Dietary requirements and allergens in catering
What you need to know as an organiser about the 14 legal allergens, how to collect dietary requirements and what you can expect from your caterer.
The 14 legal allergens
EU Regulation 1169/2011 requires every caterer to inform guests about the presence of 14 allergenic substances. This applies to both packaged and unpackaged products, including buffets, walking dinners and served dinners.
These fourteen substances together account for approximately 90% of all allergic reactions to food. With some allergens, such as peanuts and nuts, even a tiny amount can trigger a serious reaction. That is why the ingredient list alone is not enough — the risk of cross-contamination matters just as much.
Allergy versus intolerance
The distinction is medically significant and determines how strict your measures need to be. An allergy is an immune system response. With a serious allergy, such as to peanuts or nuts, even a trace of the allergen can trigger anaphylaxis, a life-threatening reaction. Cross-contamination is a genuine danger here.
An intolerance, such as lactose or gluten intolerance, causes symptoms like stomach ache, bloating or fatigue. Unpleasant, but not acutely dangerous. The guest wants to avoid the allergen, but a trace of it is not a medical emergency.
As an organiser, this means: do not just ask what someone cannot eat, but also how serious it is. That helps your caterer take the right measures.
Collecting dietary requirements
The most common mistake when organising an event: asking about dietary requirements and allergies too late. A good collection process starts at the invitation stage.
What to ask
Be specific. Not "do you have any dietary requirements?" but a structured input field with options: vegetarian, vegan, gluten-free, dairy-free, nut allergy, halal, other. Include an open text field alongside for specific additions. The more structured the question, the more useful the answers.
When to ask
At the invitation or registration stage, with a deadline of at least seven working days before the event. For larger events (100 or more guests) or complex menus, ten working days is better. That gives the caterer time to adapt the menu and source ingredients.
What to pass on to your caterer
Not just the numbers ("three vegetarians, one nut allergy"), but also the severity. A mild preference for plant-based food is very different from a serious nut allergy where cross-contamination must be ruled out entirely. That distinction determines whether your caterer prepares a separate dish or sets up a fully segregated preparation process.
Rule of thumb: Ask at the invitation stage, deadline 7 working days before the event, pass severity and specifics on to your caterer. The earlier and more precise you are, the better the menu.
What a good caterer takes care of
Allergens are not a detail you sort out on the day. A professional caterer has a complete allergen overview for every dish, recorded in a matrix in line with food safety authority guidelines. At KOM we maintain allergen records per product, which we share with clients and have available on site.
For serious allergies we prepare dishes through a fully separated process: dedicated equipment, separate storage, individual portioning and labelling. That may sound obvious, but the difference lies in the execution. At a busy event with 200 guests, the serving staff need to know exactly which dish goes to which guest and why.
We label dishes at the buffet or service point with clear allergen indicators. At served dinners we mark individual plates. At walking dinners we use colour coding on napkins or dish labels. The aim is for guests with an allergy to eat safely without it being noticeable or uncomfortable.
Common dietary requirements at events
Vegetarian and vegan
At corporate events, between 15 and 25 per cent of guests are vegetarian or vegan. That figure rises every year. Make sure vegetarian and vegan options are proper dishes in their own right, not an afterthought. Nobody wants to be the only person eating a salad while everyone else has a three-course dinner.
Gluten-free
Around 1 in 100 people in the Netherlands has coeliac disease. A growing number also choose gluten-free by preference. At a buffet or walking dinner this means separate bread rolls, crackers or sauces without wheat. Watch out for hidden sources of gluten such as soy sauce, some stocks and breadcrumb coatings.
Dairy-free
Lactose intolerance affects around 5 per cent of people in the Netherlands, but among guests with Asian, African or Middle Eastern backgrounds that figure is considerably higher. At international events this is a standard consideration.
Halal
At government events, ministries and international gatherings, halal catering is almost standard. It is not just about the choice of meat, but also the preparation method and the avoidance of alcohol in sauces and marinades.
Nut allergy
One of the most serious allergies. Even a tiny trace of nuts can trigger an anaphylactic reaction. For a guest with a severe nut allergy, cross-contamination is the primary concern. This requires complete separation in preparation, storage and service. Always notify your caterer explicitly and well in advance.
Frequently asked questions
For luxury catering, fine dining and walking dinners, we want every adapted menu to be polished and equivalent. A guest with dietary requirements does not receive a stripped-back version of what everyone else is having, but a dish that matches in composition, flavour and presentation. Good catering stands out for what is excellent, not for what is different.
More from KOM Catering & Events
Event catering Vegetarian catering Vegan catering Drinks calculator Corporate catering guide Catering The HagueEvent with allergies or dietary requirements?
Send us your guest list with requirements and we will put together a menu that works for everyone. No hassle, no risk.
Request a quote (085) 060 1678Read also: healthy catering The Hague.
