Download Managing food restrictions in the MICE industry

MPI BELGIUM WHITE PAPER
MANAGING FOOD
RESTRICTIONS IN
THE MICE INDUSTRY
A WORD
FROM MIEKE BARBÉ
MPI BELGIUM CHAPTER
Whether it is to learn, network or celebrate, all
events have one thing in common: people with
different backgrounds will share food at a certain
point.
When it comes to food, the taste of consumers
have been evolving rapidly and the demands for
locally and healthier options keep rising. Not to
forget that the demographics of the crowd and
medical conditions influence dietary requirements.
As event professionals and service providers we
are committed to creating an environment where
guests’ needs are met and where each individual
is treated with respect. Treating your attendees
with respect is something that should be extended
to those with special dietary needs or preferences.
In this follow-up to our December 2014
Educational “Food awareness in the MICE industry:
Catching up with the new food regulations & latest
food trends”, we examine food allergies and
intolerances, the recent European allergen law,
common diets and how to be smart about
managing food at events.
This white paper has been
brought to you by MPI Belgium.
White paper and presentation
design by Open Slide & Services.
Table of contents
CHAPTER I: An introduction to medical conditions, religious diets & lifestyle
preferences
•
•
•
Category 1: Medical diets
Category 2: Religious diets
Category 3: Lifestyle diets
CHAPTER II: An introduction to the recent EU Allergen legislation
•
•
•
Food Information for Consumer Regulation (EU FIC)
How does it affect the (MICE) industry?
Guidelines
• Staff is key
• Cross-contamination
CHAPTER III: Being smart about managing food at events as a planner
CHAPTER IV: Being smart about communicating
APPENDIX: Top 14 EU Allergens explained
REFERENCES
CHAPTER I
An introduction to
medical conditions,
religious diets & lifestyle
preferences
The needs for ‘special’ foods are only getting more common. This translates into extra
work and possible expense for hosts and planners, accompanied by a new layer of
complexity. If you understand the various needs, learn the similarities between some
diets and know how to prepare meals safely you can learn how to combine meals and
increase guest satisfaction.
We divided the different dietary requirements and preferences into three main
categories.
Categories
Medical
Religious/Cultural
Lifestyle
Category 1: Medical diets
Most people enjoy a wide variety of foods with no problems. For a small percentage of
people however, specific foods or components of food may cause adverse reactions.
These are typically classified as:
•
•
food allergies (reactions which involve the immune system),
food intolerances (reactions which do not involve the immune system).
Others may require special diets for medical reasons such as:
•
•
•
•
•
•
diabetes,
cholesterol,
cancer,
heart disease,
bowel diseases
….
CHAPTER I: Medical Diets
Food allergies & food intolerances
Food allergy is of high importance to public health, affecting consumers’ quality of life
and impacting health service resources. The last 30 years have seen a rise in the
incidence of allergic disease and it is now estimated that globally 220-250 million people
may suffer from a food allergy. In Europe up to 20 million European citizens are afflicted
and in the US, nearly 15 million people suffer from food allergies.
Currently, there is no cure for food allergy and individuals with food allergy may have to
practice strict, life-long avoidance of foods to which they are sensitised and,
consequently, their quality of life is often impaired.
For the food industry, managing food allergens to avoid their unintended presence in
products where they are not part of the recipe remains an issue. One of the steps
towards more effective allergen management is the development of more meaningful
food labelling.
Food intolerances are more common than allergies and do not involve the immune
system. Food intolerances may be categorised as enzymatic (e.g. due to an enzyme
deficiency such as lactase which is required to digest the milk sugar lactose),
pharmacological (e.g. due to amines such as histamine) or in some cases the
mechanism may be undefined.
Food allergy
Food intolerance
•
Immune response caused by a protein
•
Usually enzyme deficiency
•
Symptoms appear soon after eating
•
Symptoms appear later
•
May be at risk of a life-threatening allergic
reaction (anaphylaxis)
•
Not life-threatening, can cause a range of
symptoms.
