block: BEO number, date picker, room, event type and status dropdowns, guarantee and set count
- Minute-by-minute timeline from room set to strike
- Menu and beverage table where each amount, the 22% service charge, 8% tax and total are Word formulas
- Room setup floor plan with a numbered figure caption, linen dropdown, AV, staffing, billing and two signatures
What's inside
The document has 3 pages. Each part below is a heading in the file, so you can jump to it from the Navigation Pane (View > Navigation Pane).
| Part | What it covers | What you write |
|---|---|---|
| Event block | Which event, where, for how many | BEO number, date, room, type, client, contact, guarantee, set count, status |
| 1. Timeline | When everything happens | Room set, doors, service times, last call, strike |
| 2. Food and beverage | What is served and what it costs | Priced menu with formula totals; dietary and vendor meal notes |
| 3. Room setup | How the room looks | Floor plan figure, tables, linen, decor |
| 4–5. AV, staff and billing | Equipment, people and payment | AV list, staff counts, engineering, deposit, payment, balance; signatures |
Before you start
- Confirm the guest count, menu choices and dietary needs with the client.
- Get the room’s floor plan and the table sizes you will use; you will replace the sample diagram.
- Know your service charge and tax rates, and whether tax applies to the service charge where you are.
Step-by-step guide
Fill in the event block
Type the BEO number, room, client and contacts, pick the date, event type and status, and enter the guarantee and how many you will set for.
Write the timeline
One row per moment that a department needs to act on, in order.
Price the menu
Type each item, quantity and price, then select the table and press F9 so amounts, service charge, tax and total recalculate.
Record dietary needs
List each special meal with its table and seat so the kitchen can plate and label it.
Replace the floor plan
Right-click the diagram > Change Picture to insert your own room layout, and edit the caption.
Send for signature
Set the status to Final, send to the client, and share the signed BEO with every department.
Field and control map
Every content control and field in the document, in the order they appear. Gray-boxed fields in Word are the content controls.
| Name | Type | Where | Value in the sample |
|---|---|---|---|
| BEO number header | Text | Header | #2611-047 |
| Venue header | Text | Header | The Harborview Hotel |
| Event name | Text | Body | Kim–Alvarez Wedding Reception |
| BEO number | Text | Body | #2611-047 |
| Event date | Date picker | Body | November 21, 2026 |
| Room | Text | Body | Grand Ballroom B |
| Event type | Dropdown | Body | Wedding reception (Wedding reception / Corporate dinner / Conference / Gala or fundraiser / Social event / Meeting) |
| Client | Text | Body | Grace Kim and Daniel Alvarez |
| Onsite contact | Text | Body | Rosa Alvarez, (201) 555-0144 |
| Guarantee | Text | Body | 120 |
| Set for | Text | Body | 126 (5% over) |
| Catering manager | Text | Body | Owen Park |
| BEO status | Dropdown | Body | Final (Tentative / Final / Revised / Cancelled) |
| Linen | Dropdown | Body | Ivory floor-length (White standard / Ivory floor-length / Black floor-length / Client supplied) |
| Deposit | Text | Body | $5,000.00 on August 4, 2026 |
| Payment method | Dropdown | Body | Credit card on file (Credit card on file / Check / Wire transfer / Direct bill) |
| Sig client | Text | Body | Grace Kim |
| Signed date | Date picker | Body | 2 fields: Click or tap to enter a date. |
| Sig catering | Text | Body | Owen Park |
{ PAGE } | Field | Footer | 1 |
{ NUMPAGES } | Field | Footer | 3 |
{ =B2*C2 \# "#,##0.00" } … | Field | Body | 10 table formulas: 1,140.00, 5,520.00, 420.00, 480.00 … |
{ SEQ Table \* ARABIC } | Field | Body | 1, 1 |
Every field, control and style, explained
The code in each card is read straight from the .docx file (the XML Word stores, or the field code you see with Alt+F9), so it is exactly what the template contains.
