Guide · Event orders
Banquet room turnover: how to plan a flip between two functions
Written by a hotel banquet operations manager ·
A room turnover (or flip) is clearing one banquet function and setting the next in the same room, and it is planned from two numbers on the BEOs: the first function's strike time and the second function's setup time. The window between them, and the size of the new layout, decide how many people you need.
14-day trial, no cardEnglish · Español
Where the flip lives on the BEOs
| Where | What to read |
|---|---|
| BEO 1 | End time, strike time, setup style, set count |
| BEO 2 | Setup time, start time, setup style, set count |
| The gap | From BEO 1's strike to BEO 2's setup. Negative means a clash, and zero means no slack |
Two functions clash when their windows overlap, from setup to strike. Read the full window, not only start and end. A function that ends at 2:00 p.m. but strikes until 3:30 p.m. is still in the room at 3:00 p.m.
Five questions for any flip
- How big is the gap? Not the same as the function's length. Setup-to-strike on each side.
- Same layout or different? Rounds to rounds is a reset; rounds to theater is a full change. See setup styles.
- How many guests? The new set count drives the size of the setup crew.
- Is it one room or a combination? A divisible ballroom can clash with its own sections. Check the room that combines.
- Who hands off? Name the captain who releases the room and the one who takes it.
Sizing the setup crew
Hotelwright's starting points for housemen come from the setup style and the number of guests. They are examples, not a standard:
| Setup style | 1 houseman | 2 housemen | 3 housemen |
|---|---|---|---|
| Rounds | up to 100 guests | 101 to 250 | 251 and over |
| Classroom | up to 150 | 151 and over | n/a |
| Theater | up to 200 | 201 and over | n/a |
| Dance floor or staging | 1 | n/a | n/a |
When a function has more than one layout item (rounds plus a dance floor), the larger table sets the number. These are editable settings, and your house standard wins.
What to do when the gap is too short
- Do not decide it in the room. Call sales or the banquet manager before the day.
- Ask what can move: the first function's strike, the second function's setup, the room, or the layout.
- Add hands, not hours, when you can: more setup crew inside the same window.
- Write down who agreed, and tell the captains of both events.
How Hotelwright handles it
- Overlap flags. Two events in the same room, or in rooms that combine, get a flag when their setup-to-strike windows overlap. You can see which two, and which room. Flags never block you.
- Your rooms, your names. Names on event orders are matched to your own room list, aliases included. Rooms that open into each other are listed as combining, so a ballroom and its sections are checked together.
- Housemen from the layout (Team plan). Plan the week and housemen counts come from the setup style and guest count. A count you type is locked, and re-running the plan does not change it.
- Changes show up. If a strike or setup time moves, the printed sheet it touches is marked Stale and kept, and the reprint highlights the change.
FAQ
What banquet managers ask.
What is a banquet room turnover?
Clearing one function and setting the next in the same room.
How long does a room flip take?
It depends on the room, the layouts and the crew. Hotelwright does not set a standard; set yours from your own experience and review it after busy weeks.
What is the difference between end time and strike time?
End is when the function is over; strike is when the room must be cleared. A flip is planned from strike to the next function's setup.
What if the next function's setup starts before the first one strikes?
That is a clash. Resolve it with sales or the banquet manager, and tell the captains of both events.
Can two functions use a divisible ballroom at once?
It depends on how the room divides. Record which rooms combine, and check them together.