•
Smallest amount of the allergen causes a
reaction
•
May be able to eat small amounts of the
offending food without trouble.
CHAPTER I: Medical Diets
Food allergies & food intolerances – continued
The EU Top 14 Allergens
The EU Top14 foods and substances
(“allergens”) which are identified in the EU
legislation are:
Most common food intolerances
• Dairy (Lactose/Milk)
• Yeast
• Gluten
• Alcohol
• Fructose, fructans, polyols
• Sulphites
When organising international events, it’s
important to keep in mind that a large amount
of adults is lactose intolerant - estimated 65%
of people worldwide, with a substantially lower
number in Europe and parts of Africa.
MPI members can receive the above icons by
emailing [email protected].
View the detailed allergen list: LINK.
Coeliac disease is not an allergy, it is a life-long autoimmune disease, which means that
the body produces antibodies that attack its own tissues. In coeliac disease this attack is
triggered by gluten, a family of proteins found in wheat, rye, barley and oats, which
cause an inflammatory response that damages the gut.
Guests with diabetes don’t need any special foods, they need to manage what, when
and how much they eat to manage healthy glucose levels. And, while they do not
require any special food, they need to eat things that are low in salt, fat and sugar
and high in fiber, such as beans, fruits, vegetables and grains.
CHAPTER I: Medical Diets
Category 2: Religious diets
A number of religions have dietary guidelines which might be observed more or less
closely. Different denominations within the same religion may have slight differences in
food guidelines.
Buddhism
There are no set prescriptions for food restrictions in Buddhism. Under the concept of
ahisma/doing no harm, a lacto-vegetarian diet is followed by many Buddhists.
Christianity
• Devout Catholics fast on holy days and periods.
• Practicing orthodox Christians follow a number of fasts.
• Seventh-Day Adventists are lacto-ovo-vegetarian – they avoid meat, poultry and
fish but eat eggs and milk products. Alcohol is also prohibited.
Hinduism
A lactovegetarian diet is followed by many Hindus – no meat, poultry or fish, no eggs,
but milk products are allowed and encouraged. Beef is prohibited, as the cow is
considered sacred. There are many fasting days and periods in the calendar, with
restrictions such as eating only plant foods.
Islam/Halal
Meats should be slaughtered under Halal guidance; pork is not allowed. Generally, foods
that are kosher are also accepted under Halal. The major exception is alcohol, which is
banned under Halal. There are numerous guidelines for fasting, particularly during
Ramadan.
Judaism/Kosher
A complex set of guidelines includes restrictions on how meat is slaughtered, which
animals/birds/seafood may be eaten (eg. pork and shellfish are not allowed), the part of
the animal that can be eaten, who makes certain foods, combinations of foods, avoiding
contamination, what can be eaten on religious holidays, and more.
CHAPTER I: Religious & Cultural Diets
Category 3: Lifestyle diets
Philosophical food choices
Apart from religion there are other philosophical reasons for food choices. Some people
will trust what they see, while at the other end of the spectrum some people will check all
labels and know which ingredients and additives may contain an offending substance.
Vegetarianism is one of the most known lifestyle diets which may be followed for ethical,
sustainability, health, or religious reasons. There are various degrees of vegetarianism,
including veganism, ovo-lacto-vegetarianism, and pescetarianism.
•
•
•
Lacto-vegetarians will not eat meat, poultry, fish/seafood, or eggs. The lactovegetarian diet includes milk and milk products.
Ovo-lacto-vegetarians will not eat meat, poultry, or fish/seafood. They will eat eggs,
milk, and milk products.
Pescetarians will not eat meat or poultry. They will eat fish/seafood.
Vegans avoid not only meat but also all animal products. For events this means that
vegans will not accept f.e. leather goods or participate in activities that exploit animals. The
vegan diet is also known as a plant-based diet, especially when it’s being followed for
health rather than ethical reasons.
Other philosophical dietary choices include earth-friendly and humanistic food choices:
•
•
•
Organic plant foods do not contain pesticides, and organic animal foods are from
animals which have been fed organically.
