Ah, the Banquet Event Order binder — used by event professionals and venue managers for years to keep track of all event-related documents, contracts, menus, and more.

BEOs are contracts that outline all the details on a particular event, such as food and beverage orders, A/V requirements, room info, decor, signed receipts, staffing, and everything in between. The downsides to the BEO binder are many — who wants to lug around and keep track of a huge physical binder that has to be referenced by various team members and constantly updated for accuracy?

But thanks to our cloud-based software that keeps everything digital, instant, and all in one place, Tripleseat has replaced the need for a BEO binder. Want to know more? Read on.

We’re cloud-based

Tripleseat’s software platform is stored digitally on the cloud (on the internet instead of on one particular hard drive or computer), making it easy for users to access all event-related info they need from their phone, tablet, laptop, or desktop, no matter where they are. Simply log in to view team communications, documents, menus, statuses and immediately update details or address items that need attention whether you’re in or out of the office.

We make seamless communication easy

There are a lot of moving parts when it comes to event planning and execution — so keeping everyone informed is crucial to success. Tripleseat’s communication tools and chat history logs ensure that you’re in constant contact with your staff, chefs, managers, suppliers, and clients, so everyone stays informed and in the loop. You can even tag specific team members if there’s something that needs their particular, immediate attention. Want to let your staff know details about an event that you don’t want to be seen by the client (such as a surprise Champagne toast)? You can use our internal notes feature. These can be added in the same place as your other event notes and will appear on the chef BEO document.

We offer customized BEO templates

With our customizable BEO templates, you can keep your team organized while offering your client a personalized, clean design. You can include your company’s logo, event information, customer details, menu notes, financials, and more. This template also keeps your client information secure and in one easy-to-access place.

We keep everything you need in one place

With the BEO binder, sure, everything was all together — but it could only be accessed from one physical location, it was difficult to keep organized, and if you lost one important document, you’d have a (time-consuming) issue. Tripleseat’s platform is easy to navigate and serves as a one-stop-shop for your event details. This video shows how you can create a BEO in just a few steps:

We offer instant, real-time updates

Not only does Tripleseat’s software allow team members to update any and all event details in real-time, but we’re constantly making improvements to both our software and our app, to make sure the experience is seamless, easy, and convenient for our customers to grow their events businesses. Plus, there’s no comparison between having to manually update documents that then have to be reprinted and placed into a binder when an event detail changed, and simply logging on to Tripleseat to quickly update a food allergy alert for a menu, a guest count, or a cost estimate. Gather is aiming to transform and streamline the event planning process — one fewer BEO binder at a time.

Get started with the right tools

Using Tripleseat’s features, along with our Banquet Event Order template download that works best for you, can make event planning easier than ever. Combined with the rest of our sales and event management application features, you can streamline the entire event planning and management process. Tripleseat is ready to give you everything you need to make your event a pleasant experience from beginning to end. Not using Tripleseat yet? Schedule a free demo online.

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Editor’s Note: This post was originally published on the Gather blog and written by Caroline Cox.

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