How should caterers collect allergy information?

With the booking or RSVP, by guest name, using a form that lists the 14 allergens and allows details, then confirm it before the event.

How should allergy meals be labelled at events?

With the guest's name, table and allergy, in sealed containers prepared separately and served directly to the guest.

How do you handle allergens with canapés?

Label each tray or brief each server, avoid nut garnishes where possible and offer a separate allergy tray.

Who is responsible for the wedding cake's allergens?

The cake supplier must provide accurate allergen information. The caterer should obtain it in writing and share it with guests.

What if a guest declares an allergy on the day?

Check whether a safe meal can be made from ingredients and components whose allergens you know, prepared separately. If not, tell the guest honestly and offer what can be made safely.

Do event menus need written allergen information?

Allergen information must be available for every dish. For events, a written menu with allergens, or labelled allergy meals, is the clearest approach.

Catering allergen management: events, weddings and off-site service

By the Menulta editorial team · Facts checked 15 October 2026 · Updated 15 October 2026

The short answer

Catering allergen management starts before the event: collect each guest's allergies with the RSVP or booking, plan allergy meals in advance, prepare and label them separately with the guest's name and allergy, and brief service staff on who receives which meal. Canapés and buffets need allergen labels or staff who know every item. Off-site kitchens and temporary equipment add cross-contact risks that need their own controls.

Collect allergy information early

Ask for allergies and dietary requirements with the booking or RSVP, using a form that names the 14 allergens and allows free text. Ask for the guest's name and table, the specific allergy and whether it is severe. Confirm the list with the event organiser a few days before the event, and again on the day, because late changes are common.

Plan allergy meals in advance

Design allergy meals as proper dishes, not as the main dish with parts removed. Prepare them from fresh ingredients, separately from the main production where possible, and pack them in sealed, labelled containers with the guest's name, table and allergy. Plan for the commonest needs: gluten-free, milk-free, nut-free and vegan, and for anything specific on the guest list.

Canapés and bowl food

Canapés are hard: small items, many recipes, served by roaming staff who may not know the ingredients. Give each tray a card listing the canapé and its allergens, or brief each server on the items they carry. Avoid nut garnishes on canapés where possible, and offer a separate allergy tray prepared and carried by one designated server.

Service briefing

A list of guests with allergies, their tables and their meals.
A designated person responsible for allergy meals at each stage.
Allergy meals served first and directly to the named guest.
Coloured plates, picks or cards so allergy meals cannot be mixed up.
Knowledge of where the allergen information for every dish is kept.
The emergency plan: who calls 112, where the nearest hospital is.

Off-site risks

Events often use temporary kitchens, borrowed equipment and venues with limited space. Clean all equipment before use, bring dedicated utensils and boards for allergy meals, and keep allergy meals sealed until served. Transport them separately and keep the labels intact. If the venue provides some food, such as a wedding cake from another supplier, get its ingredient and allergen information in writing.

Wedding cakes and outside suppliers

Wedding cakes, sweet tables and favours often come from other suppliers. Ask for full ingredient and allergen information, and make sure the couple knows whether any guests' allergies are affected. Label the cake's allergens for guests. If a guest cannot eat the cake, plan a separate dessert in advance.

Event allergen timeline
When	Action
Booking / RSVP	Collect allergies by guest name
2 weeks before	Plan allergy meals; get supplier information for cake and extras
2-3 days before	Confirm final allergy list with organiser
Day of event	Brief staff; check list; label allergy meals
During service	Serve allergy meals first, by name
After	Record any issues and improve the process

Seating plans and table cards

For seated events, add allergy information to the seating plan given to the service team, and consider discreet table cards showing a symbol at the guest's place. That way, any server can identify the guest whose plate needs special handling, even if the briefed server is busy. Review the seating plan with the organiser, because guests often swap seats.

Staff from agencies

Event caterers often use agency staff who have never seen the menu. Brief them on the allergy process at the start of the shift, give each a printed list of canapés and dishes with allergens, and keep allergy meals in the hands of a small number of trained, permanent staff.

Sources

This guide is general information, not medical or legal advice. Guests with an allergy should follow their doctor's advice. Operators should confirm their own setup with their food safety adviser or local authority.