When you’re planning events where you’re serving food, the first question you typically ask is, how much food do I need? The second question is, what will everybody like? And these days, more and more event planners are facing the challenge of navigating dozens of dietary needs and food sensitivities.

Breaking bread over a meal or snack is such a great way t0 create community, to connect and provide energy and sustenance. At work events, these connections can provide meaningful ways for teams to unwind, to reward staff, or to generate goodwill with a prospective client. 

But for people with food sensitivities, catered events can be a struggle, creating awkward and even painful moments where the focus is more on getting through a difficult event than enjoying the event itself. 

The best way to avoid this is by planning ahead and ensuring you’re providing options that work for everyone. 

This quick guide answers the what, why, and how of planning an event that avoids food allergens and satisfies people with many common sensitivities.

What are the most common food sensitivities in America?

This list of common sensitivities should give you an idea of how wide-ranging allergies and food sensitivities are, and it doesn’t even include every possible food source. 

• Lactose: Milk, cheese, yogurt, and other dairy products
• Gluten: Bread, pasta, most types of noodles, cereals, crackers, and some sauces
• Salicylates: Spices, raisins, preservatives,
• Histamine (and other amines): Beer, wine, cheese, many other fermented/cured/dried/aged foods, vinegar, citrus
• Caffeine: Coffee, tea, soda, energy drinks, chocolate, some supplements

If you’re being mindful of menu options, it’s fairly easy to find alternatives. We’ve made guides covering many of these substances individually, such as avoiding gluten from common and unexpected sources.

Sensitivity, allergy, intolerance: What’s the difference?

The words “sensitivity” and “intolerance” describe the same condition and can be used interchangeably, but allergies are different.

A sensitivity or intolerance is the result of your digestive system being unable to process a food for a variety of reasons. In the case of lactose intolerance, the body can’t properly break down the naturally occurring sugar (lactose) found in dairy products.

Symptoms of food sensitivity can include abdominal pain, bloating, nausea, and tiredness. As these issues are caused during digestion, the onset of symptoms is usually a few hours after eating.

Food allergies, on the other hand, are the result of a bad interaction with your immune system. Symptoms can include rashes, redness, breathing difficulties, shock, vomiting, and loss of consciousness. In contrast to sensitivities, an allergic reaction generally occurs immediately upon exposure.

As such, an allergic reaction can be much more serious and even life-threatening. Research shows that sensitivities are common — affecting 15% to 20% of adults — whereas true food allergies are to blame in only 2% to 5% of cases.

How can you manage sensitivities in event planning?

In the workplace

Food can help put potential clients, investors, and customers in a good mood, and boost the morale of employees, so it’s worth taking the time to do it right. First, your workplace may already be keeping a record of employees with food sensitivities, allergies, and dietary restrictions. If so, that’s a great place to start. If not, start your own list — however small it may be — and continue adding to it over time.

Most people with sensitivities don’t mind talking about them if asked. Some say they feel awkward about bringing it up themselves, however, so you should be the one to initiate.

• For small groups: You could simply ask each person the next time you see them, or send a quick email about food preferences.
• For larger groups: Consider creating a questionnaire online (or your employee network) for direct feedback. If your scenario involves a lot of people on an ongoing basis, it may even be time to start gathering this food safety information on all new employees.
• Clients, customers, other nonemployees: You generally won’t be able to ask ahead of time. These scenarios are often one-time occurrences, so making notes for next time may not help either. If so, try to provide as many choices as possible, within reason (and budget). Make sure to avoid the most common offenders, as discussed in this guide, and consider new catering sources if appropriate.

In general

• Potential problem ingredients: Milk, eggs, fish, shellfish, tree nuts, peanuts, wheat, soybeans. By law, the presence of these ingredients must be indicated clearly on product labeling in the U.S. Sesame will be added in 2023.
• Choose a substantial alternative: When the rest of the group is enjoying a few beers together, for example, water isn’t a substantial alternative for people with gluten sensitivity. Instead, try to find options that are very similar in quality and/or quantity. There may already be an alternative ready to go. In this example, gluten-free beer is fairly common and hard seltzers have grown in popularity.
• Avoid negativity: It may be a stressful issue to manage at first, trying to please everyone and not knowing how, but try to stay positive. People with sensitivities know exactly how difficult it is, and most will greatly appreciate the effort. Even having one or two allergen-friendly options from an entire spread can go a long way to ensure everyone finds a dish to enjoy.

Finding Easy Ways To Address Food Sensitivities At Work Events

People with food sensitivities will appreciate any effort made on your part to accommodate their needs, and the resulting goodwill could help you gain trust in the workplace and promote a stronger company culture. To simplify your menu and ordering process,  consider partnering with a catering platform like ezCater with over 100,000 restaurants to choose from, and easy ways to filter by dietary restrictions.