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Turn BEOs into a banquet staff schedule
Written by a hotel banquet operations manager
Sunday night, forty event orders, and a schedule due by Wednesday. This is how Hotelwright gets you from the PDFs your booking system already prints to a published schedule, and keeps it right when Thursday's change order lands. Hotelwright doesn't write BEOs; your sales or catering system still does. It reads them.
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Step 1: Upload the event orders as they are
Export the week's BEOs from your booking system as one PDF, scanned pages included, and drop it in. Each page is read into the fields you staff from: EO number, client, room, setup, start, end and strike times, EXP and GTD, service style, courses, bars, special meals and VIP tables. One order can hold several functions; each becomes its own event.
No PDF? Import the booking system's spreadsheet export (match the columns once and the match is saved) or add an event by hand.
Step 2: Review beside the page
Every event sits next to the page it came from. Anything the reader wasn't sure of is highlighted, and nothing counts until you confirm it. Rooms are matched to your own room list, aliases included, so "Grand Ballrm" lands on Grand Ballroom.
Fix a field in place and it's yours: a later upload never writes over something a person set.
Step 3: Plan, assign, publish
Plan the week and each event gets its crew from your ratios: servers, bartenders, bussers, captains and housemen, with call and out times from your offsets (servers 120 minutes before start by default, housemen keyed to setup and strike). Assign from the Suggested order, then publish a day or the whole week.
On the Team plan, everyone gets their shifts on their phone in English or Spanish and confirms with a tap. On the Staffing plan, print the staff schedule or copy it as text for the group chat.
When the BEO changes mid-week
Change orders are the real job. Apply a single change notice to one event, or upload the revised week and Hotelwright compares it field by field. Unchanged lines stay put. A field you or a notice set is never quietly overwritten; it shows as a conflict with every value and who set it, and you pick.
A GTD going from 80 to 95 re-runs only the counts you haven't locked, and never drops a count below the people already assigned. Anything already printed is marked Stale and kept, and the reprint highlights what changed.
What it doesn't do
It doesn't run payroll or replace your timekeeping. Export shifts to 7shifts or When I Work, take a generic CSV or Excel file, or work through the type-along view for systems you key in by hand. Hours and overtime flags come from scheduled times, not punches.
FAQ
What banquet managers ask.
What is a BEO?
A banquet event order (BEO), also called an event order or function sheet, is the document sales sends to operations for each function: room, times, counts, menu, setup and notes. Hotelwright reads the BEOs your system already prints; it doesn't write them.
Do we need to connect our booking system?
No. Hotelwright reads the PDF or spreadsheet export your booking system already produces. Nothing has to be installed or connected.
What if a page can't be read?
That page is marked unread and the rest of the file carries on. The original PDF is always kept, and you can enter that event by hand.
Can I undo an upload?
Yes. A restore point is taken before every upload and change notice. A manager can go back to one, and the restore itself is logged.