Natural eating aka ‘try to eat as ancestors did’. Examples include macrobiotic and
paleolithic diets. Others generally try to avoid foods that are unnatural, such as
artificial additives or highly processed foods.
Sustainability can include only supporting sustainable farming and growing methods,
to sustainable shopping methods (avoiding food waste and packaging) and
locavorism (eating local produced good).
Other lifestyle diets include a wide range of health and weight loss diets.
CHAPTER I: Lifestyle Diets
CHAPTER II
An introduction to the
recent EU Allergen
legislation
Food Information for Consumer Regulation (EU FIC)
Big changes to the information that food businesses must give to their customers
came into force on 13 December 2014. The EU Food Information for Consumers
Regulation (EU FIC) are enforced all through the European Union and apply to all the
whole food industry.
The new EU Regulation 1169/2011 on the provision of food information to consumers
changes existing legislation on food labelling including:
•
•
•
•
•
Mandatory nutrition information on processed foods;
Mandatory origin labelling of unprocessed meat from pigs, sheep, goats and
poultry;
Highlighting allergens e.g. peanuts or milk in the list of ingredients;
Better legibility i.e. minimum size of text;
Requirements on information on allergens also cover non pre-packed foods
including those sold in restaurants and cafés.
The EU law has listed 14 allergens that need to be identified if they are used as
ingredients in a dish. As a food business serving loose foods – including hotels & event
caterers - you have to supply information for every item on your menu that contains
any of the 14 allergens as ingredients.
Details of these allergens will have to be listed clearly in an obvious place such as: a
menu, chalkboard or information pack. If it is not provided upfront, you will need to
signpost to where it could be obtained, either in written or oral formats.
Extra information:
•
•
Infographic on the new food labelling law by the European Commission.
UFS Allergen legislation information booklet (NL) (FR version) with detailed information what a person with
certain food allergies can and cannot eat.
CHAPTER II: European legislation
“The food service sector will
have to be able to provide
accurate and consistent
information on the allergenic
ingredients used in the foods
that they provide. In order to
“Staff will need
do this they will have to
have systems in place to
capture and record this
information.”
the business where they
work and know how to
deal with the questions
they get from allergic
customers”
- Sue Hattersley, Head of Allergy at
Food Standards Agency, UK
- Sue Hattersley, Head of Allergy at
Food Standards Agency, UK
training so that they
understand the
processes in place in
How does it affect the (MICE) industry?
“It is not expected that
everyone should be able
to answer every question
but there should be at
least someone in the
organisation on shift
who can deal with all
questions relating to
allergenic ingredients.“
- Sue Hattersley, Head of Allergy
at Food Standards Agency, UK
CHAPTER II: How it affects the (MICE) industry
Legislation
doesn’t set out a
single way that
the allergen
information has
to be provided in
a catering setting.
Guidelines
The following practical steps should be considered by a business when responding to
customers with food allergies.
•
There needs to be an agreed procedure for dealing with food allergy requests so that front-line
staff know how to handle these and don’t give wrong or incomplete information to the
customer.
•
If the customer gives notice of their food allergy before visiting the establishment, steps should
be in place to ensure that front office staff relay this information to both restaurant and
kitchen/food preparation staff.
•
Ensure the chef/person preparing the food has been told which allergens the customer needs
to avoid.
•
The member of staff who will be serving the customer should be made aware that a specially
prepared meal is to be served.
•
If a customer asks about the ingredients of a food, the member of staff dealing with the query
will need to decide who the best person is to deal with it. Does the business have a designated
person to deal with allergy related requests?
•
If the member of staff approached is unsure how to answer the query, they should consult
another (more senior) member of staff who may be trained in this area.
•
Staff should never guess about the ingredient content of foods. They need to know where to
get the most accurate information. If they are unable to give the information to the customer,
they should say so.
•
If unable to provide the information, is there an alternative choice, or could a product or dish
that does not contain the allergenic food be specially prepared or supplied?
•
The person dealing with the query/request will need to find out:
•
•
•
•
•
•
•
Whether the food in question contains the ingredient the customer asked about?
