Collecting Dietary Requirements & Allergies Without the Awkwardness

Understanding and accommodating dietary requirements and allergies is no longer just a consideration for caterers and restaurants. Today, it’s a crucial part of running any event or service where food and drink are offered — whether it’s a corporate function, wedding reception, school fair, or networking breakfast.

If you manage events, operate a venue, or run a business that regularly interacts with groups, you’ll know the importance of ensuring everyone feels safe, seen, and included in food choices. At the same time, asking about such personal needs can sometimes feel awkward, intrusive, or overly formal — resulting in incomplete data, increased anxiety, or even mistakes that could impact someone’s well-being.

So how do you collect dietary requirements and allergy information without the awkwardness? In this article, we’ll explore practical strategies and digital solutions to gather the right details smoothly, sensitively, and securely.

Why Dietary Information Matters

Food allergies affect millions worldwide and can have severe, even fatal, consequences if not properly managed. On top of allergies, there are a range of dietary requirements to consider:

• Medical: diabetes, coeliac disease, intolerances (e.g., lactose, gluten)
• Religious: halal, kosher, vegetarian, vegan
• Ethical/Lifestyle: veganism, specific eating plans (e.g., paleo, keto)
• Personal preference: dislikes, taste aversions

Addressing these requirements demonstrates that you value your attendees’ safety and experience. It also protects your business from potential liability and reputational damage.

Common Pain Points in Collecting Dietary Data

Before we dive into solutions, let’s identify why collecting this information often feels uncomfortable:

• A lack of privacy: People may not want to disclose conditions in front of peers.
• Judgment or stigma: There’s a fear of being seen as “difficult” or “fussy.”
• Unclear phrasing: Vague or poorly worded questions may confuse participants.
• Missing options: Not providing an adequate range of choices can exclude certain needs.
• Data insecurity: Worries about where information is stored and who can see it.

Overcoming these challenges requires thoughtful planning and clear, user-friendly processes.

Best Practices for Collecting Dietary & Allergy Information

1. Ask Early, Clearly, and Privately

The earlier you gather dietary data, the better you can plan. Provide questions at the point of registration, RSVP, or booking — and not as an afterthought. Use private, direct channels (like an online form or email) instead of public sign-up sheets or verbal asks.

• Include dietary questions as a standard part of registration or booking forms.
• Avoid group emails which might compromise privacy.
• Assure respondents that their information will only be used for meal planning and food safety.

2. Use Inclusive, Respectful Wording

Be mindful of language. Asking “Do you have fussy eating habits?” might feel judgmental. Instead, opt for neutral phrasing:

• “Do you have any dietary requirements, allergies, or intolerances we should know about?”
• Allow space for respondents to explain in their own words, rather than forcing them into categories.
• If you use categories (e.g., vegetarian, nut allergy), always include an “Other (please specify)” option.

3. Be Thorough But Not Overbearing

A good form balances comprehensiveness with brevity:

• Offer checkboxes for common diets/allergies (e.g., vegetarian, vegan, gluten-free, nut allergy).
• Don’t ask for more detail than you need — “Please state your requirements as specifically as possible” is sufficient.
• Avoid requests for sensitive medical data beyond what’s needed for safe catering.

4. Offer Reassurance and Transparency

People may feel anxious that their needs won’t be taken seriously. Reassure them by being explicit:

• “We are committed to providing safe and inclusive options for all guests.”
• “If you list an allergy, our team will take every precaution to prevent cross-contamination.”
• “For any concerns, please contact us directly.”

5. Store and Use the Information Responsibly

• Keep dietary data confidential and share only with staff who need it (e.g., caterers, event managers).
• Comply with privacy laws (such as GDPR in the UK/EU) when handling personal health information.
• Destroy or anonymize data after the event, unless you have legitimate ongoing use (and consent).

Digital Solutions: Moving Beyond Paper and Emails

Manual lists, email chains, and phone calls were once the norm — but digital solutions now offer a far more efficient and private way to collect information.

1. Event Registration Platforms

• Many tools (Eventbrite, Eventleaf, Cvent, etc.) allow you to customise forms with dietary fields.
• Responses are securely stored and can be easily exported for catering or kitchen teams.
• Attendees can update details as needed, and data is not publicly visible.

2. Online Form Builders

• Use platforms like Google Forms, Microsoft Forms, Typeform, or Wufoo to gather responses.
• Customise questions and include logic to skip irrelevant queries (“Do you have any allergies? If yes, please specify”).
• Responses feed directly into a spreadsheet for simple management.

3. Membership or Booking Software

• If you have a recurring attendee base (clubs, associations, schools), use membership systems that allow dietary preferences to be saved on profiles.
• This avoids re-asking for every event and shows attendees you remember their preferences.

4. Mobile Apps and QR Codes

• Custom apps can allow attendees to update or confirm dietary information via their smartphones.
• QR code links on invitations or table cards make it easy to access or edit information discreetly.

Sample Dietary Requirements Form Template

A clear, digital-friendly dietary requirements question might look like:

Do you have any dietary requirements, allergies, or food intolerances?
[ ] None
[ ] Vegetarian
[ ] Vegan
[ ] Gluten-free
[ ] Dairy-free
[ ] Nut allergy
[ ] Halal
[ ] Kosher
[ ] Other (please specify): _______________________

You may also provide an optional free-text field for additional notes, such as “mild onion allergy” or “I avoid shellfish.” This approach gives both structure and flexibility.

What to Do With the Information Once Collected

Share with the Right People

After gathering requirements, ensure they are shared with relevant teams:

• Catering/kitchen staff: So they can adapt menus, prevent cross-contamination, and label food properly.
• Event managers: To support individuals on the day (e.g., ensuring guests receive correct meals).
• Volunteers or helpers: So they can offer support discreetly if needed.

Communicate Back to Attendees

Confirm to your guests that you’ve received their requirements and explain what steps you’ll take. This small act strengthens trust and helps manage expectations.

• “Thank you for letting us know. We have recorded your requirements and will ensure safe and suitable options are available.”
• For complex needs, consider a direct phone call to double-check and clarify.

Label Food Accurately On the Day

Clear and accurate labeling on buffets, plated meals, or food stations is essential. Use standardized symbols (e.g., “vegan,” “contains nuts”) so everyone can self-verify their selection.

Handling Sensitive Conversations in Person

Sometimes, despite your best digital efforts, a face-to-face discussion is necessary, such as if someone has a rare or complex allergy. If so:

• Ask quietly and respect privacy (not in front of a group).
• Be non-judgmental and use open-ended questions: “Can you tell me a bit more about your requirement so we can make sure we provide food that’s right for you?”
• If you’re unsure whether you can cater safely, be honest and offer alternatives, such as bringing their own meal.

Final Thought: Prioritising Care and Inclusion

Collecting dietary requirements and allergies isn’t just a box-ticking exercise: it’s a chance to deliver a genuinely inclusive experience. Small changes in how you ask, store, and act on this information can dramatically reduce awkwardness, foster trust, and keep everyone safe.

By adopting digital tools, asking the right questions, and managing data sensitively, you show you care about everyone at your table — and set your business apart for the better.

If you need help with your website, app, or digital marketing — get in touch today at info@webmatter.co.uk or call 07546 289 419.