Event Catering: How to Handle Allergies, Dietary Restrictions, and Portion Sizes?

1. Identify dietary needs at the time of registration

Don’t wait until the last minute to find out about your participants’ dietary restrictions. Include this question directly in your registration form.

Distinguish between three categories:

• Food allergies: peanuts, tree nuts, shellfish, eggs, milk, etc. These can cause severe reactions and require special precautions.
• Intolerances and medical restrictions: lactose intolerance, celiac disease, or other food sensitivities.
• Specific diets: vegetarian, vegan, halal, kosher, or other personal preferences.

European regulations also require information to be provided regarding 14 categories of allergens, including for non-prepackaged foods. The European Commission specifies the applicable requirements.

How should you ask participants this question?

Keep the wording simple:

“Do you have any allergies, intolerances, or dietary restrictions we need to take into account? If so, please specify them.”

Add a text field to collect the necessary information. This will allow people with severe allergies to communicate their specific needs.

Then centralize the responses in a document accessible only to those responsible for handling them. Avoid unnecessarily sharing individual health information about participants.

2. Provide Precise Instructions to the Caterer

Once the dietary restrictions have been identified, communicate them to your caterer well in advance.

Your summary should specify:

• The number of standard meals and special menus.
• The allergens to avoid for each relevant dish.
• Vegetarian and vegan alternatives.
• Any special requirements.
• The procedures for identifying and distributing adapted meals.

Do not confuse the absence of an ingredient with the absence of an allergy risk. A dish prepared without tree nuts, for example, may come into contact with them during preparation or service.

Ask the caterer to confirm the precautions they can actually guarantee. When a severe allergy is reported, have the proposed solution explicitly approved before the event.

Also designate a single point of contact to coordinate last-minute changes. This will minimize conflicting information between the organizer, the kitchen, and the dining room staff.

3. Choose a catering option suited to different dietary needs

The catering format directly influences how dietary restrictions can be managed.

Buffet: Prioritize variety and clear labeling

A buffet allows guests to assemble their own plates. Provide a variety of dishes that are clearly labeled with reliable information on allergens.

Be cautious about shared utensils and cross-contamination between dishes: freedom of choice alone does not guarantee safety for people with allergies.

Standing reception: Facilitate communication with staff

Appetizers are passed among guests, which can sometimes make it difficult to identify them.

Inform servers of the ingredients and allergens present. For guests with significant dietary restrictions, consider personalized service to avoid any confusion.

Seated meal: Plan seating arrangements and service in advance

A seated meal makes it easier to distribute specific menus, provided you have a reliable seating chart.

Provide the necessary information to the staff and discreetly identify the guests concerned.

Regardless of the format, plan for genuine culinary alternatives. A vegetarian menu should constitute a complete meal, not simply one without meat.

At BluePoint Liège, the packages offered in partnership with Le Cabochon restaurant include buffets, walking dinners, and multi-course menus. The team can also assess the necessary adjustments for dietary restrictions.

Discover the various catering packages in the BluePoint Liège brochure.

4. Calculate the Right Quantities Based on the Event Format

Ordering too little risks disappointing attendees. Ordering too much increases costs and leads to waste.

Start by determining the actual number of people expected, including speakers and staff who will be served.

Then adjust the quantities based on the event’s duration and the purpose of the meal.

Some practical guidelines

• Breakfast: Plan a light spread, tailored to the arrival time and the duration of the reception.
• Coffee break: A few sweet or savory bites may suffice, especially after breakfast.
• Lunch: Plan a full meal, taking into account participants with specific dietary needs.
• Cocktail reception: As a general guideline, allow 4 to 6 bite-sized items per person for a short reception preceding a meal.
• Standing reception: Plan for about 12 to 16 bite-sized items per person when the bites replace a meal, depending on their size and composition.
• Seated dinner: Confirm the number of place settings and any special menus with the caterer.

These ranges are guidelines for planning, not universal standards. Have your caterer adjust them based on the duration, menu content, and attendee profile.

For buffets, also discuss options for gradual restocking.

5. Minimize Surplus Without Risking Shortages

Managing quantities also addresses an environmental challenge.

According to the 2024 Food Waste Index Report by the United Nations Environment Programme, food service operations accounted for 28% of global food waste measured in 2022, across all contexts.

To minimize leftovers at your event:

• Confirm the final number of attendees as late as the catering contract allows.
• Analyze attendance rates from your previous events.
• Avoid unnecessarily increasing the number of buffet items.
• Opt for gradual restocking whenever possible.
• Agree with the caterer on how to handle any leftovers, in compliance with health regulations.

Also, be sure to gather feedback after the event. The actual quantities consumed provide valuable data for refining your future orders.

This approach aligns with the commitments of BluePoint Liège—a Green Key-certified establishment since 2021—to promote more responsible event planning.

6. Ensuring Smooth Service on the Day of the Event

Thorough preparation must be reflected in every guest’s meal.

Before guests arrive, take a few minutes with the catering manager to review the final details.

Your Catering Checklist

• Confirm the number of guests and the number of special meals.
• Verify allergen information.
• Identify dishes intended for guests with dietary restrictions.
• Ensure that staff are familiar with the guidelines.
• Review the serving procedures for special meals.
• Establish a procedure for handling unexpected requests.
• Designate a point person capable of responding quickly to questions.

Avoid improvising when it comes to allergies. If there is any doubt about a dish’s ingredients or the risk of cross-contamination, ask the catering manager for confirmation before serving it.

Finally, ensure a high-quality experience: a guest who has requested a specific meal should receive the same level of attention as the other guests.

Well-prepared catering, a more stress-free event

Managing allergies, dietary restrictions, and portion sizes relies above all on good planning. Gather information well in advance, provide precise instructions to the caterer, and adjust orders to the actual number of guests.

By coordinating these elements from the planning stage, you’ll simplify service, stay within your budget, and ensure attentive service for everyone.

Entrust the organization of your next event to a team that also handles the details of catering with expertise. Discuss your project with BluePoint Liège and create a catering package tailored to your guests.