Understanding Your BEO (Banquet Event Order)
Organizing an event at Walt Disney World, whether it's a wedding, corporate gathering, or any special occasion, requires meticulous planning and coordination. One essential tool that aids in this process is the BEO (Banquet Event Order). While each BEO is going to be unique for the event it’s made for, let's delve into what a BEO is, some of its components, and why it's indispensable for successful event execution.
What is a BEO?
A BEO serves as a comprehensive contract detailing crucial event specifics. Predominantly used by hotels and event venues, this document ensures that both the venue and the event planner are aligned in terms of expectations. By outlining every detail, from space usage to food and beverage arrangements, the BEO minimizes misunderstandings, helping venues avoid costly room resets or concessions.
Given that a BEO is tailored for each event, the BEOs will be broken down into separate events. Each subset event is combined into one final document called your BEO. These subsets are generated for a team that weddings work with. The order of your BEO might not be in sequential order but each has the team, date, times and addresses the pertinent details. Typically, your Disney's Fairy Tale Wedding & Honeymoons BEO is finalized and distributed out to each team at thirty-days out. This is why changes after your BEO has been distributed cannot be guaranteed and why you can last-minute updates based on any changes that apply to DFTW directly.
What are some Key Components of a BEO?
A well-crafted BEO encompasses various facets of your events planning. Let's explore the vital elements that should be included:
Event Location
This will contain your Function Space and Facility for where your event is taking place. You may also see some additional notes to you, the staff, and outside vendors about the event.
Setup
This is exactly as it’s stated. This outlines the start, end, and set-up style of the event this BEO is written for. You may see notes to the staff about particulars you have requested and what outside vendors will be bringing in. This will also include all personal setup and the outside designees name. Set-up times for personal setup should be confirmed with your DFTW wedding planner and locked by 30 days out.
Event Agenda
This section is a time breakdown of your event. This could be a simple line about the window of time you’ve booked transportation or it could be a full hour-by-hour breakdown of your event from set up to tear down. This section is important for you to pay attention to because it will include critical information you or your hired Day of Coordinator will need to relay to you and your attendees.
Catering Fees and Equipment
This section breaks down the times Disney’s Catering will be involved. This will include your Food & Beverage minimum, Fees and times for Bartenders, and may include your Weather Back Up if you’re holding an event outdoors. All of your catering related items, except your final guest count, are due at your 30 days out window. You can adjust your guest count up to 72 hours prior to your event.
Catering Food & Beverage
While the previous section outlines the location and costs for Catering, this section outlines the times, guest count, cost per guest, special dietary requests, facility rules, and any additional notes to you and the catering team. Keep in mind, though, that nothing in this section will reduce or negate any food and beverage commitments agreements you have. This section just outlines details of catering.
Entertainment
The Entertainment section outlines things you’ve hired, whether through Disney or outside vendors, like a String Quartet, Organists, Processional, Major Domo, Cinderella's Coach, Characters, and more. This may also include their rate, a brief description of services, and will include specific times the entertainment will take place. All Entertainment elements through Disney's Fairy Tale Weddings & Honeymoons are finalized thirty days prior to your events date. Any changes, additions, or reductions to the Entertainment on or within thirty days of your wedding will be subject to full payment.
AV and Technical Services
This section outlines any audio, video, or technical aspects you may need. This includes lighting packages for things like lighting for your DJ/band, dance floor, Sweetheart/Head Table, Cake Table, uplighting, and themed uplighting. AV and Technical services touch anything that requires electronics, sound, and visuals. There are some special instances for weddings at places like Animal Kingdom’s Tree of Life or Pandora will require an additional lighting package for evening events.
Photography, Video & Multimedia
The Photography, Video & Multimedia section will be where you see your schedule, hours of coverage, cost, and agenda for your Portrait Session(s), Wedding, Reception, Welcome Reception, and any other aspects of your event. This may also include any cancellation fees, notes, and delivery information you will need. You will also see your outside third party vendors listed. This include call outs for a COI (Coverage of Insurance) which Disney always requires a $2 million minimum coverage and a waiver for acceptance of Disney policies and regulations required to work on or in Disney property. Each outside media vendor (photographer, videographer, or content creator) will be charged a fee of roughly $190 to have a Disney assigned media guide to ensure no content is taken in areas Disney does not wish guests to see.
Transportation
This section outlines any transportation you book and require for your event. This will break down agenda, locations, and notes that you will need to share with your attendees and outside vendors. This will be broken out by each location you require transportation to and from.
Operations/Attractions
Operations/Attractions outlines your access, costs, agenda, and requirements for your access to the parks or locations on Walt Disney World property. This will also include information about security location entry, event labor and setup details.You will also see add-on’s for a ride-mix-in if you want to add riding an attraction or a fireworks viewing fee for a special fireworks events like Luminous The Symphony of Us at EPCOT. The couple are omited from viewing fees for fireworks so prepare to see your count reduced by two for that type of event.
Billing Information
This section will refer to your payment agreement. Generally, this will defer to your Master Account.
In Conclusion
A BEO is more than just a document; it's a roadmap to event success. By encapsulating every detail, from food preferences to room setups and staffing requirements, a BEO can be overwhelming and confusing, but ensures seamless coordination between event planners and venues. Whether you're organizing an intimate gathering or a grand celebration, a well-prepared BEO is your key to a memorable and flawless event. Your Wedding Planner can help walk you through your BEO to ensure it covers everything you want and need for your event.
Want help reviewing your BEO or have questions on what to look for? SCHEDULE A CALL TODAY so we can begin walking hand-in-hand with you every step along the way and advocating on your behalf to make sure that your wedding day is everything you've ever dreamed of and more.
Whether you hire us Fairy Tales & Wedding Bells to be part of your Disney Wedding Dream team or not, we'd love to hear about it. Share your Disney Fairy Tale wedding photos and videos with us by tagging us @fairytalesweddingbells on Facebook and Instagram or @fairytalesnweddingbells on Tiktok.