BEO

The BEO, or banquet event order, is the most important part of planning an event, so our class worked hard to perfect our BEO before the event. We used one of my classmate's BEO to start with and then we as a class edited as necessary. The original BEO read as follows:

Location and Time

Henry Hall Atrium

April 5, 2022

4 p.m. - 6 p.m.

Order of Events

14 tables and 30 chairs are to already be set

2:00 p.m. - Begin the set-up process. Put a tablecloth on each table. Set each game on a separate table. Place the game’s instructions (double-sided) next to each game.

Games include:

• BS (1 Table)

• Spoons (1 Table)

• Euchre (1 Table)

• Slapjack (1 Table)

• Trivia with a TV (1 Table, and a projector facing the wall)

• Roulette wheel (1 Table)

• Building Card Towers (1 Table)

• 3 tables for professors/alumni

Set the correct table sign on each table.

Begin setting up balloon arch

Hang up fairy lights behind the food tables and dessert tables.

Put confetti onto each of the tables.

Hang up streamers on the wall, around the room

Put a 5 Jumbo playing cards out for decorations on each table

Bring out the cardboard dice and place them next to each other. Place them next to the trivia table

Bring the nacho bar, popcorn bar, and pretzel bar into the room. It will cost 3 HTM bucks to get food.

• Keep extra napkins below the tables. People handling food will need to be wearing gloves and a mask. (Drew is bringing gloves and each person is bringing their own mask.)

• Chips, popcorn, and pretzels will already be in the paper boats.

• Nacho cheese will be set in between the nacho bar and the pretzel bar.

• Nacho bar: (1 Table)

  • Nacho cheese warmed up in a crockpot

  • Salsa, Sour cream (in a squeeze bottle), in their bowls sitting on ice, extras in the cooler

  • 50 Napkins placed on table

• Popcorn bar: (1 Table)

  • Seasons placed on table, make sure they are all open

  • M&M and gummy bears placed in separate bowls on the table, extras below the table

  • 50 Napkins placed on table

• Pretzel bar: (1 Table)

  • Spray bottle water for pretzel bits to be dipped in and salt to be sprinkled on placed on the table. (Zoe is bringing the spray bottle)

  • Some of the pretzels will be dipped in cinnamon sugar and some will be dipped in salt.

  • Honey mustard bottle placed on table

  • Cinnamon Sugar placed on table

  • 50 Napkins placed on table

• Dessert: (1 Table shared with drinks)

  • 84 Mini cupcakes. Extras stored below the table.

  • Sprite and Grenadine will be mixed together in a clear container. (Vanessa is bringing it.) Water will be in a Gatorade tub. (Gail is bringing it)

  • Place cups next to the Gatorade and water tubs.

  • Extra Sprite, Grenadine and cups are to be stored underneath the table

  • 50 Napkins placed on table

3:45 p.m.

Look over the room and see if anything needs to be fixed.

3:55 p.m.

Food, drinks and decorations are out and ready.

4:00 p.m.

Open House Begins.

4:00 p.m. - 6:00 p.m.

“Spin the Roulette Wheel” is left in the room, Spoons Tournament, Cards are left in room, Euchre is left in the room, BS is left in the room, Popcorn, nacho and pretzel bars along with desserts and drinks are all left in the room, The HTM trivia kahoot will be played continuously.

6:00 p.m.

Open House Ends

Clean-up begins

Food and Beverage

Food

Soft Pretzel bar - Soft pretzel bites, Melted cheese, Honey mustard, Cinnamon Sugar, Water

Popcorn Bar - Popcorn, Popcorn seasonings, M&M’s, Gummy Bears

Nacho Bar - Tortilla chips, Nacho cheese, Salsa, Sour cream

Desserts

Mini cupcakes

Drinks

Shirley Temples - Grenadine, Sprite, Maraschino cherries

2 pitchers of water.

Other

2 buckets of ice, 225 little paper boats, 200 plastic cups, 200 napkins, 2 crockpots

Decor

Streamers, balloon arch, tablecloths, table signs, confetti, giant jumbo playing card deck, cardboard boxes, confetti, fairy lights (Anna is bringing 2 strings and Kate is bringing 1)

Activities

Earn HTM buck or prizes- Tournament: “Spoons Tournament” - two decks of cards and 20 plastic spoons and a sheet of paper explaining how to play spoons will be placed on the (1) table with the “Spoons” sign on it.

