Function sheets & BEOs
Build a Banquet Event Order with timeline, menu, dietary requirements, room set-up, AV and staffing, printable, shareable, version-controlled.
Event & Banquet
Quote, plan, run and bill the whole event.
Weddings, conferences, gala dinners, banquets, every step of the event lifecycle in one tool. Function sheets, BEOs, room blocks, AV and F&B scheduling, contracts, deposits and post-event invoicing.
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JM
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app.hotelbee.co/events
Venues
Grand Ballroom
Garden Terrace
Hall A
Boardroom
This week · 7 events
MTWTFSS
Wedding
TechCon
Board
Gala
SingleFunction sheet for every team
AutoFolio billing post-event
−40%Time spent on event admin
Inside the module
Every event role on the same page.
Sales, banquet, kitchen, AV, housekeeping and finance all see the same event with the slice of detail their job needs. No printed function sheets, no Whatsapp threads, no end-of-night surprises.
Capacity & resource scheduling
See every banquet space, AV kit, breakout room, table set and staff team on one calendar. Conflicts surface before they cost a sale.
Room blocks
Reserve a block of rooms against the event, with a custom rate, a cut-off date and an attendee rooming list, synced to the PMS calendar.
Contracts & proposals
Generate quotes from a template, send a contract for e-signature, track redlines, and convert to a confirmed event in one click.
Deposits & post-event billing
Take staged deposits, capture a card on file, and post final F&B, AV and accommodation charges to a single event folio at the end of the night.
Multi-venue, multi-day
Conferences with breakouts, weddings with rehearsal dinner and brunch, multi-day banquets, all modelled as one parent event with child sessions.
Take a closer look
Built for the way banquet operations actually run.
A wedding is not a Saturday dinner with a different name. It is contracts, deposits, AV cues, dietary lists, plated counts, breakage, post-event invoicing, and a bride who texts at midnight. Built for that.
BEO with everyone in mind
A function sheet that reads differently for each team.
The same event renders the menu and dietary list for the kitchen, the timeline and AV cues for the banquet team, the rooming list for housekeeping, the deposit schedule for finance, and the agenda for the client. One source of truth, multiple views.
- Per-role views (kitchen, banquet, AV, housekeeping, finance, client)
- Version control with audit trail, who changed the canapé count and when
- Printable as PDF, shareable as a link, embeddable in the event folio
app.hotelbee.co/events/beo
Capacity & resources
See every space, every kit, every team on one calendar.
Banquet rooms, breakout rooms, AV kits, table sets, banquet staff, kitchen brigade, all on a single resource calendar. Conflicts are flagged before a contract is signed, and over-capacity scenarios are flagged before the kitchen runs out of plates.
- Resource calendar across spaces, equipment and staff teams
- Capacity warnings (covers vs kitchen output) before confirmation
- Drag-and-drop rescheduling with cascading recalculations across the BEO
app.hotelbee.co/events/calendar
Contracts to billing
From quote to post-event invoice, one folio.
Generate a quote from a template, convert to contract, send for e-signature, capture deposits, run the event, post final charges (F&B from the POS, AV from inventory, rooms from the PMS) and produce one consolidated invoice. The whole lifecycle on one folio.
- Quote → contract → deposits → final folio, all on one record
- E-signature for contracts, with redline tracking and version history
- Auto-post of F&B (POS), AV (inventory) and accommodation (PMS) to the event folio
app.hotelbee.co/events/folio
Connects with
Connects to the rest of the event lifecycle.
PMS rooms, POS catering, payments deposits, calendar invites and finance, every link the banquet team relies on, wired natively.
- HotelBee PMS· Rooms
- HotelBee POS· F&B
- HotelBee Payments· Deposits
- HotelBee Inventory· AV & banquet stock
- Google Calendar· Calendars
- Microsoft Outlook· Calendars
- DocuSign· E-signature
- HelloSign· E-signature
- QuickBooks· Accounting
- Xero· Accounting
Wedding season used to be a stack of binders, three WhatsApp groups, and one Excel sheet that nobody touched. Now we plan, run and invoice each wedding in HotelBee, the BEO, the rooming list, the AV schedule, the bar tab, the final invoice, all in one place. Saturday nights got their breath back.
Erisa HoxhaOperations · Tirana Boutique Hotel
Better together
Pairs naturally with the rest of HotelBee.
A great event lives across the property, rooms, food, drink, AV, finance. The modules below complete the lifecycle.
Is the BEO printable, shareable and version-controlled?
Yes, all three. The BEO renders as a PDF for kitchen and banquet teams, as a private link for the client, and is version-controlled internally. Every change has an author and a timestamp, so the kitchen always sees the latest canapé count, not last Tuesday's.
Can I block a group of rooms against an event?
Yes. Create a room block with a number of rooms, a cut-off date, a custom rate and a rooming list. Blocks sit on the same PMS calendar as individual reservations, with overbooking protections and a warning if the block runs into the event date without enough confirmed rooms.
Does it handle deposits and staged payments?
Yes, through HotelBee Payments. Define a deposit schedule (e.g., 30% on contract, 50% one month before, balance on the day) and the system collects each instalment automatically, with reminders if a payment is missed.
Can it model multi-day events with breakouts?
Yes. Conferences with parallel breakout sessions, weddings with rehearsal-dinner-and-brunch, multi-day banquets, all modelled as a parent event with child sessions, each with its own BEO and resources.
Does it integrate with our calendar app?
Yes. Google Calendar and Microsoft Outlook. Banquet team members get the BEO and resource schedule pushed to their calendar; clients get the agenda invite. No copy-pasting, no missed events.
Can I use it for non-wedding events too?
Absolutely. The module is built for the full range of banquet operations, corporate conferences, gala dinners, private parties, exhibitions, weddings. The BEO template adapts to the event type, with sensible defaults you can edit.
Ready when you are
Run weddings and banquets without losing your weekends.
Free plan available. No credit card required. Build your first BEO in under fifteen minutes.
- Free plan
- No contract
- Cancel anytime
Event & Banquet