Automated BEO Distribution for Event Venues
When a BEO is finalized or updated in Tripleseat, WebRun reads the event details, room setup, food and beverage orders, AV requirements, and timing, then posts a structured summary to the catering, AV, and facilities Slack channels and logs the event to a master Google Sheets tracker.
How do I automatically distribute BEOs to venue departments?
When a BEO is finalized in Tripleseat, WebRun reads the full event order including F&B, AV, room setup, and timing, then posts a structured summary to each department's Slack channel and logs the event in a Google Sheets master tracker. Every department has the details within minutes of the BEO being saved.
- Every department receives BEO details within minutes of finalization
- No manual forwarding or copy-paste between Tripleseat and team channels
- A master Google Sheets tracker logs every event with BEO distribution timestamps
Built for venue operations managers · banquet managers · event coordinators · catering directors
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
app.tripleseat.comin a real browser with your saved login - no setup, no API keys. -
1
Tripleseat - read finalized BEO details
tripleseat.com
WebRun opens Tripleseat to read finalized BEO details. - Open Tripleseat and detect newly finalized or updated BEOs
- Read the event name, date, room, guest count, room setup, food and beverage order, AV requirements, and event timeline
- Note the event contact, coordinator, and any special instructions
Done when All BEO details including room setup, F&B, AV, and timeline are captured.
-
2
Slack - post to department channels
slack.com
WebRun opens Slack to post to department channels. - Post a structured BEO summary to the catering channel with F&B order and service timing
- Post the AV and room setup details to the facilities and AV channel
- Tag the relevant department leads for awareness
- Include a direct link back to the Tripleseat BEO for the full document
Done when Each department channel has received its relevant BEO summary in Slack.
-
3
Google Sheets - log event to master tracker
google.com
WebRun opens Google Sheets to log event to master tracker. - Open the master event tracker in Google Sheets
- Add a new row for the event with date, room, guest count, F&B total, and coordinator
- Mark the BEO as distributed with a timestamp
Done when The event is logged in the master tracker with BEO distribution confirmed.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does it post the full BEO document to Slack?
It posts a structured plain-text summary with the details each department needs, plus a direct link to the full BEO in Tripleseat. This keeps Slack readable without large file attachments.
What if the BEO is updated after the initial distribution?
When a BEO is modified in Tripleseat, WebRun posts an update notice to the same department channels with a clear note that it supersedes the previous version, so teams always have the latest.
Can it route different BEO sections to different Slack channels?
Yes. You configure which fields go to which channels during setup: F&B details go to catering, AV requirements go to the tech team, room setup goes to facilities. Each team only sees what is relevant to them.
Related templates
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