Execute — the second half of the workflow
An approved BEO isn't a document. It's a list of things that have to happen.
BeoDraft plans; Execute runs. It breaks the approved program into the pieces the floor operates on — a master staffing pull, a consolidated equipment order, and the run-of-show — with no re-keying. Below is the hand-off, generated live from the sample program.
8
BEOs
129
staff shifts
18
equipment lines
1
crew meals
Master staffing pull
Every role summed across the program — what to schedule and staff.
Server82
Bartender14
Captain9
AV technician8
Food runner6
Server (refresh)4
Chef attendant3
Cook / attendant2
Attendant1
Total shifts129
Consolidated equipment order
De-duplicated across every function — one list for AV and rentals.
- 6 highboys, 12 lounge groupings
- Stage-left band riser 12x16
- String lighting + 8 heaters
- 4 buffet lines double-sided
- Coffee stations x3
- 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
- 4 relish-style break stations in foyer
- Room flip from theater to rounds during AM break — 45 min, dual crew
- 1 6-ft buffet, 3 rounds
- Awards stage 24x16 + 16' LED wall
- Uplighting (32) + custom gobo
- House band 8-pc + 2 spots
- Rounds of 10, chargers, votives
- 4 breakouts: LCD, screen, wireless mic, flip charts
- Osceola C set crescent rounds for main track
Run-of-show
Every function in sequence, with room and setup — the schedule the floor works from.
Day 1 · 6:00 PM
BEO 1Welcome Reception
Bonnet Creek Terrace (outdoor) · Weather call by 2:00 PM; Osceola Ballroom as indoor backup.
Day 2 · 7:00 AM
BEO 2Buffet Breakfast
Osceola Ballroom C · Rounds of 10, pre-set water & coffee at 6:45 AM.
Day 2 · 9:00 AM
BEO 3General Session
Grand Osceola Ballroom (A–B) · Rehearsal Mon 4–6 PM. Doors/graphics loop from 8:30 AM.
Day 2 · 10:30 AM
BEO 4AM Break
Osceola Foyer · Set behind pipe-and-drape, reveal at 10:25.
Day 2 · 12:15 PM
BEO 5Plated Lunch — Keynote
Grand Osceola Ballroom (A–B) · Entrée split 60/40 short rib/chicken; 28 veg pre-set with place cards.
Day 2 · 11:30 AM
BEO 6Crew Meal — GA & AV Teamcrew
Back-of-house / Salon 5 · Staggered so techs eat before the room flip.
Day 2 · 7:00 PM
BEO 7Awards Gala Dinner
Grand Osceola Ballroom (A–C) · Room flip from lunch by 4 PM; band soundcheck 5–6 PM; script cues to AV.
Day 3 · 8:00 AM
BEO 8Farewell Breakfast & Breakouts
Salon 1–4 + Osceola C · Breakouts set by 7 AM; luggage hold + storage in Salon 6.
Plan it in BeoDraft. Run it from the same place.
The execution engine (AIQ) turns your own approved BEOs into these pulls automatically. Start with the plan — the rest follows.