Collecting dietary requirements for a retreat

Invite participants to describe allergies, dietary requirements and any questions for the caterer. Explain how the information will be used and shared. Do not interpret a vague response yourself or promise an environment free of an ingredient without the caterer’s confirmation. Give the kitchen time to clarify what it can safely provide before you finalise the menu.

Agree how meals will be labelled, how special portions reach the correct person and who answers ingredient questions. Keep a record available to the people preparing and serving food, with appropriate privacy. Confirm arrangements for late arrivals and packed lunches separately. The organiser’s job is to connect the participant and caterer clearly; improvising an answer at the serving table is a poor substitute for that conversation.

For the wider context, read our planning guide. If you are working through the next practical detail, making quiet time part of a retreat programme follows naturally from this.

You can also explore retreat hosting at Selgars. Bring the details of your group or stay to the conversation so we can discuss what fits, rather than assuming every arrangement is included.