<w:lvl w:ilvl="0">
<w:start w:val="1"/>
<w:numFmt w:val="decimal"/>
<w:pStyle w:val="Heading1"/>
<w:lvlText w:val="%1."/>
<w:lvlJc w:val="left"/>
<w:pPr>
<w:ind w:left="440" w:hanging="440"/>
</w:pPr>
</w:lvl>
<w:lvl w:ilvl="1">
<w:start w:val="1"/>
<w:numFmt w:val="decimal"/>
<w:pStyle w:val="Heading2"/>
<w:lvlText w:val="%1.%2"/>
<w:lvlJc w:val="left"/>
<w:pPr>
<w:ind w:left="660" w:hanging="660"/>
</w:pPr>
</w:lvl>The section numbers (1., 2., 6.1 …) are not typed. A multilevel list is linked to the Heading 1 and Heading 2 styles, so any paragraph you set to Heading 1 gets the next number and the table of contents picks it up.
Piece by piece
<w:pStyle w:val="Heading1"/>- Links list level 1 to the Heading 1 style (level 2 to Heading 2).
<w:lvlText w:val="%1."/>- Level 1 shows its counter and a period: 1., 2., 3.
<w:lvlText w:val="%1.%2"/>- Level 2 shows the parent number, a period and its own counter: 6.1, 6.2.
<w:ind w:left="440" w:hanging="440"/>- Hanging indent so wrapped heading text lines up after the number.
In the sample: 1. Timeline, 2. Food and beverage, 2.1 Dietary and service notes … (6 headings)
How it is used: To add a section, type the heading, then pick Heading 1 (Ctrl+Alt+1) or Heading 2 (Ctrl+Alt+2) on the Home tab. Numbers after it update by themselves.
How to change it: Home > Multilevel List > Define New Multilevel List to change the format (for example "Section 1"). Keep "Link level to style" set to Heading 1 and Heading 2.
Learn this: How to Plan and Structure Long Documents in Word: Outline View and Multilevel Numbering →Page { PAGE } of { NUMPAGES }The footer counts pages with two fields: PAGE is the current page and NUMPAGES is the total. Both recalculate when the document is printed, saved as PDF or scrolled in Print Layout.
Piece by piece
PAGE- The number of the page the field sits on.
NUMPAGES- The total number of pages in the document.
In the sample: Page 1 of 3 on the first page
How it is used: Nothing to do: add or delete pages and the numbers follow.
How to change it: Double-click the footer to edit the text around the fields. Insert > Page Number > Format Page Numbers sets the starting number.
Learn this: How to Set Up Pages in Word: Margins, Breaks, Headers, Footers, and Page Numbers →{ SEQ Table \* ARABIC }Each table caption uses a SEQ field that counts tables in order. Insert a new captioned table in the middle and every later caption renumbers.
Piece by piece
SEQ Table- A counter named "Table". Every SEQ Table field adds 1.
\* ARABIC- Show the counter as 1, 2, 3.
In the sample: 1 caption(s): Table 1
How it is used: Captions are what a "see Table 2" cross-reference points to (References > Cross-reference).
How to change it: References > Insert Caption adds a new one. If numbers look stale, press Ctrl+A then F9 to update all fields.
Learn this: How to Add a Table of Contents, Captions, and Cross-References in Word →{ =B2*C2 \# "#,##0.00" }
{ =B3*C3 \# "#,##0.00" }
{ =B4*C4 \# "#,##0.00" }
{ =B5*C5 \# "#,##0.00" }
{ =(D8+D9)*0.08 \# "#,##0.00" }
{ =D8+D9+D10 \# "$#,##0.00" }Some cells are Word formula fields, not typed numbers. Word tables address cells like a spreadsheet: columns A, B, C from the left and rows 1, 2, 3 from the top. A field such as { =B2*C2 } multiplies two cells, and { =SUM(ABOVE) } adds every number above it in the column.
Piece by piece
=B2*C2- Multiply the cells in column B and column C of row 2.
=SUM(ABOVE)- Add the numbers above, up to the first empty or text cell.
\# "#,##0.00"- Number format: thousands separator and two decimals.
