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This is a real program BeoDraft produced end to end from a plain description of a 3-day, 220-person sales kickoff — eight numbered BEOs (crew meals included), a tier-banded budget with every basis shown, the room-block math, and a leverage read. Edit it, print it to PDF, or download it — then build your own from scratch.
National Sales Kickoff 2026
Mon, Feb 9, 2026 – Wed, Feb 11, 2026 · 220 guests · 8 BEOs
Budget estimate (upper-upscale (Bonnet Creek convention hotel)) — ranges, not quotes
$436,000 – $574,000| Category | Detail | Low | High | Basis |
|---|---|---|---|---|
| Food & Beverage | 3 breakfasts, 2 plated lunches, 2 receptions, awards dinner, 2 breaks/day — 220 pax | $172,000 | $214,000 | $260–$320 pp/day loaded, upper-upscale banquet menus |
| Audio / Visual | General session (7k lumen, LED wall, line-array, 2 techs) + breakouts | $58,000 | $92,000 | In-house AV day rates; 15–25% negotiable vs. rack |
| Meeting room rental | GA ballroom + 4 breakouts + office, 2.5 days | $0 | $22,000 | Typically waived against F&B minimum at this volume |
| Guest rooms | 475 room-nights @ negotiated group rate | $128,000 | $147,000 | $269–$309 group rate; rebate/comp-room credit not yet applied |
| Service charge & tax | 26% taxable service charge + 6.5% FL sales tax on F&B/AV | $78,000 | $99,000 | Contracted rates — non-negotiable, but confirm on the BEO |
Leverage read: You are a 475-room-night, mid-week, Q1 program — exactly the need-date business this hotel discounts. Trade a firm F&B minimum for waived rental, a 1-per-40 comp-room credit, and a capped 24-hour hold on breakouts. AV is your biggest soft cost: bid it against one outside quote and you should recover 15–20%.
- All figures are tier-based ranges, not quotes. Actual pricing comes from the property.
- Room rental shown at high end for un-negotiated scenario; assume $0 once the F&B minimum is met.
- Attrition and cancellation terms drive more risk than rate — model them before signing.
Room block
peak 205 rooms · 475 room-nightsStaff/leadership arrive Sun; full block Mon–Tue; most check out Wed AM. Peak 205 on a 220-attendee program implies ~1.07 attendees/room — tighten with a shared-room policy to protect attrition.
Day 1 — Mon, Feb 9
BEO 1Welcome Reception
6:00 PM – 8:00 PM · Bonnet Creek Terrace (outdoor) · 220 guests · Stations + passed hors d'oeuvres
Menu: 3 chef-attended stations (carving, coastal raw bar, Florida citrus salad); 6 passed canapés, 4 pieces pp; Artisan cheese & charcuterie display
Beverage: Hosted bar, 2 hr; 2 signature cocktails; Beer / wine / soft
Staffing: 6× Bartender, 14× Server, 3× Chef attendant, 2× Captain
Equipment: 6 highboys, 12 lounge groupings; Stage-left band riser 12x16; String lighting + 8 heaters
Setup: Weather call by 2:00 PM; Osceola Ballroom as indoor backup.
Day 2 — Tue, Feb 10
BEO 2Buffet Breakfast
7:00 AM – 8:30 AM · Osceola Ballroom C · 220 guests · Buffet, 4 lines
Menu: Hot: eggs, applewood bacon, chicken sausage, breakfast potatoes; Cold: yogurt parfaits, seasonal fruit, house pastries; Action omelet station (2 cooks)
Beverage: Regular & decaf; Assorted teas; Fresh orange & grapefruit juice
Staffing: 10× Server, 2× Cook / attendant, 1× Captain
Equipment: 4 buffet lines double-sided; Coffee stations x3
Setup: Rounds of 10, pre-set water & coffee at 6:45 AM.
