Event Planner's Guide to Inclusive Food and Beverage Selection

“Hangry” has become a popular term for a reason. Even in the day-to-day, we can get unfocused, tired, and even angry when we’re hungry! Add in neurodivergent sensory considerations, and event food and beverage offerings are more than just a convenience - they’re a crucial part of making every participant feel welcome, supported, and able to focus. 

Inclusive food and beverage planning ensures that all attendees, regardless of dietary restrictions, sensory sensitivities, or accessibility needs, can fully engage mentally and physically in your event without barriers. Here’s a guide to help you make your event dining experience inclusive and enjoyable for everyone.

Start with Registration: Ask, Accommodate, and Inform

As with most accommodations, inclusive food and beverage planning begins on your registration form. Include a space for attendees to indicate any dietary restrictions, allergies, or sensory accommodations. And be specific - sometimes people don’t realize that their food-related restrictions could be addressed by event organizers. Provide examples and checkboxes where possible to show the options available, as well as write-in space. 

Don’t forget your staff, speakers, and sponsors in your research - everyone benefits from the opportunity to communicate their needs ahead of time. Everyone involved in the event has an important role and will benefit from being well-nourished. 

Transparency is key: share menus in advance if possible, outline which meals are sensory-friendly and list allergens; and clearly communicate that participants are welcome to bring or arrange personal meals, including nearby options for off-site dining. You can also arrange for storage options like a small refrigerator in your registration room for meal storage.  

Plan Meals and Breaks Thoughtfully

Timing is as important as what’s on the menu. Clearly communicate when meals and breaks will occur, and ensure that breaks are long enough to allow all participants, including those with mobility or sensory challenges, to access food comfortably and go off-site as needed. 

Consider inclusive menu design with options that are simple, customizable, and sensory-friendly. Offer snacks, drinks, or meals that are generally well-tolerated. Additionally, options like a buffet or station allow attendees to assemble their meals to their preferences, reducing stress for those with restrictions and allowing those without to get more adventurous. 

A key sensory consideration is how smells travel. Have you ever been in a pre-lunch session and suddenly become aware of the smell of lunch drifting over into your room? It can distract from participation - and for some people, can be uncomfortable and disruptive. When selecting your venue and room layout, take proximity to kitchens and meal spaces into consideration. 

Provide Choice and Flexibility in Serving

Small details can make a big difference. Offer utensils of various types and weights to accommodate different motor abilities or personal preferences. A few sets of lightweight, blunt disposable utensils can make mealtime easier for some participants.

Additionally, having grab-and-go options available during breaks allows attendees who may need a quiet moment away from crowds to refuel without feeling pressured to wait in line.

Make sure that attendees know where meals will be served and dining expectations. Add mealtime speakers to the agenda so everyone knows what to expect. Consider the flow of your served meals - can the speaker come on after plates are cleared to reduce noise?

Create a Safe and Inclusive Dining Environment

Inclusive food and beverage planning isn’t just about accommodating dietary restrictions - it’s about creating a culture of care and belonging. Small changes like providing a sensory-friendly snack, offering advance menu options, or simply ensuring there’s enough time for everyone to eat comfortably signal that you value every attendee’s experience. When you remove barriers that prevent participants from fully engaging in your event, you amplify their experience, increasing retention. 

Designing inclusive and accommodating – and ultimately, successful – events starts with intentional design. Stay tuned for more articles in this series on how to incorporate adult learning, inclusion, and accessibility principles into your event plan. Looking for support in creating an event that gives you a competitive advantage and supplements your entire learning portfolio? Let’s chat.

Resources: Check out these sources for more about accessible and inclusive spaces: The Neu Project, W3C Web Accessibility Initiative (WAI)