Free OpenClaw Skill for Catering Companies: BEO and Tasting Coordinator Agent (Download)

What this skill does for your catering companies

• Drafts the BEO from the planner's notes, including menu, guest count, service style, F&B minimum math, and per-person uplift for premium upgrades.
• Coordinates the tasting calendar with the chef's availability windows, sets the agenda, and follows up with the client's notes-of-record after.
• Maintains the dietary allergen matrix (gluten, dairy, nut, shellfish, vegan, vegetarian, halal, kosher) per guest and flags every menu conflict before service.
• Tracks the COI (Certificate of Insurance) request through every venue's specific requirements and follows up on the 30, 14, 7-day cadence.
• Runs the ServSafe-aligned production timeline backward from service so the kitchen's prep sheet is ready when the operator walks in.

What's inside this OpenClaw skill

The full file you download, indexed below for search engines and for operators who want to read before they install.

---
name: catering-beo-and-tasting-coordinator
description: BEO drafting, tasting coordination, dietary allergen matrix, F&B minimum math, and COI tracking for catering companies. Integrates with Total Party Planner, Caterease, TripleSeat.
version: 1.0.0
author: OpenClaw Consult (Adhiraj Hangal)
license: MIT
url: https://openclawconsult.com/skills/catering-companies
---

# OpenClaw Skill: Catering BEO and Tasting Coordinator

## Overview

This skill turns the OpenClaw agent into the BEO drafter, tasting
coordinator, and pre-service operations layer for a catering company. It
owns BEO drafting from planner notes, tasting calendar coordination, the
dietary allergen matrix, F&B minimum math, COI request follow-up, and the
ServSafe-aligned production timeline.

It is designed for off-premise catering operations and venue caterers
running 30 to 200 events per month, with 4 to 30 staff, on Total Party
Planner, Caterease, or TripleSeat.

## What this skill does

1. Drafts BEOs from the planner's notes with menu, count, service style,
   F&B math
2. Coordinates the tasting calendar with chef availability
3. Maintains the per-guest dietary allergen matrix
4. Tracks COI through each venue's specific requirements
5. Runs the ServSafe-aligned production timeline backward from service
6. Routes weddings over 200 guests and custom menu development to a human

## Triggers

```yaml
triggers:
  - type: heartbeat
    schedule: "0 8 * * *"           # Daily 8am
    action: review_open_beos_and_coi_status

  - type: heartbeat
    schedule: "0 9 * * 1"           # Mondays 9am
    action: compile_tasting_calendar_for_week

  - type: heartbeat
    schedule: "0 7 * * 4"           # Thursdays 7am
    action: compile_weekend_production_timeline

  - type: on_event
    event: crm.inquiry_logged
    action: draft_initial_quote_and_beo

  - type: on_event
    event: crm.event_confirmed
    action: schedule_tasting_and_initiate_coi

  - type: on_event
    event: crm.rsvp_count_updated
    action: refresh_dietary_matrix_and_production_count
```

## Workflow: BEO drafting

When a planner logs a new inquiry or marks an event confirmed, the agent:

1. Reads the planner's notes: event type, date, guest count, location,
   service style (plated, family-style, buffet, stations, passed)
2. Pulls the matching menu from your published library
3. Calculates per-person pricing, including premium upgrades the planner
   flagged
4. Runs the F&B minimum check against the venue's minimum
5. If under minimum, suggests the highest-margin upgrades to close the gap
6. Drafts the BEO into the CRM's template (or as a PDF if the CRM is
   read-only)
7. Routes to the planner for sign-off

For weddings over 200 guests, multi-day retreats, custom menu development,
and any event with a non-standard service style, the skill routes to a
human.

## Workflow: tasting coordination

When an event is confirmed, the skill:

1. Pulls the chef's tasting windows for the next 14-21 days
2. Suggests 3 slots to the client
3. Holds the slot in the CRM once the client confirms
4. Drafts the tasting agenda: menu items, wine pairings if applicable,
   service style notes
5. Sends the day-before confirmation with location and parking
6. After the tasting, drafts the notes-of-record summary (likes, dislikes,
   requested adjustments) and feeds the changes back into the BEO revision

The tasting is the single highest-conversion moment in a catering sale. The
skill keeps the cadence tight so the client never waits a week for a
follow-up.

## Workflow: dietary allergen matrix

The skill maintains a per-guest matrix with these default categories:

- Gluten-free, dairy-free, nut-free (tree nut, peanut separately if needed),
  shellfish-free, egg-free, soy-free, vegan, vegetarian, halal, kosher,
  custom (any allergy the planner adds)

As the RSVP collection comes in, the agent:

1. Tags each guest with their declared dietary needs
2. Runs the matrix against the planned menu
3. Flags every conflict (gluten in the canape, dairy in the sauce, etc.)
4. Drafts modified plate counts: "we need 12 GF entrees, 4 vegan, 2 nut-free"
5. Sends the matrix to the chef 7 days out and a refreshed version 48 hours
   out

Before service, the kitchen has a clean count of every modified plate. No
guest of honor finds out at the table that the menu does not work for
them.

