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BEO: It’s Not Just About Food

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A Banquet Event Order (BEO) is the contract and final say when it comes to your event at a hotel property. It is the sole document that a property will work off of throughout your event.

The BEO is given to numerous hotel staff a week before your event. If your BEO’s are not final at this point it could be detrimental to your event. Every detail in the BEO is important – times, dates, room set-ups, tech needs, quantities and even the special dietary needs of your guests. For corporate events you will also want to make sure that you are following any branding or sponsorship guidelines. You don’t want to be serving Coke products if the sponsor is Pepsi. From an efficiency standpoint its also important for the property to know if you are bringing in any items like linens, chairs, napkins or specialty items like butters or garnishes for desserts so they can plan accordingly.

Each hotel employee needs to know what you will or will not need for your event. From the top management level making the schedule to the kitchen staff preparing your meal and even the facilities staff setting out your tables and chairs. No one is ever going to look at your organized and very detailed paperwork; they will only use the BEO. If the BEO isn’t correct you won’t have any leverage when you have problems!

In the list of priorities BEO’s should be on the top of your list!

Corporate Event Planning 101: The Basics

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Figuring out the first step in the corporate event planning process can be the hardest part. Here is a list of basic considerations to ponder:

  • The excitement for your event starts with your first touch-point, usually your invitation. DO NOT RUSH TO GET THIS OUT! It is better to move the event date than to rush an invitation. This is your invitee’s first impression. Make it memorable!
  • An event doesn’t start at the front door, each touch point leading up to the event is very important. Consider your RSVP system. Do you want to use one of the saavy online systems? Or do you want a more personalized call in or email service?
  • When designing an event, walk through it in your mind as the attendee; envision what they will experience every step of the way. Ask yourself: Is that the impression I want to make?
  • How will your attendee’s arrive? Where will they park? The option of valet might require special permitting depending on location. If your event is in an obscure location a better option may be luxury coaches. This will allow attendees to drive to a familiar meeting point (no potential for frustration by getting lost), and a chance to interact on the way to and from the event.
  • Event agendas can get tricky. For all-day meetings or conferences, make sure there is enough break time for attendee’s to re-focus. Studies show that most people need time to re-charge after 60 – 90 minutes.
  • Internet accessibility is something to consider. However, if you have spent time and money to take employees off-site, Internet access may be a distraction.

These are only a few of many considerations when planning a corporate event. The key to a successful event is to pay attention to details.

Planning in Everyday Life: A Personal Benefit

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Why Plan? A personal benefit

Planning is our business. It allows us to bring imagination to life, to build the incredible and unforgettable experience of a TCG event. But There is also personal benefit to planning.

Consider how much more productive you could be if you just take 10 minutes each night to plan the next day.

What are you goals? Eating healthier? More free time on the weekends? Getting to the gym? Here are a few examples how 10 minutes of planning can increase your personal productivity:

Healthy Eating

Use your 10 minutes to pack your lunch. With a pre-packed, healthy lunch, you take the thought, work, and temptation out of the equation. Not to mention bringing your lunch can be much cheaper in the long run! Have lunch meetings? Plan to bring some energizing snacks  to get you through those morning and afternoon lulls.

Weekend Free Time

Use your 10 minutes to research online services to help you get your errands complete. Harris Teeter’s Express Lane allows you to shop online and pick up your packaged groceries from the store like a drive-thru window. Walgreens allows you to auto-refill your prescriptions and will ship them to your home for free. Most banks will allow you to deposit your checks into the ATM or from an app on your phone.

The Gym

We all know we’re supposed to get there, but how do those annoying gym fanatics do it? In your 10 minute planning throw together your gym bag, download some energizing music, or search for a fun group class online. An additional benefit to help motivate you – working out can increase your energy levels, which can also help your productivity personally and in the workplace!

Thinking ahead and planning for the unexpected is our business. However, taking that skill and applying it personally can garner some major benefits.