What the official guidance says
For non-prepacked food, the Food Standards Agency recommends written allergen information backed up by a conversation. For group meals ordered ahead, its guidance recommends checking requirements with the individual on the day, before serving. That guidance covers England, Wales and Northern Ireland. Scottish venues can refer to Food Standards Scotland for local guidance.
When the party books: give one person ownership
Name the person who keeps the group’s order list current. Send the current written allergen information with the menu and make it easy for each guest to speak to the venue. Note who will pass any late changes to the kitchen and the duty manager. Treat the organiser’s spreadsheet as a starting point and confirm the relevant requirements with each guest on the day.
Before doors open: check what actually arrived
Ask the kitchen lead to check today’s ingredients against the current allergen information. Check sauces, garnishes and bought-in components as well as the main dish. If a delivery substitution changes an ingredient, update the written information and tell both the pass and the floor before serving that dish. Pull old copies from the service station so staff have a single version to check.
At the pass: rehearse one late change
In the briefing, practise what happens when a guest moves seats or flags a requirement that was missing from the booking. Have the server pause the order, confirm the seat and dish with the guest, then pass the update to the named kitchen lead. Ask the lead to confirm what the kitchen can provide using its own allergen procedures. If the team cannot verify the information, staff should say so and avoid guessing.
Five checks for the duty manager
Before first service, check who owns the list, where the current written information is kept, which dishes changed today, who confirms requirements with guests and who can hold a plate while a query is checked. For a buffet, the FSA says allergen information should be available for each dish individually.
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