Can they ask the person who prepared the food or the allergy representative in the business?
Is full ingredient information for each product the business provides recorded and retained
somewhere?
Can the customer have access to this information to make their own decision about whether it is
safe for them?
Are there any ‘may contain’ statements on the labels of products bought from suppliers?
If so, the customer should be informed. Is there a possibility of cross-contamination?
If this cannot be prevented, tell the customer so they can make their own decisions.
CHAPTER II: Guidelines
Staff and processes are key
The change in the law means that you will no longer be able to say that you don’t know
what allergens are in the food you serve. You are also not allowed to say that all the
foods you serve could contain an allergen. You will need to know what is in the food
you provide.
Your staff is key
•
•
•
It is essential staff members ensure that any information they provide is full
and accurate.
If the information is not available, they should say so.
If in doubt, staff should be advised to ask another (more senior) member of staff
before responding to the customer.
Process example
Staff member notifies
(allergen) manager
about the guest with
food allergies
Manager talks with the
guest about their needs,
makes menu suggestions
and communicates with
the chef.
Chef checks ingredients
of the guest’s selection
Kitchen staff prepare
food using precautions:
• Thoroughly wash hands / put
on gloves
• Use clean and sanitized
equipment and work surfaces
• Garnish with fresh
ingredients
Manager or chef reports
back to the guest to
discuss ingredient
information and to
confirm selection.
CHAPTER II: Staff and processes are key
Manager, server or chef
hand-carries plate
seperatly from rest of the
table’s order
Server checks with guest
immediatly to be sure
everything is satisfactory
Cross-contamination
Whilst every care will be taken to avoid cross contamination for food safety purposes,
such as by separating areas for raw and cooked meats, it is rarely practicable in a
commercial kitchen to engineer out all risk of cross contamination of allergens. For
example, most kitchens will not have enough fryers to separate dishes that are deep
fried with gluten containing ingredients, such as breaded or battered dishes using wheat
flour, from deep fried gluten-free dishes.
• 'May contains' advisory statements can be used where there is a demonstrable and significant
risk of allergen cross contamination. These statements can be included on notice boards, menus
and the company website.
Reducing the risk of cross-contamination
• Thoroughly clean work areas, surfaces, serving areas and hands, to remove traces of
food allergens.
• Ensure any utensils, equipment, chopping boards, and the like, that have been in contact with the
food that the person is allergic to have been thoroughly cleaned with hot water and detergent.
• Use airtight containers to store food allergens and colour code them to make them stand out.
• Take steps to ensure that the area where the customer will eat the food is clean, for example, the
table, crockery and cutlery.
• Avoid cross-contamination for example, with flour or crumbs that are easily carried from one dish
to another.
CHAPTER II: Cross-contamination
How cross-contamination can occur
Raw Material
Handling
Shared
Equipment
Storage
Air Particles in
Manufacturing
Area
Transport
Crosscontamination
Supply Chain
People
Packaging
Cleaning
Processing
Aids
CHAPTER II:
CHAPTER III
Being smart about
managing food at
events as a planner
To truly improve your service towards guests’ with dietary restrictions and increase
attendee satisfaction you need to become an advocate for your guests with food
restrictions. Managing food allergies and other dietary needs at your events can be
frustrating and intimidating, but by being smart about it you can create great
experiences. Incorporate the following steps into your planning process to avoid hungry
guests.
1.
Ask in advance
Improve your registration process so you know guests’ needs. Knowing details like
below in advance makes execution much easier and it streamlines processes. Don’t
forget to also gather allergy information from exhibitors, speakers, sponsors and staff.
Do you require
specific aids or
services?*
 Visual
 Mobile
 Audio
 Dietary
 Other
If Other, please specify:
*We will contact you to discuss specific requirements.
