Function Sheet
A Function Sheet (also known as a BEO - Banquet Event Order, or Event Order) is a detailed planning document used in event management. It serves as a master plan that outlines all the important details of an event, from timing to room setup to catering needs. Think of it as a comprehensive roadmap that all event staff can follow to ensure everything runs smoothly. Event planners create these sheets to communicate clearly with venues, vendors, and team members about exactly what needs to happen before, during, and after an event.
Examples in Resumes
Created and managed detailed Function Sheets for corporate events with 500+ attendees
Developed standardized Function Sheet templates resulting in 30% faster event setup times
Coordinated with vendors using BEOs and Function Sheets for 200+ annual events
Implemented digital Banquet Event Order system to improve team communication
Typical job title: "Event Planners"
Also try searching for:
Where to Find Event Planners
Professional Associations
Online Communities
Job Boards
Example Interview Questions
Senior Level Questions
Q: How do you handle last-minute changes to a function sheet for a major event?
Expected Answer: A senior event planner should explain their system for quick updates, communication protocols with all vendors and staff, and having backup plans ready. They should mention how they prioritize changes and maintain clear documentation.
Q: How do you use function sheets to manage multiple events happening simultaneously?
Expected Answer: Should discuss their experience with complex scheduling, resource allocation, staff coordination, and how they use function sheets to prevent overlaps and conflicts while ensuring each event gets proper attention.
Mid Level Questions
Q: What key elements do you include in a function sheet?
Expected Answer: Should mention timeline, room setup, catering details, audiovisual requirements, contact information, special requests, and any specific client needs. Should also discuss how they organize this information for clarity.
Q: How do you ensure all vendors and staff understand their responsibilities from the function sheet?
Expected Answer: Should explain their methods for creating clear, detailed instructions, holding briefing meetings, and getting confirmation from all parties involved.
Junior Level Questions
Q: What is the purpose of a function sheet?
Expected Answer: Should explain that it's a comprehensive document that outlines all event details, serving as a guide for all involved parties to ensure successful event execution.
Q: How do you organize information in a function sheet to make it easy to follow?
Expected Answer: Should discuss basic structure including chronological ordering, clear sections for different aspects of the event, and how to present information clearly.
Experience Level Indicators
Junior (0-2 years)
- Basic function sheet creation and formatting
- Understanding of event timelines
- Basic vendor coordination
- Simple event setup documentation
Mid (2-5 years)
- Complex function sheet management
- Multiple event coordination
- Vendor relationship management
- Budget tracking integration
Senior (5+ years)
- Advanced event planning strategies
- Team supervision and training
- Crisis management procedures
- Large-scale event coordination
Red Flags to Watch For
- Unable to create clear, detailed timeline documentation
- Poor attention to detail in function sheets
- Lack of experience with vendor coordination
- No knowledge of standard event industry terminology
Related Terms
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