Collect dietary requirements at registration, not at the event. Standard categories are: vegetarian, vegan, gluten-free, dairy-free, halal, kosher, and nut allergies. Expect 15-25% of attendees to have at least one requirement. Brief the hotel chef directly and request labelled buffet items.
Twenty years ago, 'vegetarian option' covered it. Today, a 200-person event typically has 30-50 distinct dietary requirements spanning allergies, intolerances, religious observance, and ethical preferences. Planning for that reality is now table stakes.
Collect the data in registration, not on arrival
Ask during registration with a structured form, not a free-text box. Separate allergies (medical) from preferences (lifestyle) so the hotel kitchen can triage appropriately.
Standard categories to offer
- Allergies: nut, shellfish, egg, dairy, gluten/wheat, soy, sesame
- Medical: coeliac, diabetes, low-FODMAP
- Religious: halal, kosher, Hindu vegetarian, Jain
- Lifestyle: vegan, vegetarian, pescatarian, lactose-free
- Free text for 'other' — always provide this field
Brief the hotel 10 days out
Send a structured list to the hotel no later than 10 days before the event. Include count per requirement and any specific attendee names where identification matters (e.g., severe nut allergy). Request a written menu by requirement in return.
At the event
- Name cards at plated meals for any severe allergies
- Clear ingredient labelling on every buffet item
- Dedicated serving utensils per dish to avoid cross-contamination
- A named kitchen contact who can answer ingredient questions live
Default your main menu to vegan-friendly or plant-forward at least once per day. It covers vegan, vegetarian, most religious diets, and reduces the number of special meals you need to pre-order.
Cross-contamination in buffets is the single biggest risk. For severe allergies, request a separately plated meal brought to the guest — not a trip to the buffet line.
Pricing impact
Most hotels do not upcharge for dietary requirements when you brief them in advance. Last-minute or on-the-day requests sometimes incur a €10-20 per meal premium. Ask upfront.
Collecting Dietary Information From Attendees
The quality of dietary data you collect determines the quality of the catering you can deliver. A registration form that asks only whether attendees have dietary requirements, without specifying what those requirements are, will produce vague responses that are difficult to act on. Instead, give attendees a structured set of options: vegetarian, vegan, gluten-free, dairy-free, nut allergy, halal, kosher, and other with a free-text field. This produces actionable data that you can hand directly to the hotel catering team.
Set a data collection deadline at least two weeks before the event. Share the finalised dietary breakdown with the hotel no later than ten days before the event, so the catering team has time to source specialist ingredients and brief the kitchen. Last-minute dietary notifications, received the day before or on the event day, put both you and the hotel in a difficult position and increase the risk of something going wrong.
Working With the Hotel Kitchen Before the Event
Request a pre-event call or meeting with the hotel's banqueting manager and, where possible, the executive chef, particularly for events where complex dietary requirements make up a significant proportion of the guest list. This is not standard practice for all hotel bookings, but for events where 20 percent or more of attendees have dietary requirements, a direct conversation with the kitchen team prevents miscommunication and builds confidence that the requirements have been understood.
Ask the chef to walk you through how each dietary variant will be prepared and served. Confirm whether allergen-free dishes are prepared on separate surfaces with separate utensils. For severe allergies, particularly nut allergies, this is not optional. Also confirm the plating or labelling system the kitchen will use so that service staff can identify and deliver the correct plate to the correct attendee without requiring the attendee to identify themselves at each course.