Check the events
You plan to
attend:





Opening Reception - Monday
Gala Dinner - Monday
Networking Lunch – Tuesday
Networking Breakfast – Wednesday
Closing Reception - Wednesday
Special dietary needs/allergies must be indicated to receive special
meals:
Indicate your
selection:





Vegetarian
Vegan
Gluten-free
Lactose-free
Halal
 Kosher
 Allergic to (please specify):
 Other
CHAPTER III: Being smart at managing food during event planning
Asking your guests for their dietary information won’t work out if your catering
partner(s) are not familiar with creating menus that fit different dietary needs. When you
are in the process of selecting catering partners, make sure to ask them about their
knowledge of and ability to accommodate special dietary needs. Ask them for sample
menus and price indications in advance.
2. Communicate
If you take the time to ask attendees what
their needs are, acknowledge you received
their information and follow-up with them.
Caterer
Attendee
Planner
Explain how their needs will be addressed at
the event.
•
Will you be labelling buffets?
•
Will they get a separate meal?
•
Will they receive a special ‘meal card’?
And where should they pick this up?
•
Who should they contact on-site about
their requirements?
Make sure all catering partners are aware of dietary needs for each catered function in
advance of the event and communicate with them about:
•
how to address the needs of attendees,
•
how to provide last-minute options for guest (if provided),
•
how cross-contamination will be avoided,
•
how attendees are communicated with.
Provide on-site communication tools for your attendees. More on page X.
CHAPTER III: Being smart at managing food during event planning
3. Cross-contamination (food allergies)
Make sure event staff is conscientious of cross-contamination when serving guests and
have a separate station, sauté pans or blenders for those with food allergies. To reduce
the risk of cross-contamination ensure that all event staff is aware that only catering staff
is allowed to advise attendees about what they can/can’t eat.
4. Provide alternatives
If your caterer is unable to provide attendees with special meals at your event, think
outside the box and find alternatives such as:
• Providing a lunch bag or box with pre-packaged food that is labelled allergyfree/gluten-free/kosher... You can puchase items and prepare the bags a few days
before the event.
• Try to see whether nearby restaurants/shops can accommodate your attendees
and provide them with a list of placed they can eat when they check in at the
event. If you have the means available, issue gift cards for one of these
restaurants/shops.
• Provide an all-day available corner with non-processed items such as fruit, nuts, …
For people allergic to nuts, have sealed bags of nuts available.
For hotel guests, provide a room with a refrigerator if available and contact people
who mention allergies/intolerances and confirm they’ll have a refrigerator in their
room. Some hotels actually shop for guests and stock their minibar with foods they
request.
CHAPTER III: Being smart at managing food during event planning
5. Emergency procedures
Be familiar with your event venue’s emergency procedures and make sure catering and
other staff know who to contact in case of an emergency. Brief staff on how to spot the
signs of allergic reactions.
Before the event or upon their arrival, ask your food-allergic participants for their
emergency action plans so that you, your staff and your vendors are aware of what to
do in case of an emergency.
How do I decide to go the extra mile?
Asking the following questions might help you deide whether you should go that extra mile and
ensure each individual is able to have a proper meal at your event:
•
Are attendees paying (for meal functions)?
•
Is the event mandatory to attend?
•
Can people go outside for breaks and are there restaurants / shops around where people with
food requirements can have lunch?
How do I ensure my event team is ready?
•
Does the staff know how to deal responsibly with questions about allergy?
•
Who answers questions about allergens? Is there an appointed ‘allergy manager’?
•
Does the staff know what to do if a guest has an allergic reaction?
•
Who does what in an emergency?
•
Is everyone aware of cross-contamination during preparation, cooking and serving?
CHAPTER III: Being smart at managing food during event planning
CHAPTER IV
Being smart about
communicating
Some individuals may find it difficult to tell staff that they have a food allergy, they may
feel awkward, not wanting to make a fuss at the buffet or dining table. Event planners
and caterers should look at ways to make customers feel more comfortable about
asking for information.
•
When you asked attendees in advance about their dietary requirements, you should
explain how their needs will be addressed at the event in advance (see page 18).
•
Include dietary information at the registration desk so that registration staff is aware
of those individuals with dietary needs. Brief your registration staff on the
information they can give to these individuals.
•
Make use of systems such as meal vouchers which attendees can give to the caterer
in return for their special (pre-ordered) meal.