## Workflow: F&B minimum math

For venue caterers, the F&B minimum is a live number that determines whether
the event sells through. The skill:

1. Reads the venue's F&B minimum from the event record
2. Calculates the current menu subtotal (food + beverage + service charge
   if the venue counts service charge toward minimum)
3. If under minimum, suggests upgrades the planner can offer the client
4. Refreshes the math on every BEO revision

The skill will not auto-add menu items to hit minimum. The planner makes the
call; the skill shows the gap and the options.

## Workflow: COI request cadence

For every event with a venue requirement, the skill:

1. Pulls the venue's COI requirements from the venue file
2. Drafts the request to the insurance broker with the additional insured
   language, coverage amounts, and hold-harmless requirements
3. Follows up at 30 days, 14 days, and 7 days before the event
4. Blocks the event from moving to "confirmed for service" if the COI is
   not on file 7 days out

The broker is in the loop. The skill drafts the request; the broker issues
the certificate.

## Workflow: ServSafe-aligned production timeline

For every confirmed event, the skill works backward from service time:

- Service time minus 3-4 hours: dispatch and travel
- Service time minus 4-6 hours: final hot prep
- Service time minus 1-2 days: cold prep and mise en place
- Service time minus 3-5 days: ordering and receiving
- Service time minus 7 days: final headcount confirmed, dietary matrix
  refresh

The timeline respects ServSafe holding-temperature rules: cold below 41F,
hot above 135F, time-out-of-temp tracking. The skill will not draft a
timeline that puts cold prep outside the safe window between prep and
service.

## Memory keys

```yaml
memory:
  - key: catering.beo[{event_id}]
    description: BEO state and menu math
    schema: { event_date: date, guest_count: int, menu_tier: string, total_price: number, fb_minimum: number, fb_gap: number, status: enum }

  - key: catering.dietary_matrix[{event_id}]
    description: Per-guest dietary requirements
    schema: { gf_count: int, df_count: int, nut_free_count: int, vegan_count: int, halal_count: int, kosher_count: int, custom_count: int }

  - key: catering.coi_state[{event_id}]
    description: COI request cadence
    values: [requested, broker_acknowledged, certificate_received, on_file, expired_re_request, blocked]

  - key: catering.tasting[{event_id}]
    description: Tasting scheduling
    schema: { proposed_slots: list, confirmed_slot: datetime, notes_of_record: string, beo_revisions_triggered: int }

  - key: catering.production_timeline[{event_id}]
    description: Backward-from-service production plan
    schema: { service_time: datetime, dispatch_time: datetime, hot_prep_start: datetime, cold_prep_start: datetime, order_by: date }
```

## Message templates

```yaml
templates:
  beo_wedding_plated:
    channel: email
    subject: "BEO for the {client_last_name} wedding on {event_date}"
    body: |
      Hi {client_first_name},

      Here is the BEO for your reception. A few revisions captured from our
      tasting:

      Event date: {event_date}
      Ceremony: {ceremony_start} | Cocktails: {cocktail_start} |
      Dinner: {dinner_start}
      Venue: {venue_name}
      Guest count: {guest_count}
      Service style: plated three-course

      First course: {first_course}
      Second course: {second_course}
      Dessert: {dessert}

      Beverage service: {beverage_package}

      Dietary accommodations on file:
      {dietary_summary}

      Per-person: {per_person}
      Service charge: {service_charge}
      Tax: {tax}
      Total: {total}

      Confirmed F&B minimum: {fb_minimum}. Current menu meets or exceeds.

      Next checkpoints:
      - Final headcount: {final_headcount_date}
      - Dietary matrix refresh: {dietary_refresh_date}
      - Final BEO sign-off: {final_signoff_date}

      Reply with the OK or any adjustments and I will revise.

      {planner_first_name}
      {company_name}

  tasting_confirmation:
    channel: email
    subject: "Tasting on {tasting_date} for the {client_last_name} wedding"
    body: |
      Hi {client_first_name},

      Confirming your tasting:

      Date: {tasting_date}
      Time: {tasting_time}
      Location: {kitchen_address}
      Chef: {chef_first_name}

      Agenda:
      {agenda_items}

      Bring anything you want feedback on (a pinterest board, a swatch, a
      napkin color, the cake design) and we will talk through the full
      service flow.

      See you {tasting_date}.

      {planner_first_name}
      {company_name}

  coi_request_to_broker:
    channel: email
    subject: "COI request for {venue_name} on {event_date}"
    body: |
      Hi {broker_first_name},

      Need a Certificate of Insurance for the following event:

      Event: {event_name}
      Date: {event_date}
      Venue: {venue_name}
      Venue address: {venue_address}

      Venue-specific requirements:
      - Additional insured: {additional_insured_language}
      - Coverage limits: {coverage_limits}
      - Hold-harmless language: {hold_harmless_language}

      Please send the certificate by {coi_needed_by} so we can lodge it with
      the venue 7 days ahead.

      Thanks,
      {planner_first_name}

  dietary_matrix_refresh_to_chef:
    channel: email
    subject: "{event_date} dietary count refresh"
    body: |
      Chef,

      Final dietary count for {event_date} ({event_name}, {guest_count}
      guests):

      GF entrees: {gf_count}
      DF entrees: {df_count}
      Nut-free entrees: {nut_free_count}
      Vegan plates: {vegan_count}
      Vegetarian plates: {vegetarian_count}
      Halal plates: {halal_count}
      Kosher plates: {kosher_count}
      Custom: {custom_list}

      Production timeline:
      - Order-by: {order_by_date}
      - Cold prep start: {cold_prep_start}
      - Hot prep start: {hot_prep_start}
      - Dispatch: {dispatch_time}
      - Service: {service_time}
```

