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Let’s go over everything you need to know about BEO software.
Rather than working with manual, scattered documents, BEO software centralizes all event details in a digital space. Everything from menus and schedules to table management, headcounts, staffing, and AV needs is clearly outlined.
Sales teams, catering teams, and operations staff can refer to this single source of truth in real time. The software also cuts down on manual work by automating updates and generating reports, reducing the chance of human error.
While manual BEOs feel more tangible, it also means any last-minute changes and updates to the plan need to be communicated to every stakeholder involved. That’s a lot of time spent coordinating updates, which leads to an increased possibility of miscommunication.
Switching to digital software makes sense because it streamlines communication. There’s a better sense of team accountability, and there’s no reason for anyone to be out of the loop. Instead of having to start documents over when changes happen, software lets you make adjustments as they happen.
BEO software, despite having “banquet” in the name, doesn’t necessarily only apply to banquets. Multi-room venues, hotels, catering companies, resorts, and other larger event-focused businesses reap many benefits from the software. Organizations managing five or more events per week will also find it especially valuable given the sheer workload.
As long as there’s a need to manage complex logistics and coordinate various clients and teams, BEO software is a must-have.
Although every effective banquet event order software will come with unique features and user experiences, certain capabilities can’t be compromised. Make sure the platform you choose has these essential components.
Your BEO software needs to keep everything organized and in one place. There might be tabs for each detail, like guest counts and AV needs, with each update logged, timestamped, and traceable so no one’s wondering what the latest update is.
Communication should happen through the software to avoid fragmented channels like email chains and text messages. This way, all important notes, vendor contact details, and important information are consolidated.
Menus and event packages often change. Your software should make customization and updates easy, with drag-and-drop tools and built-in support for tax, gratuity, and dietary preference.
Responsibilities shouldn’t be a headache to assign. Tasks like kitchen prep, front-of-house duties, and back-office operations should be delegated in a few clicks. If the BEO software syncs with other team tools like calendars and scheduling apps, even better.
Great BEO software should mimic what’s going on in the real world when it happens. Profitability dashboards, daily prep sheets, and kitchen production reports should be up-to-date and instantly accessible for every member of your team.
Integration with your restaurant CRM platform and POS system helps break down information silos. When client preferences, payments, and actual sales are tracked across multiple systems, it’s easier to spot discrepancies and keep everything accurate.
These key considerations should make finding a solution that fits the way you run your business much easier.
Consider the roles that staff have on your team and what features would make their job run more smoothly. For a kitchen team, for example, allergen flags, inventory management, and prep schedules keep operations organized and staff confident.
Role |
Needs |
Sales |
Easy quote generation, CRM integration |
Kitchen |
Event summaries, allergen flags, prep schedules |
FOH/BOH Staff |
Task checklists, timelines |
Finance |
Invoicing, payment tracking, reporting |
Before you hit that buy button or get looped into a subscription, ask these important questions:
While it’s sometimes tempting to go for the cheapest upfront price, it’s smarter to consider your overall event ROI. Look at all the components you’ll need to pay for, like licensing fees, setup costs, and more. Then, measure how much value the software brings to your business and how much it saves you and helps you earn in the long run.
With reduced overtime, food waste, no-shows, and miscommunication, these savings justify the investment. Plus, improved client satisfaction leads to more referrals and repeat business, boosting your ROI even further.
Once you’ve got access to your BEO software, even the best features won’t work for you if you don’t know how to use them properly. Here are five tips to help you maximize impact.
Templates are a time-saver and an easy way to stay proactive. To simplify the planning process, create different templates for specific event types, like holiday parties and conferences. Prebuilt menus, timelines, forms, and checklists provide consistency and a starting point.
Not everyone needs access to every detail under the sun. Catering staff, sales teams, and kitchen managers should only have access to relevant sections of the BEO. Use permissions functions to limit editing and viewing access to specific members.
All departments should know how to use and interpret the BEO software. Otherwise, it could end in further confusion and a more tedious event coordination process.
Knowledge is one thing, but putting the BEO software into action is another. Pre-event walkthroughs or mock event run-throughs can help spot any overlooked details, gaps, or even room for training.
BEO software automatically captures a wealth of data under key metrics like upsell success and food waste, which can help you figure out which areas need improvements. Each event becomes an opportunity to refine processes and better your business’s performance.
There are a couple of best practices to keep in mind, but equally important mistakes to avoid that could cost you your success.
When you try to track every single variable, analytics get messy. Focus on a few key elements that matter most to event success, like menu choices and budget tracking. Keep the data simple and actionable to avoid feelings of overwhelm.
Always make sure that your BEO software is consistently updating your information to prevent miscommunication. Your team should always have access to real-time information, given the high-pressure nature of event planning.
Even the best BEO software will be rendered useless if teams aren’t using it properly—or at all. Learn how to train employees on the new system and go into detailed training on specific features for different teams.
Not sure where to start with BEO software? We’ve got answers to the most frequently asked questions down below.
To modify a banquet event order, BEO software does wonders in helping accommodate real-time menu changes and guest count updates. Most platforms allow you to navigate to the relevant section, make the change, and save it instantly.
The best event management software is one that best fits your needs. If you handle ticketed events, need to focus on restaurant marketing, or want a full-on attendee experience, consider looking for software that aligns with those requirements. Eventbrite, Bizzabo, Whova, and Social Tables are all great options.
Venue management software is designed for venues like stadiums or hotels to manage various aspects of their operations. For example, booking, client requests, staff coordination, and overall execution and operations.
The right banquet event order software will transform a once fragmented and outdated process into one that’s streamlined, efficient, and provides a great ROI. Regardless of what type of venue you manage, your system should be able to scale and reduce costly mistakes.
Most importantly, choose BEO software that helps your venue deliver polished, profitable events every time. If you want to complement your new BEO software with a seamless customer experience platform, book a demo with Paytronix to see how our catering software simplifies your operations.
While you’re here, view our 2025 Catering Guide to discover proven strategies for creating profitable catering experiences.