Event Planners BEO Practical Assignment Objective: To understand how to use a Banquet Event Order $($BEO$)$ in order to accurately communicate all of the event's details to the various departments who will assist in producing the event. The BEO will be distributed to the entire team involved in executing an event to make sure everyone is on the same page. This includes kitchen and catering staff, bar staff, servers, A$/$V technicians, setup teams, and anyone else who may be needed. It outlines the role everyone is expected to play and is a line$-$item list of everything the venue is responsible for. A Banquet Event Order $($BEO$)$ is crucial when it comes to catering and event communication, and it's vital that your BEO accurately include all pertinent information to ensure that everyone involved in the catered event is on the same page. Every event gets a beo. So if you are planning a banquet and a reception, each of these events will have a beo prepared for it$.$ Event planners typically are not the ones that create the beos. They are prepared by the catering staff at the venue. As an event planner, you need to expect them and be able to read them. Often a pre$-$convention meeting $($pre$-$con for short$)$ is held about a week prior to your event. The major players involved at the venue along with the meeting planner will get together and review all the beos for the convention in great detail to ensure that nothing has been missed. What better way for you to get familiar with beos than having you practice writing them out! Method: You are a catering manager at a hotel working with your client to create a breakfast meeting. Below is a re$-$cap of the conversation that you had with your client. Please complete the Banquet Event Order for your client using the attached blank template, and the information gathered from the conversation below, and the attached menus. Scenario: Ms$.$ Joanna Smith is President of 'The Income Tax Company' in Toronto $($mailing address: $300$ Colcord Street, Suite #$100,$ Waco, TX $76710,$ tel: $254-415-5000,$ email:jsmith@incometaxco.com$).$ Her assistant's name is Ms$.$ Lisa Doolittle. Ms$.$ Doolittle has come to visit you, the Catering Manager at The Hilton Hotel and Conference Center to talk about arranging a meeting. You: Hello Ms$.$ Doolittle! So nice to see you! Welcome to the Hilton! Lisa: Thank you! I$\text{'}$m so glad to be here. I love the facilities you have. I$\text{'}$d really like to book next meeting here in May for my boss Joanna Smith and her team. You: That's great, Ms$.$ Doolittle! What kind of meeting were you looking to book? Lisa: Oh$,$ just a simple meeting where my boss could discuss plans for the next year's marketing plan. The topic of her meeting is called: "The Future of US Taxation in $2025".$ Let me check my calendar here. Hmmm, I was really hoping we could hold it on Thursday May $4,2024.$ We're expecting $14$ people in total to be there. We would start with breakfast first, followed by a two$-$hour meeting where Joanna will need a projector and screen for her laptop so that she could show her PowerPoint presentation. She will also need extra space, maybe a table or two, to put her notes, briefcase, and stuff. She wants an early start to the meeting as well. Everyone will be here by $8$:$00$am for breakfast followed by the actual meeting at $8$:$30$am and should be done by $10$:$30$am or $11$:$00$am at the very latest. You: I don't see any problem with that date since early May is a relatively quiet time of year for meetings. I have the perfect space for you called the Sunburst Room. It's $28$ feet long by $20$ feet wide and would fit your meeting requirements perfectly! And the best part is that we're having a summer special in May! The room rental is only $$475$ rather than the regular price of $$600.$ We also have a variety of breakfast packages priced from $$30$ per person to $$45$ per person. Also, for your attendees who are driving, there is a special parking rate of $$15$ for the day rather than $$24\mathrm{.}50!$ Lisa: That sounds perfect! You: I'll put it all together in a Banquet Event Order so that you can look it over and let me know if that's okay. I'll also provide you with a floor plan of the meeting room that shows the set$-$up so you can see how the room will look. Lisa: Thank you for looking after me so well! Before I forget, I'll leave you Joanna's credit card number so you can charge the breakfast and meeting on it$.$ Her MasterCard number is $5191230012340000$ and it expires on $12/12/2025.$ Her cell number is $647555-1212,$ just in case You: Thank you, Ms$.$ Doolittle, I'll send you the BEO as an email attachment as soon as I put it together this afternoon. Did you want to take a catering package with a copy of our different breakfast menus? Lisa: Oh you go ahead and choose a breakfast package that you think would be best for us$,$ based on what I told you about our meeting. I trust your judgment. Just remember that Joanna is allergic to bananas. That's all. I$\text{'}$m so glad I have you to look after