## Required integrations

| Integration             | Purpose                                       | Read | Write    |
|-------------------------|-----------------------------------------------|------|----------|
| Total Party Planner     | Events, BEOs, menu library                    | yes  | optional |
| Caterease               | Events, BEOs, menu library                    | yes  | optional |
| TripleSeat              | Events, BEOs, venue files                     | yes  | optional |
| Insurance broker email  | COI request and follow-up                     | no   | yes      |
| Twilio (or similar)     | Outbound SMS                                  | no   | yes      |
| Email provider          | Outbound email                                | no   | yes      |
| RSVP collection tool    | Guest dietary intake                          | yes  | no       |
| OpenClaw Memory         | Cross-run state                               | yes  | yes      |
| OpenClaw Heartbeat      | Scheduled cadence triggers                    | yes  | yes      |

Write-back to the CRM is optional. Most catering companies start with the
skill drafting into a side document and have the planner copy into the CRM
on approval. Once trust is built, flip write access on.

## Safety notes

The skill respects ServSafe holding-temperature rules: cold prep stays
below 41F, hot service stays above 135F, time-out-of-temperature is tracked
explicitly. The skill will not draft a production timeline that violates
these.

The dietary allergen matrix is a tool for the kitchen, not a substitute for
on-site verification. The skill flags conflicts; the kitchen confirms
plate-by-plate during service.

## Configuration

```yaml
config:
  company_name: "Your Catering Company"
  approval_mode: planner_approves_all   # or "autonomous_after_2_weeks"
  menu_tiers:
    - tier: "Bronze"
      per_person: 65
      description: "Buffet, two proteins"
    - tier: "Silver"
      per_person: 85
      description: "Plated two-course"
    - tier: "Gold"
      per_person: 110
      description: "Plated three-course"
    - tier: "Platinum"
      per_person: 145
      description: "Plated four-course with chef station"
  service_charge_pct: 20
  tax_rate: 0.0825
  dietary_default_categories:
    - gluten_free
    - dairy_free
    - tree_nut_free
    - peanut_free
    - shellfish_free
    - vegan
    - vegetarian
    - halal
    - kosher
  venue_files:
    - venue_name: "Anytown Wedding Venue"
      fb_minimum: 12500
      coi_additional_insureds: ["Anytown Venue LLC"]
      coi_coverage_limit: 2000000
  autonomous_beo_threshold_guests: 200
  coi_block_threshold_days: 7
```

## Quick install

```bash
mkdir -p ~/.claude/skills
mv catering-companies.md ~/.claude/skills/catering-beo-and-tasting-coordinator.md
# Edit the config block to match your company
```

Launch OpenClaw and the skill is live. Run `review open beos and coi status`,
`compile tasting calendar for week`, or `compile weekend production timeline`
to invoke it on demand, or wait for Heartbeat.

## Want it wired to your stack?

This SKILL.md is the starting point. If you want it plugged into your specific
CRM, your menu library, your venue list, and your COI process on a fixed-
price two-week clock, with the founder writing every line of the build, the
door is at https://www.adhirajhangal.com/work

Install in 60 seconds

1. 1

   Drop the file into your OpenClaw skills directory

   Save the downloaded catering-companies.md as ~/.claude/skills/catering-beo-and-tasting-coordinator.md (or scope it in your project-level .claude/skills/). OpenClaw picks up new skill files on next agent launch.

2. 2

   Connect Total Party Planner, Caterease, or TripleSeat

   Edit the integrations block to point at TPP, Caterease, or TripleSeat for events, BEOs, and the menu library. Read access to events, contacts, and the BEO template is enough to start. Write access lets the agent draft directly into the BEO record.

3. 3

   Launch in approval mode, then move to autonomous on safe templates

   Start with the catering manager approving every BEO draft, tasting confirmation, and COI request for two weeks. The skill's defaults route weddings over 200 guests, multi-day corporate retreats, and any event needing a custom menu development to a human. After two weeks, flip standard 50-150 guest BEOs to autonomous.

Example conversation

Common questions

Related free skills