Managing dietary requirements at corporate events has become increasingly complex – and increasingly important. In a typical London corporate setting, any event with 20+ guests will include a mix of vegetarian, vegan, gluten-free, halal, and allergen-specific needs. Getting it wrong isn’t just embarrassing; in the case of allergens, it can be dangerous.

This guide covers how to gather, manage, and communicate dietary requirements for corporate events of any size, plus what UK law requires.

Common Dietary Requirements at London Corporate Events

These are the dietary categories you’ll most frequently encounter:

Vegetarian – No meat or fish. May include dairy and eggs.
Vegan – No animal products at all, including dairy, eggs, honey, and gelatin.
Gluten-free – No wheat, barley, rye, or oats (unless certified gluten-free). Essential for coeliac disease sufferers.
Halal – Meat must be halal-certified. No pork products. No alcohol in food preparation.
Kosher – Meat must be kosher-certified. No mixing of meat and dairy. Specific preparation requirements.
Nut allergies – No tree nuts or peanuts. Cross-contamination is a serious risk.
Dairy-free – No milk, cheese, butter, cream, or any dairy derivatives.
Other allergies – Shellfish, sesame, soy, celery, mustard, and other allergens.

UK Allergen Law: What You Need to Know

Under UK food law (Natasha’s Law and the Food Information Regulations 2014), food businesses – including caterers – are legally required to:

Identify and declare the 14 major allergens in any food they provide
Provide this information in writing for pre-packed foods
Be able to communicate allergen information verbally for non-prepacked food, supported by written records

The 14 major allergens are: celery, cereals containing gluten, crustaceans, eggs, fish, lupin, milk, molluscs, mustard, nuts, peanuts, sesame, soybeans, and sulphur dioxide.

As the event organiser, you’re not directly liable for the caterer’s compliance – but you have a duty of care to your guests. Choosing a caterer with robust allergen management processes is essential.

How to Gather Dietary Requirements

The earlier you collect this information, the better. Here’s a recommended process:

For events under 30 guests: Send a direct email asking attendees to confirm any dietary requirements or allergies. Give a deadline of at least 5 working days before the event.

For events of 30–100 guests: Include a dietary requirements field in your event registration or RSVP form. Use a dropdown with common options (vegetarian, vegan, gluten-free, halal, other) plus a free-text field for specifics.

For events over 100 guests: Build dietary requirements into the registration process. Create a spreadsheet or matrix tracking each guest’s requirements. Share this with your caterer well in advance.

How a Good Caterer Handles Dietary Requirements

A professional caterer should:

Ask about dietary requirements during the initial consultation
Design menus that accommodate the most common requirements by default
Prepare allergen-specific dishes separately to prevent cross-contamination
Label all food clearly with allergen information
Brief service staff so they can answer guest questions confidently
Have a documented allergen management process

At Fresh N Funky, we track dietary requirements on a per-guest basis for larger events. Every dish is labelled with allergen information, and our kitchen team follows strict cross-contamination protocols. We hold a 5-star food hygiene rating and follow Food Standards Agency best practice.

Tips for Event Organisers

Don’t make assumptions – Always ask. Don’t assume someone’s dietary needs based on appearance, name, or background.
Share requirements with your caterer early – Not on the day of the event. Give at least 3–5 working days for proper preparation.
Plan for unannounced requirements – Expect 5–10% of guests to have requirements they didn’t declare in advance. A good caterer builds in flexibility.
Don’t segregate dietary options – Placing the ‘vegan table’ in the corner makes people feel excluded. Integrate all options together.
Check drinks too – Some wines, beers, and cocktail ingredients contain allergens or animal products.

Template Language for Gathering Dietary Requirements

If you’re unsure how to phrase the request, here’s a template you can use in your event invitation or RSVP form:

Please let us know about any dietary requirements or food allergies so we can ensure you’re fully catered for. Common options include: vegetarian, vegan, gluten-free, dairy-free, halal, kosher, nut-free. If you have a specific allergy or requirement not listed, please describe it below. All information is shared with our caterer only and treated confidentially.

This approach is inclusive, non-intrusive, and gives guests clear options while allowing for specifics. Avoid language that makes people feel like they’re being difficult – phrases like “special requirements” or “restrictions” can feel loaded. “Dietary requirements” or “dietary needs” are neutral and professional.

For large conferences and multi-day events, consider adding dietary information to your registration platform as a required field. This ensures you capture requirements for every attendee rather than relying on voluntary responses. Build in a reminder email 5 working days before the event for any late registrations or changes.

Getting Expert Help

Managing complex dietary requirements doesn’t have to be stressful. The right caterer takes this burden off your shoulders entirely. At Fresh N Funky, dietary management is a core part of our service, not an afterthought.

Planning an event with complex dietary requirements? Call 03450 942 922 or tell us about your event online. We’ll handle the rest.

Dietary management is ultimately about respect – ensuring every guest at your event feels valued, included, and safe. The effort you put into getting it right reflects directly on your organisation’s professionalism and culture. And with the right caterer, it’s genuinely straightforward.