BEO 3General Session
9:00 AM – 12:00 PM · Grand Osceola Ballroom (A–B) · 220 guests · Theater + head table
Beverage: Water service; Continuous coffee refresh at 10:30
Staffing: 2× AV technician, 4× Server (refresh)
Equipment: 7,000-lumen laser projector + 20' LED wall; Line-array PA, 4 wireless + 2 lav mics; Confidence monitors, clicker, comfort monitors; 24'x16' stage, lectern, 4-top head table
Setup: Rehearsal Mon 4–6 PM. Doors/graphics loop from 8:30 AM.
BEO 4AM Break
10:30 AM – 10:45 AM · Osceola Foyer · 220 guests · Refresh break
Menu: Whole & sliced fruit; Energy bars; Warm soft pretzels w/ mustards
Beverage: Coffee refresh; Assorted soft drinks; Sparkling & still water
Staffing: 6× Server
Equipment: 4 relish-style break stations in foyer
Setup: Set behind pipe-and-drape, reveal at 10:25.
BEO 5Plated Lunch — Keynote
12:15 PM – 1:45 PM · Grand Osceola Ballroom (A–B) · 220 guests · Plated, 3 courses
Menu: Starter: little gem Caesar, focaccia crisp; Entrée: braised short rib + herb-roasted chicken duet (pre-count); Dessert: key lime tart; Vegetarian: wild mushroom risotto (28 confirmed)
Beverage: Iced tea & lemonade; Coffee service with dessert
Staffing: 20× Server, 2× Captain, 6× Food runner
Equipment: Room flip from theater to rounds during AM break — 45 min, dual crew
Setup: Entrée split 60/40 short rib/chicken; 28 veg pre-set with place cards.
BEO 6Crew Meal — GA & AV Team
crew11:30 AM – 12:00 PM · Back-of-house / Salon 5 · 24 guests · Buffet, crew
Menu: Deli & hot-plate crew buffet; Vegetarian option included
Beverage: Soft drinks; Coffee & water
Staffing: 1× Attendant
Equipment: 1 6-ft buffet, 3 rounds
Setup: Staggered so techs eat before the room flip.
BEO 7Awards Gala Dinner
7:00 PM – 10:30 PM · Grand Osceola Ballroom (A–C) · 220 guests · Reception + plated dinner + program
Menu: Reception: 4 passed canapés, 45 min; 1st: burrata & heirloom tomato; Entrée: filet + jumbo shrimp surf-and-turf; Dessert: chocolate marquise, gold-leaf finish
Beverage: Hosted premium bar, 3.5 hr; Table wine service (2 btl/table); Champagne toast
Staffing: 24× Server, 8× Bartender, 3× Captain, 2× AV technician
Equipment: Awards stage 24x16 + 16' LED wall; Uplighting (32) + custom gobo; House band 8-pc + 2 spots; Rounds of 10, chargers, votives
Setup: Room flip from lunch by 4 PM; band soundcheck 5–6 PM; script cues to AV.
Day 3 — Wed, Feb 11
BEO 8Farewell Breakfast & Breakouts
8:00 AM – 11:00 AM · Salon 1–4 + Osceola C · 205 guests · Buffet breakfast → 4 breakout rooms
Menu: Continental+ buffet; Build-your-own breakfast burrito station
Beverage: Coffee & tea; Juice bar; Infused water
Staffing: 8× Server, 4× AV technician, 1× Captain
Equipment: 4 breakouts: LCD, screen, wireless mic, flip charts; Osceola C set crescent rounds for main track
Setup: Breakouts set by 7 AM; luggage hold + storage in Salon 6.
Assumptions
- Upper-upscale Bonnet Creek convention hotel; single-property program.
- 220 attendees, 205-room peak, mid-week Feb (need-date season).
- In-house AV assumed; one competitive outside bid modeled for leverage.
- 26% service charge + 6.5% FL sales tax applied to F&B and AV.
Open questions
- Final entrée split and vegetarian/dietary counts (drives plated pricing).
- Is AV contractually in-house exclusive, or can outside AV load in?
- Comp-room ratio and rebate — 1/40 vs 1/50, and applied to master or rebated?
- Attrition clause: allowable shortfall % and review date.