At Sheer Edge, we’ve always said that events are about people first, logistics second, and nothing proves that more clearly than how we handle food. Dietary requirements are a core part of creating events where every single attendee feels safe, welcome and genuinely looked after.
With expectations rising, the industry is catching up fast. Managing dietary requirements is essential for delivering a professional, well-run event. When handled well, attendees feel included, cared for and safe. Without a clear process risks increase and, for some allergies or medical conditions, the consequences can be serious.
A dietary events toolkit checklist has been created by the ABPCO Dietary Inclusion Members Group , to help support PCOs, venues and caterers communicate clearly and consistently with event organisers.
The toolkit is based on real-world experience and designed to work in real event settings. The checklists support early conversations, build shared understanding and set realistic expectations from the start. Together, they make it easier to capture, share and act on the right information while reducing risk and simplifying dietary management.
As the PCO checklist puts it, “delegate expectations around dietary requirements have evolved, and event processes need to keep pace”.
Food has become something that’s not just a need to survive, it’s an emotional, cultural and often part of the identity of an event. If someone arrives at an event unsure whether they’ll be able to eat safely, or eat at all, it affects their entire experience.
We’re seeing more attendees with:
- Life-threatening allergies
- Intolerances
- Religious or cultural dietary observances
- Lifestyle driven choices
Health related needs (e.g., diabetes, pregnancy, weight loss medication considerations)
We need to make sure that everybody feels included and that their requirements are accommodated when we plan any event. One of the clearest reminders from the PCO checklist is that vague information like “no fish/nuts, gluten” simply isn’t enough, because “it does not outline the severity”. That’s why detailed, early and accurate data collection is everything.
Let’s talk about the serious end of the spectrum. Life-threatening allergies require:
- Direct contact with the attendee
- Understanding whether the allergy is ingestion only or airborne
- Checking whether adrenaline/epi pens are in date
- Creating a clear emergency plan with the venue
Ensuring staff know exactly what’s in every dish
The checklist even recommends treating adrenaline pen readiness like “a safety check, similar to fire extinguisher servicing”. Of course, the 14 major allergens must be declared by law, but the documents also remind us that allergens can appear “hidden in some foodstuffs, e.g. celery in stock powders; fish in wine; tree nuts in cereals”, which is why relying on assumptions is never enough.
Dietary requirements can reflect:
- Religious observances (Halal, Kosher, Jain, Ramadan fasting)
- Cultural identity
- Ethical choices (vegan, vegetarian)
- Health needs (diabetes, coeliac disease)
- Sustainability values
The checklist highlights that cultural or religious diets are “rooted in tradition, community identity, or religious law”, whereas lifestyle choices are centred on “personal health, ethics, or environmental beliefs”. Both matter, but they’re not the same, and treating them with nuance is part of respectful event design.
The Managing Dietary Requirements at Events Toolkit:
We’re delighted to share the Managing Dietary Requirements at Events Toolkit hosted on the Meet Cambridge website.
This resource is practical, thoughtful and created with real collaboration, including input from the diets working group. At a recent ABPCO Festival of Learning event, great effort and collaboration between the diets working group, PCO Sheer Edge, ABPCO Executive Director Matt Stalker and Nottingham Venues Operations and Catering teams worked collaboratively to support the dietary toolkit requirements. Melissa Sobo at Nottingham Venues summed up the experience beautifully:
“Working with the diets group felt like everything coming full circle — we weren’t just identifying challenges; we were helping to remove them. The advice shared was there to empower organisers, not overwhelm them.” — Melissa Sobo, Nottingham Venues
Adding to this, Anita Macdonald, Deputy Marketing Manager, Meet Cambridge and co-lead of the ABPCO Dietary Inclusion Members Group said:
“Creating truly inclusive events isn’t the responsibility of one organisation or one supplier. It’s something we achieve together. When venues, organisers, caterers, and industry partners collaborate, we remove barriers and raise standards for everyone.”
The venue/caterer checklists reinforce something we see every day: dietary inclusion is a team sport.
Some standout recommendations include:
- Ensuring all staff, including casuals, are trained to answer dietary questions confidently
- Having a clearly identifiable dietary champion on site
- Using QR codes for detailed ingredient lists
- Offering tasting sessions during site visits
- Using different coloured plates or dish shapes to avoid mix-ups
- Keeping clear, documented communication between organisers, caterers, staff and other venue users
We’re dedicated in supporting clients from the very first conversation, ensuring dietary needs are:
- Captured clearly
- Categorised correctly
- Communicated early
- Managed safely
- Delivered with confidence
We work closely with venues and caterers to make sure nothing slips through the cracks, from cross contamination risks to labelling clarity to emergency planning. When every guest can eat safely and happily, they feel more included and the whole event feels better.
The toolkit is a living bank of resources. If you have ideas, comments, or suggestions for future themes, the team would love to hear from you and welcome:
- Ideas
- Feedback
- Suggestions
- Themes you’d like explored
Drop Anita a line at anita@meet-cambridge.com.
As a PCO who feels passionately about striking the right balance and ensuring everyone feels welcome, seen and included, Sheer Edge would welcome working with you on your next event and help you to implement this dietary toolkit as we did for ABPCO.
Reach out to us today to find out more: hello@sheeredge.co.uk or call us: 0330 223 3176
