Banquet Event Order Execution Checklist

Walk the guest count by meal type with the chef. Flag shellfish, tree nut, gluten, and vegan covers in the BEO header so the server team sees them at pre-shift, not at plate-up. Missing allergen flags is the most common cause of banquet incident reports.

Check pickup against contracted ceiling. If the block is below the attrition threshold at cutoff, notify the group contact in writing — the contract clause is only enforceable if notice was sent.

Document the pickup count, the contracted ceiling, and the attrition fee under the contract. Email to the group contact with the DOS copied; save the sent email to the Tripleseat opportunity record.

Use the Social Tables diagram for table count, shape, and spacing. Build in a 30-minute flip buffer if a prior event is in the same space — flipping while guests are still in the room is the fastest way to a complaint.

Project the deck from the presenter's actual laptop. Test wireless mic, lavalier, podium mic, and confidence monitor. Note: HDMI vs USB-C adapters are the most common day-of failure point.

Open a HotSOS ticket flagged urgent and notify the chief engineer directly. If the failure cannot be resolved before doors, escalate to the Director of F&B for client communication.

Captain walks the team through the BEO timeline, allergen flags, VIP table assignments, and service style (plated, buffet, family-style). Confirm section assignments and the signal for course pickup.

Walk the room with the contact before doors open. Confirm signage, registration table, head table assignments, and any last-minute changes. This is the single best moment to catch problems while they are still fixable.

Captain calls courses to the kitchen based on the contracted timeline, not the clock — speeches and program elements push timing. Synchronized drops are the difference between a banquet and a buffet.

Allergen plates are flagged with colored picks at the pass. The captain confirms guest seat number with the runner before the plate leaves the kitchen — never assume the runner remembers from pre-shift.

For consumption bars, the bartender prints a POS interim total at the midpoint of service. For hosted-with-cap packages, alert the group contact when consumption hits 80% of cap so they can decide to extend or close.

Recover any client property, identify lost-and-found items, and confirm headcount adjustments before the contact leaves. Easier to settle disputes face-to-face than over email next week.

Post food, beverage, AV, room rental, service charge, and tax separately. Service charge vs. tip distinction matters for FLSA and state wage rules — the property's accounting treatment must match what the contract disclosed to the group.