Planning an event? Here’s how to get dietary requirements right (without the faff)

When you’re organising an event — whether it’s a wedding, corporate do or private party — there’s plenty to think about. The venue, timings, seating plan, budget… it can all feel like a bit of a juggling act.

But if no one remembers to ask about dietary requirements early on, they’re often missed entirely. And when that happens, someone ends up arriving on the day and quietly saying, “I’m gluten free — is there anything I can eat?” Cue a panicked look from the organiser who didn’t think to check.

It’s not about ticking boxes. It’s not about being overly cautious. It’s about proper hospitality — making sure everyone is included and looked after. At Table, we’ve catered everything from large-scale weddings to intimate garden parties and off-grid retreats, and we know how much smoother things run when dietary needs are considered from the start.

Here’s how to handle special diets with confidence — without turning it into a big drama.

1. Ask. Don’t assume.

It sounds obvious, but it’s one of the most common mistakes we see. Organisers genuinely forget to ask, and guests don’t always speak up — especially if they’re used to being overlooked.

Whether it’s a wedding RSVP form, a corporate team email or a WhatsApp invite, include one simple question:

“Do you have any dietary requirements or food sensitivities we should know about?”

This small step makes a big difference. It reassures guests they’ll be catered for, and gives your caterer time to plan properly.

2. Keep all responses in one place

Don’t rely on side conversations or scattered emails. Choose one method of collecting info — whether that’s a shared spreadsheet, an email thread, or a notes section in your RSVP form — and keep it updated.

You don’t need people’s full medical history. Just clear, accurate information passed to your caterer in good time. For us at Table, two weeks before the event is usually ideal.

This is especially important for inclusive catering. We plan each meal in advance, cook everything ourselves, and pack each special meal separately. We just need to know what to include.

3. Be specific (and encourage guests to do the same)

“Vegetarian” is a good start — but does that include eggs or dairy? “No dairy” — is that a personal preference, a serious intolerance, or an allergy?

The more accurate the information, the better job we can do. If anything’s unclear, we’ll flag it with you and work together to get it sorted.

Vague info leads to awkward guesses. Clear info means guests are properly looked after.

4. Reassure your guests

Guests with dietary needs often feel like an afterthought — because they’ve been one too many times. It’s not just about food. It’s about feeling seen, respected, and safe.

Let them know their meal has been accounted for. Share who to speak to on the day if they have any questions or concerns. It only takes a moment, but it means a lot.

At Table, we make sure all dietary meals are clearly labelled and handled with care — not left sitting in a corner or dished up as an afterthought.

5. Keep the quality consistent

No one wants to be handed a plate that looks like a sad compromise. You’d be shocked how often guests with food sensitivities are served dry salad leaves, boiled veg, or a lonely piece of fruit while everyone else enjoys a proper meal.

That doesn’t happen here. With us, event catering in Northern Ireland doesn’t mean the basics — it means well-balanced, flavourful food for everyone, no matter their needs.

If you’ve booked an inclusive caterer, expect meals that match the standard of the rest of your menu. Good food is for everyone — and dietary meals shouldn’t be any less delicious.

6. Use your caterer’s expertise

We’ve got systems in place to make this easy, but they only work when we’re given the right information.

Not sure how to word something? Want to check if a certain request is manageable? Ask. We’re happy to guide you on what to say, when to ask, and how to follow up with your guests if needed.

This doesn’t have to be hard work. You just need the right support.

7. Make it a habit

More than anything else — build it into your process.

Asking about dietary requirements should be as routine as choosing your venue or sending invites. The earlier it’s part of your plan, the less chance it has of becoming a last-minute panic.

The more we all normalise this, the easier it becomes for guests to speak up — and the smoother your event will run.

We’re here to help you get it right

Whether you’re planning a wedding, a work event or a family gathering, we handle all the food — and all the little details that come with it. We’re known for inclusive catering that’s thoughtful, well executed and completely fuss-free.

We’ve fed hundreds of guests with food sensitivities, dietary preferences and allergies — and we’ve built systems to make it work. But those systems rely on good communication. When hosts ask early and pass on clear details, everything else falls into place.

Visit our Event Planning Hub for helpful checklists, templates and planning tips — or get in touch for a chat. With Table, everyone’s welcome — and everyone’s well fed.