In the sample: 10 formula fields. Last result: $15,653.09
How it is used: Type the new counts, then select the whole table and press F9 to recalculate. Word does not recalculate table formulas on its own the way Excel does. To refresh them on every print, turn on File > Options > Display > Update fields before printing.
How to change it: Right-click a result > Edit Field > Formula to change the formula or number format. Press Alt+F9 to show every field code at once.
Learn this: How to Use Mail Merge and Fields for Letters, Labels, and Certificates in Word →<w:sdtPr>
<w:alias w:val="Event name"/>
<w:tag w:val="event_name"/>
<w:text/>
</w:sdtPr>Names, numbers and other details people change every time are plain text content controls. Click one and type: the text replaces the sample, keeps the formatting, and the field still shows its name when selected.
Piece by piece
<w:alias w:val="…"/>- The title shown on the control’s tab when you click it.
<w:tag w:val="…"/>- A machine-readable name, useful for mail merge or code.
<w:text/>- Plain text: one line, one format, so pasted text cannot break the layout.
<w:showingPlcHdr/>- Present when the field shows gray placeholder text instead of a value.
In the sample: Event name = Kim–Alvarez Wedding Reception
How it is used: 13 in this template: BEO number header, Venue header, Event name, BEO number, Room, Client, Onsite contact, Guarantee, Set for, Catering manager, Deposit, Sig client, Sig catering. Use Developer > Design Mode to see every control at once, or the Selection Pane to jump between them.
How to change it: Developer > Properties changes the title, tag and placeholder. To show the Developer tab: File > Options > Customize Ribbon > Developer.
Learn this: How to Create Fillable Forms with Content Controls in Word →<w:sdtPr>
<w:alias w:val="Event date"/>
<w:tag w:val="event_date"/>
<w:date w:fullDate="2026-11-21T00:00:00Z">
<w:dateFormat w:val="MMMM d, yyyy"/>
<w:lid w:val="en-US"/>
<w:storeMappedDataAs w:val="dateTime"/>
<w:calendar w:val="gregorian"/>
</w:date>
</w:sdtPr>Dates are date picker content controls: click the arrow to pick from a calendar, or type a date in any format and Word shows it as "November 2, 2026".
Piece by piece
w:fullDate- The stored date, independent of how it is shown.
<w:dateFormat w:val="MMMM d, yyyy"/>- Display format: full month name, day, four-digit year.
<w:lid w:val="en-US"/>- Language used for month names.
<w:storeMappedDataAs w:val="dateTime"/>- Stores a real date value if the control is mapped to data.
In the sample: Event date = November 21, 2026
How it is used: 3 in this template: Event date, Signed date. Pick the date from the calendar so every date in the document has the same format.
How to change it: Developer > Properties > Display the date like this, for example d MMMM yyyy or yyyy-MM-dd.
Learn this: How to Create Fillable Forms with Content Controls in Word →<w:sdtPr>
<w:alias w:val="Event type"/>
<w:tag w:val="event_type"/>
<w:dropDownList>
<w:listItem w:displayText="Wedding reception" w:value="Wedding reception"/>
<w:listItem w:displayText="Corporate dinner" w:value="Corporate dinner"/>
<w:listItem w:displayText="Conference" w:value="Conference"/>
<w:listItem w:displayText="Gala or fundraiser" w:value="Gala or fundraiser"/>
<w:listItem w:displayText="Social event" w:value="Social event"/>
<w:listItem w:displayText="Meeting" w:value="Meeting"/>
</w:dropDownList>
</w:sdtPr>Fields with a fixed set of answers are dropdown list content controls, so everyone uses the same words (useful when you search or count documents later).
Piece by piece
<w:dropDownList>- A list the reader must pick from (no free typing).
<w:listItem w:displayText="…" w:value="…"/>- One choice: the text shown and the value stored.
In the sample: Event type = Wedding reception (Wedding reception / Corporate dinner / Conference / Gala or fundraiser / Social event / Meeting)
How it is used: 4 in this template: Event type, BEO status, Linen, Payment method. Click the field and choose from the list.
How to change it: Developer > Properties > Add, Modify or Remove choices. Use a Combo Box instead if people need to type their own answer.