Need a table to put all of the supplies on. 8 chairs.

“Spin the Roulette Wheel” (Drew is bringing it) - a spinning roulette wheel will be placed on the (1) table with the “Roulette Wheel” sign on it. This table will be by/next to the registration table. Instructions beside the wheel. Hospitality themed prizes will be offered on our roulette wheel. Will need 1-2 people continually running this station.

Earn HTM buck - Hospitality Trivia – question students on trivia about the hospitality industry, ask 9 questions on Kahoot. They will play on their phones. Candy prizes will be for the F&B emphasis, wedding bubbles for the events emphasis, a hotel keychain for the lodging emphasis, tropical temporary tattoos for the tourism emphasis and a casino cup for recreation and leisure emphasis.

Earn HTM buck - Building Card Towers - 3 decks of cards and a sheet of paper that says to build card tables.

A table will be set up for people to build card towers on.

Euchre - 2 decks of cards and a sheet of paper explaining how to play Euchre

Need a (1) table and 8 chairs

Earn HTM buck - BS - card game - 2 decks of cards and a sheet of paper explaining how to play BS

Need a (1) table and 8 chairs

Earn HTM buck - Slapjack - card game - 2 decks of cards and a sheet of paper explaining how to play slapjack. Need a (1) table.

Prizes

Hospitality themed prizes: vintage hotel keychain, candy, wedding themed bubbles, casino themed plastic cup, tropical temporary tattoos

Floor Plan

Sign-in table available throughout the event. We will ask faculty to stop by and attend the event if they are available to do so.

Several tables will be set up in the Atrium Room where students can participate in card games including slapjack, BS, Euchre, spoons. More games can be considered. On each table there will be a set of instructions for those who do not know how to play.

There will be a nacho bar, popcorn bar and pretzel station that will be available throughout the course of the open house that students can enjoy and take back to their table

Tables

14 tables

(1 for spin the wheel roulette, 1 for building card towers, 1 for euchre, 1 for BS, 1 for the Spoons tournament, 1 table for slapjack, 1 table for the pretzel bar, 1 table for popcorn bar, 1 table for nacho bar, 1 table for the desserts and drinks, 3 tables for professors and alumni to set up and talk to students, 1 registration table)

Tablecloths - red, black and gold

14 tablecloths

Chairs

30 chairs

(8 chairs for the Euchre table, 8 chairs for the BS table, 2 chairs for the 3 professor/alumni tables, 8 chairs for Spoon table)

Trash Cans

2 trash cans (1 trash can by to the food tables, 1 trash can next to the spin the roulette wheel)

TV

1 TV for the Hospitality Trivia Kahoot

Crockpots

2 crockpots

(1 for nacho cheese/pretzel cheese, 1 soft pretzel bites.)

(Meredith is bringing 2)

Decks of Cards

11 decks of cards

(People from the class are bringing them)

We are all wearing HTM t-shirts, and blue jeans to the event. Bring a mask with you. (If you get cold you may wear something white beneath your t-shirt.)

Event Planner - Drew

Photographer - Tyler

F&B - Vanessa, Nicole, Zoe, Sydney

Activities - Riley, Meredith, Colin, Taylor, Isabella

Floaters/Decor - Anna, Rachel

Registration - Paityn, Suen, Kate

Floor Plan:

After reading through the BEO, we needed to make some changes. First of all, the way they thought the food would be set up wasn't what everyone agreed on, so we changed those details. We also changed the number of tables we needed because we needed more surfaces. We also had to change the floor plan a bit. We planned on moving the card tower table away from the water fountain that is in the middle of the room because we didn't want cards to fall in the water.

Once we were setting up the event, a few more issues arose about the floor plan. First of all, we were worried that our tables were restricting the natural flow of traffic. The table layout could also potentially be a fire hazard if we were to have to evacuate the building. Because of this, we moved all the game tables to one corner, and it worked out perfectly. Foot traffic was able to still flow through without interfering with our event.