•
Let guests know that the staff is happy to help with food allergy requests. For
example: « If you require further information on the allergen content of our foods
please ask a member of staff and they will be happy to help you. »
Make menu reading easier
Instead of
Describe as
Apple Cake
Apple-Walnut Cake
Blue Cheese Dressing
Blue Cheese and Walnut Dressing
Pasta Salad
Pasta Salad With Almonds & Parmesan
Chicken Stir-Fry
Chicken Cashew Stir-Fry
Asian Noodles
Asian Noodles With Shrimp & Peanuts
CHAPTER III: Being smart at managing food during event planning
Make menu reading easier (continued)
Label menus and buffets
CHAPTER III: Being smart at managing food during event planning
Use stickers on place cards during seated dinners
CHAPTER III: Being smart at managing food during event planning
APPENDIX
Top 14 EU Allergens
explained
There are 14 major allergens which need to be declared when used as ingredients
The following list tells you what these allergens are and provides some examples of
foods where they may be found:
This includes celery stalks, leaves and seeds and celeriac.
It is often found in celery salt, salads, some meat products, soups
and stock cubes.
This includes wheat (such as spelt and Khorasan wheat/Kamut),
rye, barley and oats.
It is often found in foods containing flour, such as some baking
powders, batter, breadcrumbs, bread, cakes, couscous, meat
products, pasta, pastry, sauces, soups and foods dusted with flour.
The cereal will need to be declared.
This includes crabs, lobster, prawns and scampi.
It is often found in shrimp paste used in Thai curries or salads.
This is often found in cakes, some meat products, mayonnaise,
mousses, pasta, quiche, sauces and foods brushed or glazed with
egg .
This is often found in some fish sauces, pizzas, relishes, salad
dressings, stock cubes and in Worcestershire sauce.
This includes lupin seeds and flour.
It can be found in some types of bread, pastries and pasta.
This is found in butter, cheese, cream, milk powders and yoghurt.
It is often used in foods glazed with milk, powdered soups and
sauces.
This includes mussels, land snails, squid and whelks.
It is often found in oyster sauce or as an ingredient in fish stews.
This includes liquid mustard, mustard powder and mustard seeds.
It is often found in breads, curries, marinades, meat products, salad
dressing, sauces and soups.
This includes almonds, hazelnuts, walnuts, cashews, pecan nuts,
Brazil nuts, pistachio nuts, macadamia or Queensland nuts.
These can be found in breads, biscuits, crackers, desserts, ice
cream, marzipan (almond paste), nut oils and sauces.Ground,
crushed or flaked almonds are often used in Asian dishes such as
curries or stir fries.
This can be found in biscuits, cakes, curries, desserts and sauces
such as for satay. It is also found in groundnut oil and peanut flour.
This can be found in bread, breadsticks, houmous, sesame oil and
tahini (sesame paste).
This can be found in beancurd, edamame beans, miso paste,
textured soya protein, soya flour or tofu.
It is often used in some desserts, ice cream, meat products, sauces
and vegetarian products.
This is often used as a preservative in dried fruit, meat products,
soft drinks and vegetables as well as in wine and beer.
REFERENCES
Sources
• American Academy of Allergy, Asthma & Immunology (AAAAI), Event Planning and Food
Allergy Awareness, online article
• Chewfo, website
• Allergy Alert: Tips for Event Planners, Cvent, blog post
• EU FIC Legislation information, European Commission, website
• European Food Information Council (EUFIC), website
• Guidance on Food Allergen Management for Food Manufacturers, Food Drink Europe,
publication
• Guidance on the Provision of Food Information to Consumers, Food Drink Europe,
publication
• Allergen information for loose foods, Food Standards Agency, publication
• Best Practice Guidance on Managing Food Allergens with Particular Reference to
Avoiding Cross-Contamination and Using Appropriate Advisory Labelling, Food Standards
Agency, publication
• International Life Sciences Institute (ILSI), website
• NHS Choices, website
• Thrive! Meetings & Events (MPI US member), website