Tips for nailing the precon
The Banquet Event Order (BEO) is the source of truth for everything connected to executing a program, and ensuring everyone agrees on every detail, from what will be passed and offered at the hosted bar to the number of chairs at each round, is essential.
We asked Jim Ziereis, the new executive director of hotel sales at Borgata Hotel Casino & Spa, who has been in the Atlantic City meetings and events market for over 30 years.
How can a meeting organizer best communicate what they need to make the BEO as accurate as possible?
First and foremost, it is so important to view your sales and catering contacts as partners in achieving a successful outcome, and open communication is imperative. We like to know the makeup of your anticipated attendance and if there are any dietary restrictions that need to be addressed. A detailed run of show is helpful, so we know if it makes sense to pre-set salads, to have our servers stop clearing during speeches, etc. The BEO needs to be extremely detailed with setup requirements and audiovisual expectations, as well as pricing information including taxes and gratuities.
Read More: Work Smart: The Art of Communication
What are the most important things to double-check when they receive the BEO?
In addition to the start and end times, double-check the timing as it relates to length of reception, entrée service time, speeches, last call for bar and more. Know that your original expected attendance may differ from your guarantee and your set numbers. For instance, when booking the event, your original expected attendance could be 100 attendees.
The final guaranteed number of guests will be required at least three business days prior to the event, which is what you will be charged for, unless your count goes over that number. It should be noted that the industry standard is 5% set above your guarantee, which allows the kitchen to be prepared with additional food and beverage and enough seating accounting for the 5% over guarantee.
What is the role of the BEO in a precon?
The precon is an opportunity for both the venue and the planner to go over every detail on the BEO to make sure that expectations are met. This may be time-consuming for large programs. However, this is time very well spent. Even the smallest detail that was incorrect that can be changed at this time will help the venue to execute with success. It gives the property time to communicate any change to the kitchen, servers, bartenders, AV or stewarding so that expectations of the group are met.
Read More: Beyond the Plate: The Art of Culinary Event Planning
What questions do you wish planners asked during precons?
It is the venue’s responsibility to answer whatever questions come up, so there are no surprises that may arise. At the conclusion of the precon, both parties should have a clear vision on how the event will be run and anticipate anything that may come up with an agreeable solution from both planner and supplier. Again, I come back to the fact that this is a partnership, and open communication is imperative. The more communication, the better the understanding.
This article appears in the May/June 2025 issue. Subscribe to the magazine here.
