A food allergy policy template for retreats and ministry events
A written food allergy policy shows guests you take their safety seriously and gives your volunteers clear steps to follow. Use this outline as a starting point and adapt it to your event.
How to use this template
Copy the sections below into a document, replace the bracketed items with your details, and delete anything that does not fit. Keep the final policy short enough that every volunteer will actually read it.
1. Purpose
[Ministry name] wants every guest to feel welcome and safe at the table. This policy explains how we gather and use information about food allergies and special diets, and what we do to reduce the risk of a reaction. We cannot guarantee an environment free of allergens, and guests with severe allergies should speak with us directly before the event.
2. Collecting information
- Registration asks each guest to list any food allergies, how serious they are, and whether the guest carries emergency medication.
- Registration also asks about special diets and other food needs.
- Guests may update their information up to [date]. After that, they should contact [name and phone].
3. Who sees the information
Food allergy and diet information is shared only with the kitchen lead, their helpers and the event organizer. It is used only to plan and serve meals and is not shared outside the event team. See also our guide to allergy tracking for retreat kitchens.
4. Menu planning
- The kitchen lead reviews the allergy list before the menu is final.
- Menus identify the main ingredients of each dish.
- Where practical, we plan at least one option that avoids the most common allergens in the group.
- We keep ingredient labels of packaged foods until the event ends.
5. Preparation and serving
- Volunteers wash hands and clean surfaces and equipment before preparing meals.
- Allergen-free dishes are prepared first, with clean utensils, and are covered and labeled.
- Serving utensils are not shared between dishes.
- Volunteers who are unsure about an ingredient say so and ask the kitchen lead. They do not guess.
6. Briefing
Before the first meal, the kitchen lead briefs everyone who will cook or serve, reviews guests with serious allergies and explains how those guests will be served.
7. Outside food
Guests may bring their own food if they choose. We will help store it safely. [Add venue rules here.]
8. If a reaction happens
- Stay with the guest and call [emergency number] for any serious reaction.
- Help the guest use their prescribed emergency medication if they ask or are unable.
- Tell the event organizer immediately.
- Write down what happened, what was eaten and what was done, once the guest is safe.
9. Review
After each event, the kitchen lead and the organizer review this policy and note any changes.
What to check before you publish
- Does your venue have its own food or allergy rules?
- Does your insurer have requirements for events that serve food?
- Are local or state food handling rules applicable to your volunteers?
- Who is trained in first aid on site?
See how Ogen does this
Ogen Events keeps registration, room and bed matching, the kitchen, your team and payments in one place for ministry retreats, seminars and conferences. Payments go straight to your ministry's own account.
See how Ogen does this