Managing dietary requirements and guest count changes

Agree with the caterer on a single process for collecting and confirming dietary requirements and guest count changes. Precise information helps the catering team prepare the right meals and identify who needs them.

Collect clear, usable information

Ask each guest to describe their dietary requirements and, where needed, clarify what those mean for the meal. Do not combine different needs into a vague “allergies” list. Share only information necessary to arrange the catering and agree on how it will be handled.

For events in Finland, the Finnish Food Authority’s allergen guidance (opens in a new tab) explains information requirements for food, including unpackaged food. Ask the caterer how guests will receive the relevant information at your event.

Confirm preparation and meal identification

Review the requirements with the provider before approving the menu. Ask what can be accommodated and how preparation and serving practices will address it. Do not promise a guest that a meal is suitable based only on the name of a dish.

Agree on how a separate meal will reach the correct person and whom guests can ask for more information. At a buffet, labeling and informed staff are part of the plan.

Maintain one confirmed list

Record the deadline for the final guest count and how changes will be priced. Keep the total attendance and special-meal counts distinct so one person’s dietary information does not accidentally become an extra meal. Appoint one contact for changes.

If a guest reports a new need after the deadline, confirm it with the caterer before making a promise. Include these arrangements in the catering agreement. One current, shared list is more useful than messages scattered across different channels.