Event planners know that food and beverage can make or break an event. It’s a key factor in the attendee experience—yet for those with dietary restrictions, it’s often an afterthought.
As a gluten-free vegetarian, I’ve encountered my fair share of lackluster meal options at conferences, from basic salads to fruit plates that leave me searching for a real meal. But it doesn’t have to be this way, and I’m likely not the only one who shares this sentiment.
With thoughtful planning, event menus can be inclusive, delicious and satisfying for all attendees without sacrificing variety, nutrition or flavor.
Here’s how meeting planners can create a well-rounded food and beverage strategy that ensures everyone, including gluten-free and vegan guests, feels welcome and well-fed.
[Related: Tracy Stuckrath's Essential Meetings F&B Checklist]
Understanding the Need for Thoughtful F&B Planning
The rise in gluten-free and plant-based diets isn’t just a trend. Instead, it’s a shift in how people eat. Whether for health, ethical or medical reasons, more attendees require gluten-free, vegetarian or vegan options at events.
But a common mistake is treating these meals as afterthoughts. Too often, gluten-free or vegetarian guests end up with side dishes instead of full meals. Worse yet, they are given food that isn’t properly labeled (and therefore, might not be safe for certain attendees).
As an event planner, it’s essential to plan proactively to ensure that dietary restrictions don’t feel like an inconvenience but instead are an integral part of your event.
[Related: How to Slim Down Your Meetings and Events Food and Beverage Spend]
Step 1: Ask the Right Questions in Advance
Dietary needs should never be an afterthought. The best way to accommodate guests? Ask them up front.
Including dietary preferences in event registration forms can help you anticipate needs and allows you to communicate early with caterers. In this communication, it’s important to ask if the caterer has experience preparing gluten-free and vegetarian meals, what steps they take to prevent cross-contamination and what kind of plant-based protein options are available.
By gathering this information in advance, you ensure that every attendee gets a meal that is safe, satisfying and inclusive.
Step 2: Build Balanced, Satisfying Meals
A common misconception is that gluten-free and vegetarian meals lack protein and variety. But the truth is, there are plenty of delicious, filling options beyond salads.
Include ingredients like plant-based proteins (tofu, tempeh, lentils and chickpeas), gluten-free grains (quinoa, rice and lentil-based pasta) and nuts and seeds (almonds, chia and hemp seeds).
Meal ideas that work for everyone include plant-based burgers, customizable grain bowls with gluten-free dressings and lettuce or gluten-free tortilla wraps filled with veggies, hummus and tempeh.
By incorporating nutrient-dense ingredients, you ensure that meals aren’t just compliant, but also delicious and fulfilling.
Step 3: Avoid Common Pitfalls
Even with the best intentions, some catering choices miss the mark. Here are some common mistakes and how to avoid them:
Skipping protein: A plate of lettuce and fruit won’t cut it. Always include a plant-based protein source.
Cross-contamination: Even a small amount of gluten can make some guests sick. Ensure kitchen staff are trained in safe food handling practices.
Failing to label dishes clearly: Attendees shouldn’t have to guess which dishes they can eat. Use clear signage to indicate gluten-free, vegan and allergen-friendly options.
Step 4: Snacks and Beverages Matter, Too
Long event days mean attendees need easy, grab-and-go options to keep energy levels up. Simple gluten-free and vegan-friendly snack ideas include nuts and seeds. Almonds, sunflower seeds or trail mix provide protein-packed energy. Fresh fruit like apples, bananas and berries are easy, naturally gluten-free options. Plus, protein bars now come in gluten-free, plant-based options that are both filling and satisfying.
For beverages, go beyond the basics. Consider smoothies, dairy-free lattes or electrolyte-enhanced drinks to keep attendees refreshed and energized.
Step 5: Make Inclusivity a Standard, Not an Exception
A well-planned food and beverage strategy isn’t just about accommodating restrictions; it’s about creating an inclusive, welcoming experience. Attendees should never feel like an afterthought when it comes to meals.
At your next event, take the extra step to work with caterers, plan balanced meals and provide options that make all guests feel valued. Because when everyone is well-fed and happy, your event is set up for greater success.
