Editing a BEO Inside an Event

Once you have set up the BEO layout and customized default panels/fields in account settings, you are ready to begin managing your BEOs for each event.

To Access the BEO Tool Inside an Event:

  1. Click on "Events" in the main navigation bar.
  2. Find the relevant event and open it.
  3. On the Event Dashboard, find the "Banquet Event Order (BEO)" tool and click on it.

From here, you can manage the information for this event's BEO, which includes the following pre-built panels and fields:

Managing the "Event Info" Panel

Basic event information like event name, dates/times, headcounts, location, contacts and vendors will auto-populate from where you entered it in other areas/tools of the event. You can edit this information from inside the BEO and it will populate to the rest of the event - OR - you can go to those specific areas/tools in the event and edit the information there. From this panel you can...

  • Edit Event Name/Description
    • Click "Update" and follow the prompts to update the information.
    • This will also change the event name/description on the Event Dashboard and Calendar.
  • Event Date/Time
    • Click "Update" and follow the prompts to update the information.
    • This will also change the event name/description on the Event Dashboard and Calendar.
  • Add/Edit Event Headcounts
    • Click "Update" and follow the prompts to update the information.
    • This will populate to the Event Dashboard and anywhere else in the event that is using the Headcount to calculate information, including Proposals, Invoices and Budgets.
  • Add/Edit Venue Locations
  • To add a new location, click the "Add Location" link and follow the prompts.
    • To edit an existing location, click the pencil icon under the relevant location.
    • To remove an existing location, click the trash can icon under the relevant location.
  • Add/Edit the Contacts Assigned to the Event
    • NOTE: A contact must be assigned to the event in order to sign the BEO; however, not all assigned contacts are required to sign the BEO. 
    • Click "Link Contacts" at the right of the Contacts field.
    • To assign a new Contact to the event, find them in the left column and click the "Assign" button next to their name.
    • To manage a Contact already assigned to the event:
      • Check the boxes next to the Contact's name if you want to display them in the BEO and/or be a signer for the BEO.
      • Select a "Label" for the Contact if this has not yet been selected (optional).
  • Add/Edit Vendors Attached to the Event
    • To assign a new Vendor to the event, find them in the left column and click the "Add" button next to their name.
    • Check the box next to the Vendor's name if you want to display them in the BEO.

Managing the "Schedule" Panel

The data for this panel will auto-populate from the Itinerary tool in the event. There are two methods for adding items to the BEO schedule panel via the Itinerary:

  • Click on the "Link Items" link to select one or more items already added to the Itinerary for inclusion in the BEO, or;
  • Click on the "Go to Itinerary" link to open the Itinerary tool so you can add new items there. When you add an item in the Itinerary, there's an option to include that item in the BEO.

Managing the "Food" and "Beverage" Panels

The data for these panels will auto-populate from the Food/Beverage tool in the event. There are two methods for adding items to the BEO schedule panel via the Food/Beverage area:

  • Click on the "Link Packages" link to select Food/Beverage package templates (that have already been created in the Templates area and/or have been already added to the event) for inclusion in the BEO, or;
  • Click on the "Go to Food/Beverage" link to open the Food/Beverage tool so you can add or create new packages there. When you add a package in that tool, there's an option to include that package in the BEO.

Managing the "Linked Documents" Panel

The data for this panel will auto-populate from the Proposals, Invoices and Contracts tools in the event.

IMPORTANT NOTE: Linking data from these tools does not display these documents in the BEO or include all details from these documents, but it simply pulls summary information from the tools into the BEO.

In this panel you have the ability to display the following summary details from these tools:

  • Proposals - Will display proposal name, total and signature status of proposals linked to the event.
    • To display this information, click on the "Link Proposals" link and select the appropriate proposal(s) to include in the BEO.
    • To make changes to proposals for the event, click on the "Go to Proposals" link.
  • Invoices - Will display invoice name, total, remaining balance and deposit amount/balance of invoices linked to the event.
    • To display this information, click on the "Link Invoices" link and select the appropriate invoice(s) to include in the BEO.
    • To make changes to invoices for the event, click on the "Go to Invoices" link.
  • Contracts - Will display contract name and signature status of contracts linked to the event.
    • To display this information, click on the "Link Contracts" link and select the appropriate contract(s) to include in the BEO.
    • To make changes to contracts for the event, click on the "Go to Contracts" link.

Managing the "Room Setup" Panel

The data for this panel will auto-populate from the Floorplans tool in the event. There are two methods for adding items to the BEO room setup panel via the Floorplans tool:

  • Click on the "Link Floorplans" link to select Floorplan designs already added to the event for inclusion in the BEO, or;
  • Click on the "Go to Floorplans" link to open the Floorplans tool so you can add new designs there. When you create a new Floorplan, there's an option to include that in the BEO.

Managing the "Signatures" Panel

This panel allows you to collect electronic signatures on the BEO from contacts that have already been assigned to the event. It also lets you assign additional contacts to the event so you can collect their e-signatures on the BEO.

Go to the article Collecting Signatures for BEOs for more information.

Managing Other Pre-Built and Custom Panels

All other panels allow you to enter information into text fields. You can do this by finding the relevant item; clicking on the "Update" link to the right of the field label; and adding/editing the text there.

 

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