Learn this: How to Create Fillable Forms with Content Controls in Word →<w:style w:type="paragraph" w:styleId="Callout">
<w:name w:val="Callout"/>
<w:basedOn w:val="Normal"/>
<w:pPr>
<w:pBdr>
<w:left w:val="single" w:color="F2A93B" w:sz="24" w:space="8"/>
</w:pBdr>
<w:shd w:fill="EEF2F8" w:color="auto" w:val="clear"/>
<w:spacing w:after="160" w:before="120"/>
<w:ind w:left="180" w:right="180"/>
</w:pPr>
<w:rPr>
<w:sz w:val="21"/>
</w:rPr>
</w:style>Notes and warnings use a paragraph style named Callout: tinted background, amber bar on the left, indented on both sides. Because it is a style, every callout matches and you can restyle them all at once.
Piece by piece
<w:shd w:fill="EEF2F8"/>- Light blue-gray background.
<w:left w:val="single" w:sz="24" w:color="F2A93B"/>- Amber bar, 3 pt wide, on the left edge.
<w:ind w:left="180" w:right="180"/>- Indented 1/8 inch on each side.
In the sample: Used for the notes, tips and warnings in the body.
How it is used: Put the cursor in a paragraph and pick Callout in the Styles gallery.
How to change it: Right-click Callout in the Styles gallery > Modify > Format > Border or Shading. All callouts change together.
Learn this: How to Use Styles and the Navigation Pane in Word →<w:trPr>
<w:cantSplit/>
<w:tblHeader/>
</w:trPr>Header rows are marked to repeat at the top of each page when a table breaks, and rows are set not to split across pages, so a long table stays readable when printed.
Piece by piece
<w:tblHeader/>- Repeat this row at the top of each page.
<w:cantSplit/>- Keep each row on one page.
In the sample: 2 of 7 tables repeat their header row
How it is used: Add rows with Tab in the last cell; the header keeps repeating.
How to change it: Click in the header row > Table Layout > Repeat Header Rows. Short tables are also set to keep with the next paragraph so they do not split.
Learn this: How to Build and Format Tables That Read Well in Word →{ SEQ Figure \* ARABIC }Figures are pictures in line with the text, kept with the caption below them. The caption number is a SEQ Figure field, so figures renumber like tables do, and a table of figures can be built from them.
Piece by piece
SEQ Figure- A counter named "Figure", separate from the Table counter.
keepNext- The picture paragraph stays on the same page as its caption.
In the sample: 1 figure(s); captions read Figure 1 …
How it is used: To replace the chart, right-click it > Change Picture. Keep the picture "In Line with Text" so the caption follows it.
How to change it: References > Insert Table of Figures lists every caption with page numbers.
Learn this: How to Build an Index, Table of Figures, and Bookmarks in Word →<w:style w:type="paragraph" w:styleId="Guidance">
<w:name w:val="Guidance"/>
<w:basedOn w:val="Normal"/>
<w:pPr>
<w:spacing w:after="100"/>
</w:pPr>
<w:rPr>
<w:i/>
<w:iCs/>
<w:color w:val="6B7280"/>
<w:sz w:val="19"/>
</w:rPr>
</w:style>Instructions for whoever fills in the template use a Guidance style (gray italics). Delete them before you send the document; with a style, Find and Replace can remove them all at once.
Piece by piece
<w:i/>- Italic.
<w:color w:val="6B7280"/>- Gray text.
In the sample: One note under the title block.
How it is used: Home > Replace > More > Format > Style > Guidance finds every note.
How to change it: Right-click Guidance in the Styles gallery > Modify.
Learn this: How to Use Styles and the Navigation Pane in Word →Tips and limits
- Number tables on the floor plan exactly as on the seating chart; servers use those numbers for special meals.
- Check your service charge and tax rules: in some places tax is charged on the service charge too, as in this sample.
- Word formulas do not recalculate on their own: press F9 on the menu table after every change.
- Mark a revised BEO clearly (status Revised) and collect the old copies, so nobody works from the wrong version.
- Keep the picture “In Line with Text” so the caption stays below it.
Learn the skills behind this template
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