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Dietary Requirements Form

A dietary requirements template — capture each guest’s allergy or dietary need and its severity so you can cater safely for everyone.

Description

Allergies and dietary needs are the part of catering where getting it wrong isn’t just awkward — it can be dangerous. A dedicated dietary requirements form gathers this information carefully and in one place, so nothing is lost in a group chat or scribbled on the back of a seating plan. It anchors to the event by name or reference and date, then uses a per-guest table to record each name, their specific requirement and how serious it is — a preference, an intolerance, or a severe allergy that demands separate preparation. A total headcount and a notes field round it off, giving your kitchen a clear, actionable list. Send it to the host to gather from their guests as numbers firm up. It’s free — adapt the columns to how your kitchen works, restyle it to your brand, and cater for everyone with confidence.

Form fields

Everything the Dietary Requirements Form above collects — 5 fields across 2 pages, so you can see exactly what it captures before you make it your own.

Dietary Requirements

  • Event name or reference

    Short Answer Icon
    Short Answer

  • Event date

    Date Icon
    Date

Guests & needs

  • Dietary requirements

    Table Icon
    Table

  • Total number of guests

    Number Icon
    Number

  • Anything else we should know

    Long Answer Icon
    Long Answer
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Template FAQs

Common questions about the Dietary Requirements Form — what it captures, when to use it, and how to make it your own.

Why do caterers need a dietary requirements form?

Because feeding people safely depends on knowing, precisely, who can’t eat what. A structured form captures each guest’s need and its severity so the kitchen can plan substitutions, avoid cross-contamination, and make sure no one is left with nothing — or worse, made ill.

What should a dietary requirements form record?

Ideally, each affected guest by name, their specific requirement (coeliac, vegan, nut allergy and so on) and its severity, plus a total headcount and a general notes field. Naming guests lets you plate individual meals accurately on the day.

When should it be collected?

Once guest numbers are close to final, usually a few weeks before the event. Early enough that special ingredients can be sourced, late enough that the guest list — and its requirements — has settled.

Who should this form go to?

The host or organiser gathers it, often by forwarding your form to their guests or collecting the answers themselves. The caterer designs the form; the responses come back as one consolidated list for the kitchen.

What's the difference between an intolerance and an allergy here?

It matters enormously in a kitchen: an intolerance means discomfort, while a severe allergy can be life-threatening and needs separate preparation and strict avoidance of cross-contact. Asking for severity, not just the requirement, is what makes the form safe.

Is this dietary requirements template free?

Yes. Create a free Fun Forms account, adjust the table columns to match your kitchen’s process, restyle it to your brand, and share the link or embed it — no coding needed.

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